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Ex Libris Knowledge Center

Alma-Summon Integration

Overview

The integration of Summon and Alma allows users to search a single index that includes a central index (approximately two billion records), your local data defined in Alma, and any non-Alma institutional repositories and LibGuides that were previously set up when the library administered Summon through the Client Center or Intota. The following figure shows the discovery flow between Summon and Alma.

SoA_DiscoveryFlow4.png

Alma-Summon Integration Discovery Flow

The following functionality is configured with or provided by Summon:

  • Users can perform a search in Summon and access a local Alma record's services (such as View It and Get It), which are provided by the Services page in Alma.

  • Harvesting of local Alma bibliographic records (physical, electronic, and digital) and electronic holdings.

  • The ability to search non-Alma institutional repositories and LibGuides, which are identified by a database ID. Because these repositories are defined as local electronic collections in Alma, services for these records are provided by the Services page as well.

  • Publisher resources that utilize IEDL (Index-Enhanced Direct Linking) will link directly to the content provider from Summon results. Otherwise, the record's services will come from the Services page, which utilizes Alma's link resolver.

  • A hyperlink is provided in Summon to access the Journal Search page, which is provided by and configured in Alma. For more information, see Journal Search Page.

  • A hyperlink is provided in Summon to access users' library cards, which are managed by Alma.

The following functionality is configured with or provided by Alma:

Alma Configuration

Publishing Records to Summon

Before any searches can be performed in Summon, the bibliographic records and subscription information for electronic records must be published from Alma to Summon. The following jobs are run regularly in Alma to keep this information up to date:

Publishing Bibliographic Records

To configure publishing to Summon, you must have one of the following roles:
  • Catalog Administrator
  • Repository Administrator
  • General System Administrator

The Alma publishing process is run after the bibliographic and holdings data has been populated in Alma. Alma exports the full set of records the first time and then exports the changed records daily. After Alma exports the records, Summon harvests and indexes the exported records to be searched and viewed by end users with Summon.

The publishing profile allows you to configure the settings used to publish the records to Summon.

To publish Alma records to Summon:
  1. During the creation of the Summon Profile, an SFTP account is created for you. Professional Services will configure the SFTP connection to allow information to be harvested in Summon (for more details, see Configuring S/FTP Connections).

    • To configure and test a new SFTP connection, a user name and password is required.
    • A subdirectory should not be specified in the configuration of the SFTP connection. It cannot be located elsewhere on the file system.
    • Port 2022 should be specified in the configuration of the SFTP connection.
  2. Open the Publishing Profiles page (Resources > Publishing > Publishing Profiles).

    AlmaSummon_PublishingProfilesList_NewUI.png

    Publishing Profiles Page
  3. Edit the Publish bibliographic records to Summon profile row.

    The Publishing Profile Details page appears.

    AlmaSummonPubProfile_NewUI.png

    Publishing Profile Details Page
  4. Configure the Publishing Profile Details page parameters as described in the table below:

    Parameter Description

    Profile Details section:

    Profile Name and Description

    Update these fields as required.

    Run full publishing

    If this option is selected, the system publishes all records, replacing previously published data. If this option is not selected, the system publishes records that have changed since the last time they were published. This includes bibliographic records that were added, updated, deleted, and linked to inventory records that changed. After going live, see Republishing a New Full Load.

    Full publishing publishes only non-deleted records. You must also make sure that old records that have been deleted/suppressed from Alma are treated as expected.

    Scheduling

    From the drop-down list, select one of the scheduling options that are preconfigured by Ex Libris staff.

    If you select Not scheduled, the export job will run only when you manually run it (select Actions > Run for the profile from the Publishing Profiles page).

    Email Notifications

    Opens the Email Notifications for Scheduled Jobs page, which allows you to specify which users and email addresses will receive email notifications when the publishing profile has completed. You will have the option to choose whether to send the notifications for successful jobs and/or jobs that contain errors.

    Status

    Select Active.

    Submission Format section:

    FTP configuration

    By default, the publishing process places the exported files in a directory that Summon uses to harvests the files. This field specifies a predefined profile that contains the FTP information. If the transfer fails, the system includes a link to the published files in the publishing report.

    The directory must be configured in advance because Alma cannot create it.

    From the drop-down list, select the name of the S/FTP connection that you previously defined.

    Sub-directory

    The subdirectory in which the exported files are placed. For Full publishing, no subdirectory is required. For updates, specify updates.

    Content Options section:

    Electronic, Physical, and Digital

    Select the check box next to the type of records that you want to publish.

    To enable digital full-text publishing, contact Ex Libris Support.

    Course Information Enrichment

    Select this check box to publish course reserves information to Summon. For more details, see Enabling the Course Reserves Facet in Summon.

    Physical Inventory Enrichment section:

    Quick Add area

    The following fields in the Quick Add area allow you to map holdings tags/subfields from the holdings record to tags/subfields in the published bibliographic record: Holding Tag, Holding Subfield, Bib Tag, and Bib Subfield.

    After you have entered the above mapping data, select Add to add the new mapping to the list.

  5. Select Save. The modified publishing profile appears activated on the Publishing Profiles page. Data that meets the defined criteria is exported to the specified FTP location when the profile is run (either manually or according to the selected schedule).

    The Publishing bibliographic records to Summon job publishes up to 1000 relations per bibliographic record.

    For information on monitoring a publishing export job, see Viewing Running Jobs. For information on the job report, see Viewing Completed Jobs

    Because job monitoring can report a successful completion even when the FTP has failed, it is important to check the job report for errors.

Publishing Electronic Holdings

To configure publishing to Summon, you must have one of the following roles:
  • Catalog Administrator
  • Repository Administrator
  • General System Administrator

Alma publishes the activation status of electronic holdings (all unsuppressed holdings) to Summon in the files, which Summon then uses to determine the full text availability of electronic holdings for each institution.

To publish electronic holdings to Summon, you must configure and run a publishing profile in Alma. The publishing profile allows you to configure the settings used to generate the electronic holdings file that Summon uses to update the status indicators. This process should be run weekly to make sure that the holdings information is accurate.

To configure the publishing profile for Summon publishing:
  1. Open the Publishing Profiles page (Resources > Publishing > Publishing Profiles)

    AlmaSummon_PublishingProfilesList_NewUI.png

    Publishing Profiles Page.
  2. Edit the Publish electronic records to Summon profile row.

    The Publishing Profile Details page opens.

    AlmaSummon_PublishElecRecords_NewUI.png

    Publishing Profile Details Page (Standard Configuration)
  3. Configure the items on the Publishing Profile Details page parameters as described in the table below:

    Parameter Description

    Profile Details section:

    Profile Name and Description

    Update these fields as required.

    Scheduling

    From the drop-down list, select one of the scheduling options that are preconfigured by Ex Libris staff.

    If you select Not scheduled, the export job will run only when you manually run it (select Actions > Run for the profile from the Publishing Profiles page).

    Email Notifications

    Opens the Email Notifications for Scheduled Jobs page, which allows you to specify which users and email addresses will receive email notifications when the publishing profile has completed. You will have the option to choose whether to send the notifications for successful jobs and/or jobs that contain errors.

    Status

    Select Active.

    Submission Format section:

    FTP configuration

    By default, the publishing process places the exported files in a directory that Summon uses to harvests the files. This field specifies a predefined profile that contains the FTP information. If the transfer fails, the system includes a link to the published files in the publishing report.

    The directory must be configured in advance because Alma cannot create it.

    From the drop-down list, select the name of the S/FTP connection that you previously defined.

    Sub-directory

    The subdirectory in which the exported files are placed.

    Global parameters: (The parameters in this section are published to Summon daily. It is not related to the Electronic publishing process, but it appears with the electronic publishing options in Alma .)

    Summon name

    The unique name used in the URL of your Summon instance. Saving the Summon name field triggers creation of the Summon profile.

    Proxy selected

    Select the type of proxy server that you are using. Alma supports the following types: EZProxy, LIBProxy, OpenAthens, and WAM.

    Catalog name

    Enter the display name for the library catalog. The name will display in the source field in the Summon results record.

    Catalog URL

    The catalog name displayed in the Summon record can be hyperlinked to a relevant URL—for example, to the library website.

    Publish library location

    Specify the level at which location information (which may appear in Summon facets, for example) is displayed to users:

    • Library – Informs Summon to display only the library (for example, Main Library).

    • Both Library and Location – Informs Summon to display both the library and location (for example, Main Library Reference Desk).

    • Location – Informs Summon to display only the library's location (for example, Reference Desk).

    • None – Informs Summon not to display library and location information.

    Add IP range (begins and ends)

    Some content providers limit searches to requests from authorized IP ranges. Enter the institutional IP ranges to ensure that content from these providers is not excluded from Summon search results.

    If a patron is accessing Summon from outside the library, and is not using a proxy, content from providers who require IP authentication are excluded from search results. If the patron is at a workstation in the library and the library's IPs are registered with Summon, the patron will also see search results for providers who require IP authentication.

  4. Select Save to save the changes to the export publishing profile.

Republishing a New Full Load

After going live, Ex Libris recommends a quarterly full export that completely overwrites the existing catalog. In doing so, this allows us to provide you with more efficient and quality service. Quarterly exports are looked at by our QA catalog experts to make sure that they are properly encoded and that nothing has changed. After the export has been checked, it is loaded it into the index. Also, by uploading full quarterly loads into the index, the indexing process becomes more efficient. If this task is performed quarterly and you have a major change in your catalog, we will be able to process the new full load faster than if we had not processed a full load for many months.

The full update will take two to three weeks to complete.

To republish a new full load:
  1. Disable updates in Alma by changing the Scheduling field in the Publish bibliographic records to Summon publishing profile (Resources > Publishing > Publishing Profiles) to Not Scheduled.

  2. Manually run the Publish bibliographic records to Summon publishing profile (Resources > Publishing > Publishing Profiles), making sure that the Run full publishing check box has been selected.

  3. When the full publishing job completes, submit new Full Load request through the Customizer (Content Ingestion > New Full Load). This will create an internal ticket for the Summon Metadata Librarians (MDLs).

  4. When the load is live in about two to three weeks, enable updates in Alma by changing the Scheduling field in the Publish bibliographic records to Summon publishing profile (Resources > Publishing > Publishing Profiles) to its normal schedule.

Configuring Alma User Authentication

Alma supports a number of authentication schemes, which are defined using integration profiles. An institution may choose to use more than one of the following authentication schemes:

  • LDAP

  • SAML based authentication such as Shibboleth

  • CAS

  • OAuth based authentication with Facebook, Google, Twitter or using email

  • Alma internal users

For information on configuring external authentication systems, see Integrations with External Systems.

Login Pages

The User Authentication page (Configuration Menu > Discovery > Authentication > User Authentication) allows you to enable authentication profiles and to configure the help links and labels that display on the login pages for Alma.

AuthLoginPage.png

Single Login Page
If multiple profiles are defined and activated, the system will display the Parallel Login page, which allows users to select the type of authentication to use to sign in to Alma. You can display up to five links on the Parallel Login page.
PVE_ParallelLoginPage.png
Parallel Login Page

After users select an authentication method, they will receive the appropriate login page for the selected authentication method.

Configuring the Login Links

The Profiles tab on the User Authentication page allows you to enable a maximum of five login links, which allow users to select a type of authentication to use to log on to the system.

To enable the login links:
  1. Open the User Authentication page (Configuration Menu > Discovery > Authentication > User Authentication) and select the Profiles tab (which is the default).

    AlmaSummonUserAuthProfiles.png

    Profiles Tab
  2. In the Authentication Profiles section, activate the types of authentication that you want to provide to users. If multiple authentication types are enabled, the system will display the Parallel Login page to users.

  3. Select Save.

Configuring the Help Links

The Profiles tab on the User Authentication page allows you to configure up to four help links. For each help link, you can specify a label and a URL for the help page.

To configure the help links:
  1. Open the User Authentication page (Configuration Menu > Discovery > Authentication > User Authentication).

  2. Select the Profiles tab (which is the default tab).

    AlmaSummonUserAuthProfiles.png

    Profiles Tab
  3. Select Edit next to the login link for which you want to add a help page.

    AlmaSummonUserAuthEditProfile.png

    Define Help Link Page
  4. Specify the label and URL for the help page.

  5. Select Save.

Configuring the Labels

The Labels tab on the User Authentication page allows you to configure various labels on the login pages.

To configure the labels:
  1. Open the User Authentication page (Configuration Menu > Discovery > Authentication > User Authentication) and select the Labels tab.

    AlmaSummonUserAuthLabels.png

    Labels Tab
  2. Use the following table to configure the fields associated with each label:

    Alma Sign-On Page Labels
    Field Description

    login.login

    The label for the Login button.

    login.cancel

    The label for the Cancel button.

    login.password

    The label for the Password field.

    parallel.login.link1

    The label for login link 1 if parallel authentication methods exist.

    parallel.login.link2

    The label for login link 2 if parallel authentication methods exist.

    login.error.message

    The error message that display when users are unable to sign in.

    login.title

    The label for the title of the sign-in page.

    login.userid

    The label for the User ID field.

    login.dual.title

    The label for the title of the parallel login page.

    parallel.login.description1

    The label for description field 1 on the parallel login page.

    parallel.login.description2

    The label for description field 2 on the parallel login page.

  3. Select Save.

Configuring the Services Page

As a link resolver, Alma provides services for searches performed in sources other than Alma (such as Summon or Google Scholar). Alma’s link resolver uses the Services page, which is a dedicated page that displays a record's services (such as access to full text).

ServicesPage_ViewIt3.png

Example Services Page With View It Services

In order for third-party sources to display Alma services, you must instruct the sources to send a base URL in the following format to Alma:

https://<Alma_domain>/discovery/openurl?institution=<Alma_institution_code>&vid=<view_code>

Where the base URL includes the following elements:

  • Alma_domain – Specify the domain for your Alma's server.

  • Alma_institution_code – Specify the institution code defined in Alma.

  • view_code – Specify the code that is defined for your view on the View Configuration page. For example: 01MY_INST:Services.

For example:

https://na01.alma.exlibrisgroup.com/discovery/openurl?institution=01MY_INST&vid=01MY_INST:Services
To add the Services page view:
  1. On the Views List page (Configuration Menu > Discovery > Display Configuration > Configure Views), select Add to open the View Configuration page.

    SoA_ViewConfig_GeneralTab_NewUI.png

    View Configuration Page
  2. Specify the following fields on the View Configuration Page:

    View Configuration for Summon
    Field Description

    Code

    Enter Services. After saving the view, the system will automatically prefix the code with the institution code.

    Name

    Enter Services.

    Description

    Optional text to describe the view for internal use.

    General Attributes:

    Time-out URL

    Specify the redirection URL for the Services page after a timeout.

    Timeout (in minutes) for guest users

    The time in minutes when a session is timed out due to inactivity for guest users. A setting of 0 indicates that there is no timeout period.

    When a session times out, the system clears all personal parameters and refreshes the page, leaving the user within the context of the page.

    Timeout (in minutes) for signed-in users

    The time in minutes when a session is timed out due to inactivity for signed-in users. A setting of 0 indicates that there is no timeout period.

    When a session times out, the system clears all personal parameters and refreshes the page, leaving the user within the context of the page.

    Default Language

    Select the default language that the system will use for the Services page.

    Select as Default View

    Indicates which view is used when staff users select the Display in Discovery option from the Alma repository search results.

    Enable the 'Personalize Your Results' service

    Indicates whether the Personalized Results service is enabled for the Services page.

  3. Select Save and continue to save your changes and configure the other tabs on the View Configuration page.

  4. Configure the Brief Record Display tab:

    AlmaSummonVC_BRD_Customze_NewUI.png

    Brief Record Display Tab
    1. If you have not already done so, select Customize in the Display Fields section to allow you to edit the field information that appears at the top of the Services page.

      AlmaSummonVC_BRD_Customze_DisplayFields_NewUI.png

      Display Fields Section
    2. When customization is enabled in the Display Fields section, you can perform the following operations:

      • Change the order of the enabled fields by selecting the up/down arrows in each row.

        AlmaSummonVC_BRD_Restore_DisplayFields_Order_NewUI.png

        Order Display Fields
      • Change the order of fields displayed in a single row by selecting Edit and then selecting the up and down arrows.

        AlmaSummonVC_BRD_Restore_DisplayFields_SortRow_NewUI.png

        Order Fields in a Row
      • Delete a field from a row by selecting Edit and then selecting Delete in the field's row.

        AlmaSummonVC_BRD_Restore_DisplayFields_DeleteRow_NewUI.png

        Delete Field from a Row
        The system displays up to four rows. If all of the fields are deleted from a row, the system will retain a blank row to allow you to add fields to it.
      • Add a field to a row by selecting Edit, selecting Add, selecting a field, and then selecting Add.

        AlmaSummonVC_BRD_Restore_DisplayFields_EditRow_AddField_NewUI.png

        Add Field to a Row
      • Edit a row's delimiter by selecting Edit, specifying a delimiter, and selecting Done.

        AlmaSummonVC_BRD_Restore_DisplayFields_EditRow_EditDelimiter_NewUI.png

        Edit a Row's Delimiter
      • Restore all fields to the out-of-the-box settings by selecting Restore.

        AlmaSummonVC_BRD_Restore_DisplayFields_Restore_NewUI.png

        Restore Default Configuration
    3. If you have not already done so, select Customize in the Record Actions section to allow you to edit this section. The actions (such as Send To) that you activate in this section will be enabled on the Services page.

      AlmaSummonVC_BRD_Customze_RecordActions_NewUI.png

      Record Actions Section
    4. When customization is enabled in the Record Actions section, you can perform the following operations:

      • Change the order of the enabled actions by selecting the down arrows.

        AlmaSummonVC_BRD_Restore_RecordActions_Order_NewUI.png

        Change Service Order
      • Enable a service by selecting an action's check mark under the Active column.

        AlmaSummonVC_BRD_Restore_RecordActions_Activate_NewUI.png

        Enable a Service
      • Restore the out-of-the-box settings for the actions by selecting Restore.

        AlmaSummonVC_BRD_Restore_RecordActions_Restore_NewUI.png

        Restore Default Configuration
  5. Configure the Full Record Services tab:

    AlmaSummonVC_FRS_Restore_NewUI.png

    Full Record Services Tab
    1. If you have not already done so, select Customize to allow you to edit the various services that appear as sections on the Services page. The following services are supported in Alma-Summon environments:

      • getit_link1 – This code defines the View It, Get It, and How to Get It sections on the Services page. These sections allow users to view online materials, request physical items in the library or partner libraries, or get materials from other sources. The How to Get It section displays only general electronic services that are delivery-related (such as an ILL service), and appears when the record has no holdings. For more details, see Adding a Delivery-Related General Electronic Service.

      • browseshelf – This code defines the Virtual Browse service, which allows users to browse items based on the location of the current item. Users will be able to navigate through items on the shelf, starting at the current item’s call number.

      • links – This code defines the Links section on the Services page. The Links section displays general electronic services that are not delivery-related (see Adding a General Electronic Service). In addition, you can configure the following option by selecting its Configure row action:

        Display Source Record - Select this check box if you want to users to be able to view the item's source record.
      • searchWithinJournal – This code enables the Search for articles within a journal section. This section appears on the Journal Search page and on the Services page when the record has an ISSN, which is attached to users' queries to allow them to search the Summon index to find articles within that journal.

      • details – This code enables the Details section only for records in your local catalog. It allows you to display the same fields that you can include in the brief records display, but it is meant to include additional information, which can be displayed on more than three rows. Select Configure to customize the display fields.

      • citationTrailAndTimesCited – This code defines the Citations service, which displays a record's citation information. Select Configure to configure the following options:

        • Citation Trail – When activated, this option displays the citation trails in the Citations section.

        • Times Cited – When activated, this option displays the times cited information from the Web of Science service in the Citations section.
    2. When customization is enabled, you can perform the following operations:

      • Change the order of the service sections by selecting the up and down arrows.

        AlmaSummonVC_FRS_Restore_OrderServices_NewUI.png

        Order Service Sections
      • Restore the out-of-the-box settings for the Actions section by selecting Restore.

        AlmaSummonVC_FRS_Restore_RestoreConfig_NewUI.png

        Restore Default Configuration
  6. If you want to customize the look of the Services page, see Branding the Services Page.

Modifying Labels on the Services, Journal Search, Request Forms, and My Library Card Pages

The labels that display on the Services, Journal Search, and My Library Card pages are configured with various code tables under the Discovery subsystem (such as Full Display Labels code table). The values that display to end users are configured with the Description field. The following table lists the code tables that are relevant to Alma-Summon environments:

To modify a label:
  1. On the Discovery Configuration menu (Configuration Menu > Discovery > Display Configuration > Labels), select Actions > Customize next to the code table that you want to edit.

    AlmaSummonAllCodeTables_Labels.png

    Discovery Code Tables - Partial List

    The following table lists which code tables are relevant to Alma-Summon customers:

    Code Table Notes

    Aria Labels (partial)

    Services Page

    Calculated Availability Text Labels

    Services Page

    Citation Labels

    Services Page - Actions

    Digitization Labels

    Services page - Digitization request

    End User Deposit Labels

    My Account

    Error Messages Labels (partial)

    Error messages displayed on various pages

    Fines List Labels

    My Account

    Get it service labels

    Services Page

    Getit Tile Labels (partial)

    Get It service

    GetIT! Tab1 Labels (some not used)

    Services Page - service labels

    Icon Codes Labels

    Services Page - resource types

    Interface Language Labels

    For UI Languages (if UI is available in several languages)

    Journal Search Labels

    Journal Search

    Keeping This Item Tile Labels

    Services Page - Action labels

    Library card Labels

    My Account

    Links and General Electronic Services Labels

    Services Page - Links service

    Loans List Labels

    My Account

    Locations Tab Labels

    Services Page

    My preferences Tile Labels (partial)

    My Account- Personal Details

    Personal Settings Labels

    My Account

    Purchase Request Labels

    Services Page - Purchase Request

    Request Labels

    Services Page - Requests

    Request options Labels

    Services Page- Requests

    Request Tab Messages Labels

    Services Page - Requests

    Requests List Labels

    My Account

    Resource Sharing Labels

    Services Page - Resource Sharing Request

    Send Email and Sms Labels (partial)

    Services Page - Email action

    User Login Labels

    Sign-in

    User Space Menu Labels

    My Account

    User Tile Labels (partial)

    My Account

    View Labels

    Labels defined in the View configuration are stored in this code table.

    ViewIt Labels

    Services Page - View It

    Subsequent changes to a table, require you to select Actions > Edit instead of Actions > Customize.
  2. For each code that you want to modify, update the Description column to change the display label.

  3. When customizing a table for the first time, select Customize to save your changes and return to the Discovery subsystem page. After an initial customization, you will need to select Save to apply your changes.

Configuring Requests Forms

Alma allows users to fill out various request forms so that they can provide additional information when requesting an item with the Services page. The following table lists the mapping tables that allow you to customize the various request forms:

Request Configuration Mapping Tables
Link in Alma Request Form

Digitization Request

Digitization Optional Parameters (see Configuring a Request Form) – This mapping table defines the optional fields that appear in digitization requests.

Hold and Booking Request

Request (Hold and Booking) Optional Parameters (see Configuring a Request Form) – This mapping table defines the optional fields that appear in hold and booking requests.

Purchase Request

Purchase Request Optional Parameters (see Configuring a Request Form) – This mapping table defines the optional fields that appear in digitization requests.

Resource Sharing Request

Resource Sharing Form Customization (see Configuring the Resource Sharing Request Form) – This page contains the following sections, which allow you to configure various aspects of the Resource Sharing Request form:

  • Resource sharing request fields – This section configures the general fields, which apply to book and article requests. This section allows you to specify the order of fields, show/hide fields, and indicate which fields users must populate.

  • Book request – This section configures the fields associated with book requests. This section allows you to specify the order of fields, show/hide fields, and indicate which fields users must populate.

  • Article request – This section configures the fields associated with article requests. This section allows you to specify the order of fields, show/hide fields, and indicate which fields users must populate.

  • Delivery fields – This section configures the fields associated with the delivery of the book or article. This section allows you to specify the order of fields, show/hide fields, and indicate which fields users must populate. In addition, some of the fields allow you to specify a default, which may be useful when hiding a field.

    The Copyrights field enables the Copyrights dialog box that appears after a user submits a resource sharing request. The following mapping codes are associated with the labels in the Copyrights dialog box: AlmaResourceSharing.copyright.title, AlmaResourceSharing.copyright.message, AlmaResourceSharing.cancel, and AlmaResource.agree.

The Resource Sharing Labels code table (see Modifying Labels on Request Forms) allows you to modify the labels that display on the Resource Sharing Request form and the Copyrights dialog box.

For requests other than resource sharing requests, you can decide which fields to display to the end users and also provide a default value for each field.

To configure a request form other than the Resource Sharing Request form:
  1. Select the following links listed under Configuration Menu > Discovery > Request Configuration >: Digitization Requests, Hold and Booking Request, or Purchase Request.

  2. Select Customize to allow the form to be customized. You only need to do this the first time.

  3. In the Display to Public column, select Yes (viewable to users) or No (not viewable to users) for each field.

  4. In the Default column, specify a default value for the field if necessary. An empty field indicates that there is no default value for the field.

  5. Select Save to save your changes to the mapping table.

For resource sharing requests, you can decide which fields to display to the end users, indicate whether a field is required, and also provide a default value for some fields.

To configure the Resource Sharing Request form:
  1. Edit the Resource Sharing Request Form (Configuration Menu > Discovery > Request Configuration > Resource Sharing Request).

  2. Select Customize to allow the form to be customized. You only need to do this the first time.

  3. Select the Mandatory check box if the user must specify this field in the form.

  4. Select the Visible check box if you want this field to appear on the form.

  5. In the Default column, specify a default value for the field if necessary. An empty field indicates that there is no default value for the field.

  6. Select Save to save your changes to the mapping table.

Branding the Services Page

The look of the Services page is configured with the Customization Package Manager, which allows you to modify the css\custom1.css and js\custom.js files and any related image files under the img folder.

To customize the look of the Services page:
  1. On the Views List page (Configuration Menu > Discovery > Display Configuration > Configure Views), edit the row that contains the view for your Services page.

  2. Select the Manage Customization Package tab.

    SoA_MngCstmPkg_NewUI.png

    Manage Customization Package Tab
  3. Select Download to download the customization package. If this is the first time, a template file is downloaded.

  4. Unzip the package and edit the css\custom1.css and js\custom.js files as needed.

  5. Make sure that the root directory for the package uses the <institution ID>-Services format—for example, 01ABC_INST-Services.

  6. Zip the package.

  7. Specify the name of the zipped package and select Upload.

Adding a Selectable Logo

The Manage Customization Package tab on the View Configuration page (Configuration Menu > Discovery > Display Configuration > Configure Views) allows you to upload a new logo and define a link that opens a page when user's select the logo.

To upload a new logo:
  1. Edit your view on the View Configuration page (Configuration Menu > Discovery > Display Configuration > Configure Views).

  2. Select the Manage Customization Package tab.

  3. In the Upload Logo section, select an image to upload in the Upload Logo File field and then select Upload.

  4. If you want the image to be selectable, specify the redirection URL in the Logo Selectable URL field.

  5. Select Save to save your customizations to the view.

Configuring Local Display Fields

Alma allows you to map information (such as notes) from the following MARC21 and UNIMARC fields in the source records to local fields in Alma, where these fields can then be used to display additional information in the record's detailed display:

  • MARC21: 009, 09X, 490, 5XX, 69X, and 9XX

  • UNIMARC: 300 - 308, 310 - 318, 320 - 328, 330 - 338, 340 - 348, 350 - 358, 360 - 368, 370 - 378, 380 - 388, 609, 619, 629, 639, 649, 659, 679, 689, 69X, and 9XX

Alma allows you to configure up to 50 local fields per format.

To add a local field:
  1. On the Local Fields page (Configuration Menu > Discovery > Display Configuration > Manage Local Fields), select Add new local field to open the Define a Local Field page.

    AS_DefineLocalField.png

    Define a Local Field Page
  2. Specify the following fields:

    • Field to edit – Select the local field that you want to use.

    • Display label – Specify a display label for the information that you are mapping from the source records.

      Select the Globe button GlobeButton.png if you want to create translations for the label in the Advanced Search Index Fields Labels and Local Fields Labels code tables. For more information, see Configuring Display Labels.

  3. Depending on the source format, select Add MARC21 fields or Add UNIMARC fields to open a format's dialog box:

    1. Select a field from the drop-down list.

      PVE_LocalDisplayField_Add_MARC21_Dialog.png

      Add a MARC21 Field Dialog Box
    2. Select Add to save the assignment.

  4. Repeat step 3 if you want to map multiple MARC/UNIMARC fields to a single local field.

    AS_DefineLocalField_MultipleTags.png

    Multiple MARC Fields Mapped to a Local Field
  5. Select Save to create the local field and to return to the Local Fields page.

Configuring Display Items

Alma allows you to configure the information that appears in the following areas under the Get It section on the record's Services page.
  • Brief item display - This area opens instantly and can contain up to four displays lines. Out of the box, Alma displays the item's status, terms of use, and the item's description on separate display lines if available for the item. You can configure up to four display lines. Each line can contain up to three fields, which are separated by your choice of delimiter.
BriefItemDisplay.png
Brief Item Display - First Two Rows on Each Side (if needed)
  • Full item display - The user must select the down arrow OpenFullDisplayIcon.png to display the information that appears in these display lines. Out of the box, the Get It service displays the additional call number, public notes, material type, location (which includes the library, location, and call number fields), and the barcode on separate display lines if available for the item. You can configure up to 12 display lines. Each line can contain up to three fields, which are separated by a space.
FullItemDisplay.png
Full Item Display Section - Right Side Only
Data fields that are configured in both the brief and item display areas will display only once.
To configure display lines in the brief and full item display areas:
  1. Open the Display Items page (Configuration Menu > Discovery > Display Configuration > Display Items).
    DisplayItems_Customize_NewUI.png
    Display Items Page - Showing Default Settings
  2. If you have not already done so, select Customize in the Brief Item Display section to allow you to edit its display lines.
    BriefItemDisplay_NewUI.png
    Brief Item Display Section
  3. In the Brief Item Display section, you can perform the following operations:
    • Activate/deactivate a display line by selecting its Active field.
    • Add a field to a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select Add to open the Add Field dialog box.
      3. Select a field from the Code drop-down list.
      4. Select Add to add the new field and to return to the Row Fields page.
      5. On the Row Fields page, select Add to add additional fields to the display line.
      6. Select the up/down arrows to reorder the fields in the display line.
      7. Select Back to return to the Display Fields page.
    • Define the display line's label:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select Edit Display Label. The Edit Display Label page opens.
      3. Type the display line's label in the Label field. If you do not want a label to display, type NOT_DEFINED.
      4. Select Save.
      5. Select Back to return to the Display Fields page.
    • Define a delimiter for a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select Edit Delimiter. The Edit Delimiter page opens.
      3. Type the delimiter in the Delimiter field. The default delimiter is set to a space.
      4. Select Save.
      5. Select Back to return to the Display Fields page.
    • Delete a field from a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the display line's Delete row action.
      3. Select Back to return to the Display Fields page.
    • Delete an entire display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the Delete row action for all fields.
      3. Select Back to return to the Display Fields page.
    • Reorder fields on a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the up/down arrows to reorder the fields .
      3. Select Back to return to the Display Fields page.
  4. If you have not already done so, select Customize in the Full Item Display section to allow you to edit its display lines.
    FullItemDisplay_NewUI.png
    Full Item Display Section
  5. In the Full Item Display section, you can perform the following operations:
    • Activate/deactivate a display line by selecting its Active field.
    • Add a field to a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select Add to open the Add Field dialog box.
      3. Select a field from the Code drop-down list.
      4. Select Add to add the new field and to return to the Row Fields page.
      5. On the Row Fields page, select Add to add additional fields to the display line.
      6. Select the up/down arrows to reorder the fields in the display line.
      7. Select Back to return to the Display Fields page.
    • Define the display line's label:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select Edit Display Label. The Edit Display Label page opens.
      3. Type the display line's label in the Label field. If you do not want a label to display, type NOT_DEFINED.
      4. Select Save.
      5. Select Back to return to the Display Fields page.
    • Delete a field from a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the display line's Delete row action.
      3. Select Back to return to the Display Fields page.
    • Delete an entire display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the Delete row action for all fields.
      3. Select Back to return to the Display Fields page.
    • Reorder fields on a display line:
      1. Edit the row containing the display line that you want to modify. The Row Fields page opens.
      2. Select the up/down arrows to reorder the fields .
      3. Select Back to return to the Display Fields page.

Configuring Discovery Customer Settings

The Discovery Customer Settings mapping table (Configuration Menu > Discovery > Other > Customer Settings) contains global settings that pertain to discovery. Each row of the table contains a parameter, which can be customized to change settings or enable/disable functionality.

PVE_DiscoveryCustomerSettingsParameters.png

Discovery Customer Settings Mapping Table
To customize a parameter:
  1. Select the Customize row option if you have not already done so. Otherwise, select the Edit row option.

  2. Enter a value in the parameter value field.

  3. Select Save to save your changes to the table.

The following parameters are configurable:

Discovery Customer Settings
Parameter Key Description

cjk_segmentation

This parameter configures the way that search strings with Chinese characters are divided into searchable tokens since words are not separated by spaces. The following search methods are supported:

  • OnegramWithBasis – ("A B C D") OR ("A B" "C D") OR (A B C D)

  • Basis – ("A B C D") OR ("A B" "C D")

  • Onegram – ("A B C D") OR (A B C D)

kanopy and kanopy_latest

Kanopy is an on-demand streaming service that allows institutions to provide access to a large collection of films. During the activation of the these services, you must also configure the template that Alma uses to link users to these streams.

To configure these templates, you must replace INSTITUTIONID with your site-specific base URL prefix. For example, if the prefix for the University of Testing is unt, your template would look something like the following:

naxos_jazz_library, naxos_music_library, naxos_spoken_word, and naxos_video

Naxos is an on-demand streaming service that allows institutions to provide access to a large collection of films, documentaries, and music. During the activation of the these services, you must also configure the template that Alma uses to link users to these streams.

To configure these templates, you must replace INSTITUTIONID with your site-specific base URL prefix. For example, if the prefix for the University of Testing is unt, your template would look something like the following:

online_payment_link

When set to true, the link to the WPM Education E-Pament System is enabled in My Library Card to allow patrons to pay fines and fees online. For more information, see Configuring the WPM Education E-Payment System.

Syndetics_Unbound_Customer_ID

Specify the license ID that was received during the registration of the Syndetics Unbound service. When this field is defined, you can enable this service at the view level (Configuration Menu > Discovery > Display Configuration > Configure Views).

Adding a Delivery-Related General Electronic Service

In addition to services found in your own collection (such as full text, requests, and so forth), Alma enables you to define general HTTP services (such as searches in ProQuest dissertations and Amazon.com, Ask a Librarian, and so forth) to present to patrons in the View It, Get It, and How to Get It sections on the Services page. Services that allow users to access or purchase the materials are considered delivery-related and will appear in the View It, Get It, and How to Get It sections on the Services page.

Services that are not delivery-related appear as links under the Links section on the Services page.
To configure a delivery-related general electronic service in Alma:
  1. On the General Electronic Services page (Configuration Menu > Discovery Interface Display Logic > General Electronic Services), select Add Service. The Add Service dialog box appears.

    AlmaSummonAddService_NewUI.png

    Add Service Dialog Box
  2. Enter the service information (see Adding a General Electronic Service) and include the following fields:

    • Is this a Document Delivery/ILL Service – Select Yes to indicate that this service provides access to the resource. If No is selected, links to the general electronic service will display in the Links section.

    • Display Location – Select which sections that the delivery links will appear on the Services page. The following options are permitted:

      • Getit & How to Getit

      • Viewit & How to Getit

      • Getit, viewit, and How to Getit

      • None

      The How to Get It section displays only when a record has no inventory. Typically, the How to Get It section is used for resource sharing and relevant ILL service links.
  3. Select Add and Close.

  4. On the General Electronic Services Page, select Actions > Edit to configure additional service details for your new service. For more details, see Adding a General Electronic Service.

  5. Select Save.

Using the Services Page

The Services page displays detailed information for an item, allows users to access their Library Cards, and select any of the following services for an item, if available:

  • View Online – Display full text for electronic material. Users may need to sign in to view online materials.

  • Get It – Place requests for items held by the library. Users must sign-in to view request options.

  • Virtual Browse – Browse for items that are near the selected item on the virtual bookshelf.

  • Links – Link to additional information related to the item.

For configuration information, see Configuring the Services Page.

AS_ServicesPage.png

The Services Page

If configured, users can search within a journal from the Services page. Otherwise, discovery is mainly performed using the Summon user interface.

AS_SearchWithinJournal.png

Journal Search
To access the Services Page:
  1. Perform a search in the Summon UI.

  2. Select an item's title to open the Services page.

    AS_AccessServicesPage.png

    Search Results in Summon User Interface
  3. Select a service for an item.

Journal Search Page

Journal Search (which is managed by Alma) is an enhanced user experience with auto-complete functionality that is generated from the journals held by the library as per the activation of the journals in Alma. In contrast to other link resolvers, Journal Search generates a full journal list that includes both electronic and physical journals held by the library. This allows users to limit results to electronic or physical results with the Availability facet.
AS_JournalSearchPage.png
Journal Search Page
The maximum number of results per page is 10 (not configurable), and each result contains the following information: resource type, thumbnail, title, creator, date, availability, and actions (such as Citation and Email). Users can sort the results by either relevance or alphabetically by title.
AS_JournalSearch_ResultsPage.png
Journal Search Results Page
The following enrichments are included in Alma CZ records and displayed in Journal Search:
  • Journal open access indicator - The relevant Alma CZ records for journals have been enriched with an open access indicator, which is based on Ulrich's (506 0_ $f Unrestricted online access $2 star) setting.
  • Journal peer review indicator - The relevant Alma CZ records for journals have been enriched with a peer review indicator, which is based on Ulrich's (500 $a Referred/Peer-reviewed) setting.

For configuration information, see Modifying Labels on the Services, Journal Search, Request Forms, and My Library Card Pages.

Summon Configuration

When moving from the Client Center or Intota to Alma, there are a few items to note regarding the Summon user interface and collection data uploads.

Summon Administration Console

All of your library's existing configuration and customization in the Summon Administration Console will continue to apply to your Alma-Summon instance.

While a Summon library progresses through its Alma implementation, the library has two Summon Administration Console profiles:

  • The profile accessible via the Client Center or Intota: Until you go live with Alma-Summon, these settings and customizations continue to be reflected in the Summon instance you are providing to end users.

  • The profile accessible via Alma: These settings and customizations affect your Alma-Summon instance only; changes do no impact your live Summon instance.

Access your Alma-Summon administration console profile from the below Discovery menu in Alma; Alma users are automatically logged in.

DiscoveryConfigurationMenu_NewUI.png

Discovery Menu in Alma

An Alma library's Summon user interface provides additional links in the top right-hand corner of Summon.

AS_InterfaceLinks.png

Summon User Interface

These three links are detailed below. Alma-Summon automatically configures these links for your library:

  • ILL – A Resource Sharing Request form can be used to request items from other institutions. For more information, see Configuring the Resource Sharing Request Form.

  • Journal Search – Your library's e-journal holdings in Alma are searchable via the Journal Search page. This feature is similar to the A-Z List link that was available to users when your library maintained its holdings in the Client Center or Intota.

    Journal Search currently provides access to e-journal titles; e-book titles are currently not searchable.

  • My Account– The My Account page in Summon displays the end user's Library Card information in Alma, such as loans and requests.

Collection Data Uploads and Timeframes for Availability in Summon

Updated Alma holdings and local collections (for example institutional repositories) will be indexed in Summon through the Summon Index process and timeframe your library relied on prior to moving to Alma.

Configuring the Links to Alma

The Alma Links page in the Summon Administration Console allows you to configure the following links on the Summon user interface:

  • The Alma links that appear in Summon.

  • The order in which the Alma links appear in Summon.

  • The labels that appear for each of the Alma links in Summon.

To configure the Alma links:
  1. From the Discovery Configuration menu (Configuration Menu > Discovery), select Summon Admin Console under Other.

    DiscoveryConfigurationMenu_NewUI.png

    Alma Discovery Configuration Menu
  2. Select Settings and then Alma Links.

    SOA_AlmaLinks.png

    Alma Links Settings
  3. For each of the fields listed in the following table, select DEFAULT, to customize a field's settings. Select CUSTOM to return a field to its default settings.

    Field Description

    My Account

    Defines the display text for the link to the user's library card in Alma.

    Journal Search

    Defines the display text for the link to Journal Search page in Alma.

    Blank Interlibrary Loan Form

    Defines the display text for the link to the interlibrary loan request form in Alma.

    Fetch It

    Defines the link to the Fetch Item page (which may also be known as the Citation Linker) in Alma.

    Ordering

    This field allows to enable/disable the above links and specify their order in Summon by dragging and dropping an item under the Enabled or Disabled column.

  4. Select Save Settings.

Adding New Institutional Repositories and LibGuides

As an Alma user, you can load into Summon a brand new Institutional Repository (IR) or LibGuide by following the below steps.

  • In advance of loading a new LibGuide into Summon, we recommend viewing the Metadata Suggestions for your Guides section of Summon: Search and Display of LibGuides.

  • If you are an Alma Digital user, records for the new digital content will be included in your existing bibliographic record upload to Summon. See the Publishing Bibliographic Records section above to make sure the Content Options section of the Publishing Profile Details Page has the Digital checkbox selected. You do not need to complete any of the steps detailed below.

To add a new IR or LibGuide:
  1. From the Discovery Configuration menu in Alma, select Summon Admin Console and then select Content Ingestion at the top of the administration console.

    DiscoveryConfigurationMenu_NewUI.png

    Alma Discovery Configuration Menu
  2. Select either Institutional Repository or LibGuides from the Content Ingestion menu at the top of the page:

    SE_Content_Ingestion.png

    Content Ingestion Menu
  3. Complete the appropriate form:

    • Add Institutional Repository form:

      1. Repository Type: Enter dspace, ContentDM, locally developed or whatever the appropriate type is. The Type does not display in the Summon user interface.

      2. Public URL

      3. OAI-PMH Access Point URL

      4. Allow access to patrons outside your institution: Select Yes if repository should be publicly accessible to all Summon customers; select No if access should be limited to your institution's patrons.

      5. Does IR contain any full-text records?: Select No if the repository only contains abstracts/citations.

      6. Full Text Flagging Method: If you selected Yes, the IR contains full-text records, how are the full-text records identifiable so that Summon can include these records when a user limits to full-text?

        • For example, maybe all dissertations in the IR are full text, or maybe all records with a format of application/pdf are full text. Enter whatever way we can identify the full-text records.

      7. Display name for library locations facet (Optional): Some libraries find that the Library Location facet assists users in accessing IR content. Note that one Library Location per IR is our standard practice.

      8. Description of Content: For example, "Images, texts and audio/video from ECU's diverse collections." Maximum length 100 characters.

      9. Select Save.

    • Add LibGuides form:

      1. LibGuides URL

      2. LibGuides Name

      3. Expected Record Count

      4. Select Save.

  4. The Status displayed at the bottom of either the institutional repository or LibGuide form will change from New Request to In Process, and our Content team will begin working on configuring your collection for uploading to the Summon Index.

  5. In Alma, use the Electronic Collection Editor page (Resources > Create Inventory > Add Local Electronic Collection) to create a local electronic collection for your new Institutional Repository or LibGuide:

    • Provider package code (DB id): Currently the ID is available only through our Support Team. Please use the Ex Libris Support Portal(accessible from the More Sites drop-down menu above) to request the ID. In your request, please include the URL of the IR or LibGuide you are inquiring about.

    • For more information about the Electronic Collection Editor page, see Adding a Local Electronic Collection in Alma.

      AlmaSummonElectronicCollectionEditor_NewUI.png

      Electronic Collection Editor Page
  6. Once our Content Team has completed its work and the new IR or LibGuide is available in the Summon index, the status field at the bottom of the form in the Summon administration console will display as “Live in Summon." It will take approximately three to six weeks for the content to be processed and appear in Summon.

    • Once the content is live in Summon, one way to quickly view all of the IR records in Summon is by doing a Summon search on the Provider Package Code (DB ID) that you entered into the Electronic Collection Editor in Alma.

      • Use the Summon search syntax DBID:<DBID for the IR>. For example, if the DBID is 01MyLibrary_ir_01, use the Summon search syntax DBID:01MyLibrary_ir_01.

    • For additional IR details such as how to maintain the content in Summon if the repository does not support the OAI-PMH protocol, see Summon: Including Your Library's Institutional Repository.

    • To contact our Support Team, use the Ex Libris Support Portal(accessible from the More Sites drop-down menu above). Please include the URL of the IR or LibGuide you are inquiring about.

Enabling the Course Reserves Facet in Summon

Course reserves that are defined in Alma are published to Summon according to the course's start date and deleted according to the course's end date. Depending on the start date specified in Alma and the Summon Index Update Schedule, it can take up to a week for course reserves to appear in Summon. For this reason, you may want to backdate the start date by a week for your courses to ensure that the Summon Index Update completes before the start of the courses.

You must set the Course Information Enrichment option in the Publishing bibliographic records to Summon publishing job in Alma (see Publish Bibliographic Records to Summon).

To enable the course reserves facet:
  1. Open the Summon Admin Console (Discovery > Summon Admin Console).

  2. Select the Settings tab.

  3. In the Facets section, drag and drop the Course Instructor and Course Name and Number fields to the Enabled column.

    EnableCourseReservesFacet.png

    Settings > Facets Section
  4. Save your changes to the Facets section.