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    Publishing and Inventory Enrichment (General Publishing)

    Translatable
    To create a publishing profile, you must have one of the following roles:
    • Catalog Administrator
    • Repository Administrator
    • General System Administrator
    You can publish bibliographic and authority records to third-party systems. Alma publishing includes several features:
    • Incrementally published data through files or OAI-PMH (Open Archives Initiative Protocol for Metadata Harvesting).
    • Optionally enriching the data with non-bibliographic record date (such as inventory-related data).
    • Normalization (reformatting) of the published data.
    • Notification about inventory deletion.
    Published records are XML files that are encoded using UTF-8. The XML output contains branches for each field, as follows:
    ...
    <datafield tag="655" ind1=" " ind2="7">
    <subfield code="a">Periodicals.</subfield>
    <subfield code="2">fast</subfield>
    <subfield code="0">(OCoLC)fst0000000</subfield>
    </datafield>
    <datafield tag="776" ind1=" " ind2=" ">
    <subfield code="x">0123-4567</subfield>
    </datafield>
    ...
    Many of the enriching options below enable you to map information from inventory to the output. When you enrich the output, the output contains a merged record containing bibliographic fields and other fields, so that it all looks like one record. For each type of inventory, you select the output field into which you want to place the management or inventory information and then the subfield of that field into which to place each piece of data.

    Creating a General Publishing Profile

    Use the following procedure to create a general publishing profile.
    To create a general publishing profile to an external target:
    1. On the Publishing Profiles page (Resources > Publishing > Publishing Profiles), select Add Profile > General Profile. The first page of the Publishing Profile wizard appears.
      GeneralPubProfileDetails_NewUI.png
      Publishing Profile Details Page - Wizard Step 1
    2. Complete the following information.
      Publishing Profile Details Page - Wizard Step 1
      Field Description
      Content Type The type of record that you are publishing – bibliographic or authority. The remaining fields on the page change depending on what you select.
      Profile Name A unique profile name.
      Profile Description A free text description of the profile.
      Publishing Parameters section
      Status Active or Inactive.
      Scheduling The exact times are dependent on your time zone and data center.
      If you select Not scheduled, the publishing profile does not run automatically.
      Publishing Mode One of:
      • Incremental – Publish only changed records since the last time the profile was run.
      • Full – Publish all records. When selected, Scheduling is limited to Not Scheduled and On the 01 of Every Month.
        Full publishing publishes only non-deleted records. You must ensure that old records that have been deleted/suppressed from Alma are treated as expected. It is recommended that you also run incremental publishing to publish all recently deleted records as deleted.
      • Date Range – Publish all records between two dates. Enter or select a date range (not shown). When selected, the profile cannot be scheduled; it is run once when the configuration is complete.
      • Republish Set – Publish a specific (sub)set of records. You must have already created the set (see Managing Search Queries and Sets). Enter or select the set in Set name. When selected, the profile cannot be scheduled; it is run once when the configuration is complete.
      Email Notifications Specify the email addresses of users to receive email notifications when the publishing profile is complete. You can choose whether to send notifications for successful jobs and/or jobs that contain errors.
      Content section
      Set name Select the set of records to publish. When you select an electronic collections set, the published contents is the bibliographic or portfolio level associated with the set identified by your setting for Publish on (see below).
      Filter Records
      A filter for the set of records that you selected in Set name. The list of filters that appears is a list of the indication rules that you have created in the MD Editor. See Working with Indication Rules for more information.
      When you run the publishing job, the filter that you select is applied to the set of records after the enrichment of records occurs (if you specify enrichment, as shown below) and before the filtered set of records is normalized and published.
      Records in the selected set that match the true condition specified in the indication rule are filtered out of the set and not published.
      Publish on (Bibliographic records only) The level at which the records are published.
      • Bibliographic level (standard) – Publish records at the bibliographic level. If this option is selected, one bibliographic record is published containing the holdings, portfolio, and item details from the inventory data enrichment.
      • Holdings/portfolio level – Publish records at the holdings or portfolio level. This option is useful if your institution needs to publish holdings records separately from the bibliographic record. When this option is selected, one bibliographic record is published for each unique holdings or portfolio associated with the bibliographic record. If one bibliographic record is associated with multiple holdings or portfolios, the bibliographic record is published multiple times.
        Additional normalization rules must be applied to remove the bibliographic information from the record.
      • Item/portfolio level – Publish records at the item or portfolio level. When this option is selected, one bibliographic record is published for each unique item or portfolio associated with the bibliographic record. If one bibliographic record is associated with multiple portfolios or items, the bibliographic record is published multiple times. Alma displays a message to alert you to this method of output processing. This functionality may be useful for integration with external sources such as the Hathi Trust and Aurora (State Library of Queensland).
      Output Format (Bibliographic records only) An output format:
      • MARC 21 Bibliographic
      • UNIMARC
      • KORMARC
      • Dublin Core (Simple)
      • Dublin Core (Qualified) - Note that crosswalking from MARC to qualified Dublin Core is not supported.
      The options that appear in this list are determined by the Active Registry settings for your system.
      Publishing Protocol section – FTP
      FTP Select to publish the records using FTP. Once selected, the following fields appear:
      FTP configuration and Sub-directory FTP configuration field values come from your institution’s setup (see Configuring S/FTP Connections). The Sub-directory field is an additional relative path to the FTP configuration. For example, if you specified Alma in the Sub-directory field during S/FTP connection configuration and you enter exports in this field, the data is exported to the Alma/exports directory.
      For a pre-defined list of sites (maintained by Ex Libris), you can disable compression for an FTP connection used by a general publishing profile. After selecting one of the defined sites, select Disable file compression. The Compressed file extension field is removed from the page (since the extension is not used for this profile).
      The sites are ftp.exlibris.co.il and scp.oclc.org.
      Disable file compression Select this option if you do not want to compress the output to a tar.gz file.
      Compressed file extension This extension identification for compressed output of tar.gz appears when Disable file compression is not selected.
      Physical format Select XML or Binary.
      For XML output, the file extension is .xml.
      For binary output, the file extension is .mrc.
      Only MARC XML is compressed. When selecting MARC binary, the published files are not compressed.
      Number of records in the file The maximum number of records for each file published.
      Choose a maximum of 1,000, 5,000, or 10,000 records per file or to select a single file option with no maximum records specified. The default is 1,000.
      This enables you to determine how many records are included in each file in order to align with external source requirements regarding file structure.
      Use default file name Select Yes or No.

      File name prefix

      When you select Yes for Use default file name, you must specify a file name prefix. The output file is named in the following manner:

      <prefix>_<time stamp>_<job ID>_<new or update or delete>.<xml or mrc>.<tar.gz>
      You are only able to enter allowable characters in this field. The system automatically deletes any characters that are not permitted.
      File name When you select No for Use default file name, you must specify a file name. You may specify a static or dynamic file name in the following manner:
      • Enter a single file name to be used for the publishing output that is created.
      • For dynamic file names, enter the file name variables as indicated below. Use the information icon for assistance.
        <name of your choice>_{JOB_ID}_{TIMESTAMP}
        The {JOB_ID} inserts the publishing job ID in the file name. The {TIMESTAMP} inserts the date and time stamp in the following format: YYYYMMDD_HHMMSS[mmm]. This is year, month, day and hour, minutes, and seconds plus milliseconds.
        This creates a file with a name in the following format:
        <name>_<job ID>_<time stamp>_<new or update or delete>.<xml or mrc>.<tar.gz>
        When you use the dynamic file naming convention, the system generates new, additional files instead of overwriting a previous file with the new file and using the same name.
      You are only able to enter allowable characters in this field. The system automatically deletes any characters that are not permitted.
      Publishing Protocol section – OAI
      OAI Publish using the OAI protocol: publish the records so that they are exposed as an OAI set. If the institution configures Alma as an OAI repository (see Setting Up OAI Integration) it is able to see the published records by OAI set using the standard OAI-PMH protocol. Note that the format of the records (the content in the metadata element) is in the format selected as the output format, for example, MARC 21.
      Once selected, the following fields appear.
      Set Spec A colon (:) separated list indicating the path from the root of the set hierarchy to the respective node. It must be unique for each set.
      Set Name The name of the set. The set must be defined according to the OAI requirements.
      Metadata Prefix The prefix on the output.
      Publishing Protocol section – Z39.50 (Bibliographic Records Only)
      • Host
      • Port
      • Database Name
      • Group ID
      • User Name
      • Password
      Publish using Z39.50.
      These settings must be provided by/coordinated with the group/service (such as KERIS) to which you are connecting. These are the target's connection parameters.
    3. Click Next. If you selected MARC 21 Bibliographic as the output format, the following page appears.
      publishing_profile_details.png
      Normalization and Inventory Enrichment – MARC 21 Bibliographic
      If you selected Dublin Core (Simple) as the output format, the following page appears.
      GenPubProfileDetail_2b_NewUI.png
      Normalization and Inventory Enrichment – Dublin Core
      For authority records, only the Correct the data using normalization rules field appears.
      authority_normalization.png
      Authority Normalization
    4. Complete the fields for step 2 of the wizard using the table below that describes these fields. Many fields are self-explanatory, and not described below.
      Fields on the Publishing Profile Details Page - Wizard Step 2
      Field Description
      Bibliographic Normalization section
      Correct the data using normalization rules A normalization rule (if required, from one you previously created and saved). See Working with Normalization Rules.
      Linked data enrichment (MARC 21 Bibliographic only) Select to add the $$0 (subfield zero) with linked data URIs to certain records when publishing. For detailed information, see https://developers.exlibrisgroup.com/alma/integrations/linked_data.
      Bibliographic Enrichment section (MARC 21 Bibliographic only)
      Add Management Information Select to add management information to the output record. When selected, the following parameters appear.
      bibliographic_enrichment.png
      Enter the following information:
      • Repeatable field - Enter a field number into which to put management information in the output record (one that is not used by the bibliographic record); this field is mandatory. For example, if you enter 950, the output will contain <datafield tag="950" ind1=" " ind2=" "> ... </datafield>, with the information you enter in this area in subfields of this field.
      • Publish suppressed records as deleted - Publish the suppressed records, but mark them as deleted. If this checkbox is cleared, they are published as is. This is selected by default.
      • All other fields: For each item that you want included in the output file (if it exists), enter the subfield in which you want it to appear. The management information you can add includes: created by, create date, updated by, update date, suppress from publishing, originating system, originating system ID, originating system version, record format, cataloging level, and brief level. In each case enter just the subfield letter, such as b (not $b or $$b).
      These fields are maintained internally by Alma. Originating system fields represent information about the external system from which the record was imported. For information about cataloging level, see Cataloging Privileges. For information about brief level, see Working with Brief Record Levels.
      Physical Holdings Enrichment section (MARC 21 Bibliographic only)
      Add Holdings Information Select to add holdings information to output. The output will contain a record with merged holdings and bibliographic record data.
      publishing_profile_general_physical_holdings_enrichment.png
      Holdings control fields (such as LDR) are added to the output as if they were bibliographic fields of the same number.
      Use Add inventory enrichment to add other holdings fields to the output as if they were bibliographic fields. Each time you select Add inventory enrichment, enter the holdings field number (Holding Tag) and subfield (Holding Subfield) and then enter the output field (Bib Tag) and subfield (Bib Subfield) in which you want to place it and click Add. For subfields, enter just the letter, such as b (not $b or $$b).
      For more details about adding holdings information, refer to the General Publishing Profile: Add Holdings and Item Info video (8:16 mins).
      If you select Exclude suppressed record, suppressed holdings records will not be published. This field does not affect the publishing of the bibliographic records. Bibliographic records will continue to be published unless they are marked Suppress from Discovery (see Suppress from Discovery).
      For all other fields: For each item that you want included in the output file (if it exists), enter the field and subfield in which you want it to appear: holdings created by, holdings create date, holdings updated by, holdings update date, library name, location name, and suppress from publishing. For subfields, enter just the subfield letter, such as b (not $b or $$b).
      If configured, you can also map the IE ID field/subfield for integration with Primo. Contact Ex Libris for more information.
      Physical Items Enrichment
      Add Items Information Select to add physical item information to the output. The output will contain a record with merged item and bibliographic record data.
      When you select Add Holdings Information and you select Exclude suppressed record to suppress holdings from publishing that are marked Suppress from Discovery, any items attached to the suppressed holdings will not be published, even when Add Items Information is selected.
      publishing_profile_general_physical_items_enrichment.png
      Enter the following information:
      • Repeatable field - Enter a field number into which to put physical item inventory information in the output record (one that is not used by the bibliographic record); this field is mandatory. For example, if you enter 950, the output will contain <datafield tag="950" ind1=" " ind2=" "> ... </datafield>, with the information you enter in this area in subfields of this field.
      • All other fields: For each piece of inventory information that you want included in the output file (if it exists), enter the subfield in which you want it to appear. The inventory information you can add includes: item PID, barcode, copy ID, material type, item policy/status, provenance, magnetic indication, enumeration A/B, chronology I/J, description, process type, permanent library/location, current library/location, call number type/call number, alternative call number type/alternative call number, temporary call number type/temporary call number, inventory number, inventory date, storage location, pages, pieces, notes (Public, Fulfillment, Internal 1-3, and Statistics 1-3), PO line number, due back date, receiving date, created by, created date, updated by, update date, the holdings ID for the holdings record linked to the item, campus of the current library (appears when distributed access restrictions for electronic resources are configured in a multi-campus environment), and physical condition. In each case enter just the subfield letter, such as b (not $b or $$b).
      Items PID is an internal ID used primarily for publishing. For other fields, see Adding a New Book or Journal Article and Updating Item-Level Information.
      Note that for item information such as library, location, and material type that may have both a code and description, only the code is published, not the description.
      Note that you can use either the permanent library/location or the current library/location fields. When you use the current library/location fields, the output includes either the permanent library/location or the temporary library/location information, depending on the item’s library/location at the time of publishing.
      Note that dates are published according to the UTC time zone.
      For more details about adding item information, refer to the General Publishing Profile: Add Holdings and Item Info video (8:16 mins).
      Electronic Inventory Enrichment section (MARC 21 Bibliographic only)
      Add Electronic Portfolio Information Select to add electronic inventory information to the output. The output will contain a record with merged portfolio and bibliographic record data.
      electronic_inventory_enrichment.png
      Enter the following information:
      • Repeatable field - Enter a field number into which to put electronic portfolio inventory information in the output record (one that is not used by the bibliographic record); this field is mandatory. For example, if you enter 950, the output will contain <datafield tag="950" ind1=" " ind2=" "> ... </datafield>, with the information you enter in this area in subfields of this field.
      • Subfields: For each piece of inventory information that you want included in the output file (if it exists), enter the subfield in which you want it to appear. The inventory information you can add includes: collection name, library, interface name, public note, coverage statement, Community Zone collection ID, created by, create date, updated by, update date, activation date, direct link, and available for information (see the following rows for details). In each case enter just the subfield letter, such as b (not $b or $$b). For information about these fields, see below, and also see Editing a Portfolio Using the Electronic Portfolio Editor.
      • See the following rows for an explanations of specific fields.
      Portfolio PID The subfield (other than $8) into which to place the portfolio PID.
      By default, $8 contains the portfolio ID. Use this field if you prefer to have the portfolio ID stored in a subfield other than $8 and use a normalization rule to remove $8.
      Activation status The subfield into which you want to place the activation value. The values displayed in this field are either Available or Not Available.
      Access URL subfield The subfield into which you want to place the access URL for the electronic resource.
      If you specify this field, you must enter the Link Resolver Base Resolver field.
      Link Resolver Base URL The base URL for your link resolver. For the Alma Link Resolver, use the following format and insert your institution's information where indicated:
      http://<Primo server host:port>/openurl/<Primo_institution_code>/<Primo_view_code>?
      For Primo VE, use the following format:
      https://<Primo_domain>/discovery/openurl?institution=<Alma_institution_code>&vid=<Primo_view_code>&
      Available for Campus subfield These fields appear only when distributed access restrictions for electronic resources are configured in a multi-campus environment or for institutions implementing a Network Zone. Available for Institution subfield appears only for institutions implementing a Network Zone.
      Available for Library subfield
      Available for Institution subfield
      IE ID subfield If configured, the subfield into which to place the IE ID of the electronic resource.
      This field is for integration with Primo. Contact Ex Libris for more information.
      Digital Inventory Enrichment section (MARC 21 Bibliographic only)
      Add Digital Representation Information
      Add Remote Representation Information
      Select to add local / remote digital representation inventory information to the output. The output will contain a record with merged representation and bibliographic record data.
      publishing_profile_general_digital_inventory_enrichment.png
      Enter the following information:
      • Repeatable field - Enter a field number into which to put digital representation inventory information in the output record (one that is not used by the bibliographic record); this field is mandatory. For example, if you enter 950, the output will contain <datafield tag="950" ind1=" " ind2=" "> ... </datafield>, with the information you enter in this area in subfields of this field. For Dublin Core, this is the only field that appears.
      • All other fields (local): For each piece of inventory information that you want included in the output file (if it exists), enter the subfield in which you want it to appear. The inventory information you can add includes: internal ID (PID), IE ID (see below for more information), delivery URL, thumbnail URL, label, public note, library, usage type, entity type, delivery description, created by, create date, updated by, and update date. For more information about these fields, see Adding a Representation.
      • All other fields (remote): Same as above. The inventory information you can add includes: repository code, repository name, originating object ID, and linking parameters 1-3.
      See the following rows for an explanation of certain fields.
      IE ID subfield If configured, the subfield into which to place the IE ID.
      This field is for integration with Primo. Contact Ex Libris for more information.
      Collection Enrichment section (MARC 21 Bibliographic only)
      Add Collection Information Select to add collection inventory information to the output. The output will contain a record with merged collection and bibliographic record data.
      publishing_profile_general_collection_enrichment.png
      Enter the following information:
      • Repeatable field - Enter a field number into which to put collection inventory information in the output record (one that is not used by the bibliographic record); this field is mandatory. For example, if you enter 950, the output will contain <datafield tag="950" ind1=" " ind2=" "> ... </datafield>, with the information you enter in this area in subfields of this field. For Dublin Core, this is the only field that appears.
      • All other fields: For each piece of inventory information that you want included in the output file (if it exists), enter the subfield in which you want it to appear. The inventory information you can add includes: collection name and collection ID. For more information, see Adding a Top Level Collection.
    5. Click Save to enter the profile in the database and return to the Publishing Profiles list page.
    To work with an existing general publishing profile:
    1. On the Publishing Profiles page (Resources > Publishing > Publishing Profiles), select General Profiles in the Publishing Profile Type filter.
    2. Select one of the following row actions:
      • Edit - Edit the profile.
      • History - View the profile's run history.
      • Run - Run the profile.
      • Contribute - Contribute the publishing profile to the Community Zone where other institutions can copy and use the profile. For more information, see below.
      • Delete - Delete the profile.

    Sharing Publishing Profiles in the Community Zone

    To share and copy shared publishing profiles, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Repository Administrator
    • Catalog Administrator
    • General System Administrator
    Institutions spend many hours creating publishing profiles to publish bibliographic and authority records to third-party systems. Many institutions publish to third-party systems. In order for these institutions to save time and effort, librarians can contribute publishing profiles to the Community Zone and copy and use publishing profiles that other institutions contributed to the Community Zone.
    The contribute feature is available only for general publishing profiles and not for other types of publishing profiles.
    Contributed publishing profiles appear in the Community tab on the Publishing Profiles page (Resources > Publishing > Publishing Profiles).
    Copying a publishing profile also copies the profile’s associated normalization process, associated merge rule, scheduling option, and the indication rule and normalization rules associated with its normalization process. Copied normalization rules appear in the MD Editor with a note about their original contributor.
    To contribute a publishing profile to the Community Zone:
    1. From the row actions, select Contribute for a publishing profile on the Institution tab of the Publishing Profiles page.
      publishing_profiles_contribute.png
      Publishing profiles Page
      A confirmation message dialog box appears.
      import_profile_contribution_confirmation_message.png
      Publishing Profile Contribution Confirmation Message
    2. You can optionally change the Profile name.
    3. It is recommended that you change the Description to include detailed information for institutions that will copy the profile. Include institution information such as the library information, FTP information, and/or vendor information.
    4. You can optionally enter or change an email address for the Contact person.
    5. Click Confirm. The profile appears in the Community tab and can be copied by any institution.
    To view contributed publishing profiles and/or copy a contributed publishing profile:
    1. Open the Community tab on the Publishing Profiles page (Resources > Publishing > Publishing Profiles).
      To view more information about the profile, from the row actions, click View. The profile details appear.
    2. Select Copy in the row actions list of the profile. The publishing profile is copied to your institution and the new profile is opened for editing. The profile is copied and Its status is Inactive by default.
    3. Edit the publishing profile details to match your requirements.
    4. When you are done, click Save.
    5. Select the Institution tab to view the profile that you copied.
    To remove (unshare) a profile you contributed to the Community Zone:
    Select Delete in the row actions list of the profile and click Confirm in the confirmation dialog box.
    The profile is no longer available to other institutions. The profile is not deleted; you can continue to use it in the Institution tab. Also, if another institution copied the profile, this action has no effect on their copy.
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