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    Navigating the New Metadata Editor Page


    To work with metadata (excluding holdings metadata), you must have one of the following roles:

    • Cataloger
    • Catalog Manager
    • Catalog Administrator

    To work with holdings metadata, you must have one of the following roles:

      • Physical Inventory Operator
      • Physical Inventory Operator Limited
      • Purchase Manager 
      • Purchase Operator
      • Repository Manager
      • Physical Inventory Delete - Required to delete a holdings record. 

    Users with these roles can work with holdings metadata only within the scope defined for the role in the User Details page, see Managing User Roles

    • This is online help for the new Metadata Editor user interface. See the information below.
      To learn more about the Metadata Editor usability improvements, see Usability Improvements.  
    • If you are looking for the original Metadata Editor online help, start with the Navigating the MD Editor Page.
      To switch to the original Metadata Editor in Alma, select old MDE button.jpg Old Editor on the top-right of the top toolbar of the Editor.
    The Metadata Editor (MD Editor) enables you to view and edit bibliographic metadata. You can also view and edit holdings and authorities in the Metadata Editor.
    This page contains general information about working with the Metadata Editor. For specific information, see:

    For an introduction of the Metadata Editor, watch Metadata Editor Overview (5:25).

    Metadata Editor Working Areas

    Opening the Metadata Editor

    To open the Metadata Editor:
    • Open the Metadata Editor from the Alma main menu (Resources > Cataloging > Open Metadata Editor). This opens a MD Editor with any records in-work and records that were pushed to it (see Pushed Records).  
    • Select Edit Record for a specific title in your search results. This opens the MD Editor with the selected record already open. 

    Switching Between the Metadata Editor and Other Pages

    The Metadata Editor runs in Always On mode. This means that it continuously runs in the background within your Alma session. This enables you to leave the Metadata Editor to perform other functions, such as repository search, and easily return to the Metadata Editor.
    To switch in and out of the Metadata Editor, use the MDE icon.png MDE_icon_NL.png Metadata Editor icon in the Alma menu bar.
    Metadata Editor Icon

    Switch to the Original Metadata Editor

    While the new Metadata Editor user interface is being phased in, the record types bar contains an icon for switching back to the original Metadata Editor user interface. Select this icon to toggle back to the original Metadata Editor.
    Original Metadata Editor Icon

    Color-coding and Counters on the Metadata Editor

    The tabs in the MDEditor are color-coded to provide additional information about the displayed entities. The tab color-coding is identical in the three functional areas Records, Templates and Rules. 


    Tab Underline Colors in the Records area
    The underline colors of the tabs indicate the following:
    Color Description
    Dark Blue
    The records currently displayed in the Navigation Pane are from this tab.
    Light Blue

    The record being edited in the Editing pane, and its pane is currently in focus (when the Editing pane is in split mode).

    If there is no light blue record, than the record being editing (marked in dark blue color) is the record currently focused, as well as belongs to the tab currently displayed in the Navigation Pane.

    The record being edited in the Editing pane, but its pane is currently not in focus (when the Editing pane is in split mode).
    White There are no opened records under this tab in the Editing pane, and it is not currently selected to display in the Navigation pane.

    The counters by each tab indicate the number of records currently in the tab: 
    counters in the menu bar.png

    In the Templates area, the counters do not count the number of Community Zone records. The counters reflect the total of [institution + Network Zone] templates. 

    Under each functional area, appear the tabs that represent different families of entities (for example, for records: Sets, DC, MARC21, UMIMARC and the other formats, Holdings, Authorities formats). To open a certain family, select the tab. The tab changes its color to blue to indicate that its items are currently displayed in the Navigation pane. To view entities belonging to another family, select the  arrow and select the family from the list. 

    Search and Filter in the Navigation Pane

    When you have a long list of entities in the Navigation Pane, enter search characters in the search box to locate matching entities, or use the filtering options to easily locate the entities with which you want to work. Use the filter menu to organize the entities in the following manner:
    • Show only Institution Zone records, the Network Zone (if applicable), the Community Zone, or show any combination of these.
      Note: If you filter a scope out, its folder will no longer be displayed in the Navigation pane. 
    • Arrange the records in the list according to:
      • Group by scope (Records only): by Institution Zone, Network Zone, or the Community Zone. 
      • By entry/update time, in ascending/descending order - the specific options differ for the different types of entities.
      • Alphabetically, in ascending/descending order.

    When the default Record Scope is changed, a green dot is applied to the Filter Menu icon: Filter_Menu_Icon_Record_Scope_Modified_02.png

    records filter.png
    Filters list for records

    templates filter.png

    Filters list for templates

    Rules filter.png

    Filters list for rules

    Refresh List

    As multiple users may be adding and deleting records in the draft records list simultaneously, you may find it helpful to refresh the list of records on which you are working from time to time. Do this to see records assigned to you by another user, or to remove records that are being edited by other users if your lock on the record expired. (Your lock on the record expires after one hour during which the record was not used by you in the Metadata Editor.)

    This can be done using the Refresh List icon.

    Refresh List Icon

    Editor Split Mode

    For times when you would like to view an additional record, you can open the editing area in split mode. Use the Editor Split Mode icon to split the editing area into two. Both editing areas provide the same editing functions.
    Editor Split Mode Icon
    Split Screen Editing Area

    Entity Information

    Hover over a specific entity in the Navigation pane to view the creation and latest modification dates, and the names of the users who created and last modified these records. 

    Collapsing the Navigation Pane

    The Navigation pane in the Metadata Editor can be collapsed to make more room for editing and viewing entities. Use the Open/Close arrow to do this.
    When the Navigation pane is expanded, you can display it pinned - in which case it is displayed alongside the Editor pane, or unpinned - in which case it is displayed on top of the the Editor pane. The pinned view is convenient when you want to constantly have both presented on screen; the unpinned view can be used when you only open the Navigation pane from time to time, since it enables a larger view of the Editor pane. 
    Open_Close_Pane_Icon_for_Draft_Records_List_Open_Pane_.png           Open_Close_Pane_Icon_for_Draft_Records_List_OpenUnpinned_Pane_.png           Open_Close_Pane_Icon_for_Draft_Records_List_CLOSED_Pane_.png
    Open and pinned Navigation Pane                                                                                                       Open and unpinned Navigation Pane                                            Closed Navigation Pane   

    Editing Pane of the Metadata Editor

    The editing area of the Metadata Editor works in the same way for the Records, Templates and Rules areas. For brevity, where the information is applicable to these three areas, then records, templates and rules are referred to by the common name 'Entities'. 
    The editing area of the Metadata Editor is where you can view and catalog entities. This area opens when you select Open Metadata Editor (Resources > Cataloging > Open Metadata Editor) or choose to open or edit a record from another function, such as the repository search results.
    Editing Area

    In the editing area, you can catalog various records, such as bibliographic, holdings, authority records, and record templates. Each row of a record contains the following:

    • Field tag
    • Indicators
    • Subfields
    • Icons (to the left of the field number)
    • Row actions:

    Editing Area Header

    The editing area contains a header with entity information:
    editing area header.png
    The color-coding of this area changes depending on how this area was opened, see Color-coding and Counters for details. 
    The information that appears at the top of the editing area varies depending on the type of entity that you selected to open / edit.
    Records Templates Rules
    • Title, Author, MMS ID
    • Scope - Institution, Network or Community Zone
    • Type of record (MARC21, UNIMARC, Holdings, etc.)
    • Cataloging level, if selected to display (see Cataloging Privileges)
    • Pushed (see Pushed Records)
    • New - for a new record
    • View Only - when you do not have permission to edit
    • Title
    • Scope - Institution, Network or Community Zone
    • Type of record (MARC21, UNIMARC, Holdings, etc.)
    • New - for a new record
    • View Only - when you do not have permission to edit
    • Rule name
    • Scope - Institution, Network or Community Zone
    • Class of rule (Merge, Normalization, Indication, etc.)
    • Type of rule (Drool or XML)
    The information section also contains general icons for the following:
    •  for saving the record
    •  for viewing the creation / modification information of the record (when, by whom)
    • X Closing / exiting the Metadata Editor
      Note that closing the MDE automatically saves your changes to the entity, leaving the entity available for further work in the MDE. In case of records, this minimizes the record to the records list (saving the changes to the draft copy), but does not release the record.

    View Field Information

    To display the vocabulary explanation for the field that you are editing, select the ellipsis button at the end of the row to display the row actions menu and select "Field Information". 
    Field information.png

    Field Information is controlled by the Help URL field. For more information, see Editing Fields.

    The tab that opens contains field-sensitive data based on MD registry definitions. See the table below for the sources of the data. Note that the languages in the table refer to the user preferred language.

    View Field Information


    Info Tab Link

    Bibliographic Records:

    MARC 21





    MARC 21

    • English (default):{field}.html

    • German:{field}

    • French:{field}.pdf

    Authority Records:

    MARC 21



    • Chinese (default):{field}.html

    • English:{field}.html


    Open Form Editor

    For certain fields that contain detailed input, opting to use the Form Editor can make entering and editing content much easier.

    Open form editor.png

    Form Editor for LDR field
    The Form Editor is available for MARC 21, KORMARC, UNIMARC, and CNMARC, as described below:
    • MARC 21 for fixed fields, such as the LDR and 001-009 or for complex fields, such as the holdings 852 field
    • KORMARC for fixed fields, such as the LDR and 001-009 or for complex fields, such as the holdings 852 field
    • Note: You can customize the 852 field Sublocation or collection (b) and Shelving location (c) drop-down lists in the Metadata Editor form editor to display the location's code, name, or code + name. For details, see Customizing How Library and Location Appear.
    • UNIMARC for 1XX fields: 100, 105, 106, 110, 115, 116, 117, 120, 121, 122, 123, 125, 126, 130, 135, 140, and 141
      In some cases with UNIMARC, the control field is specific to certain subfields. In these case, form editing is available only for those subfields. With UNIMARC field 123, for example, only $d, $e, and $f are control fields. In these cases, position your cursor in the specific subfield and press Ctrl+f to open the editing form.
    • CNMARC - part of the 1XX Coded data fields
    To open the Form Editor:
    • Position your cursor in the specific subfield and select Open Form Editor (Editing Actions menu) or use the shortcut (Ctrl+F).
      To close the Form Editor, select Close Form Editor (Editing Actions menu).

    Alerts Area

    The Navigation Pane of the Metadata Editor works in the same way for the Records, Templates and Rules areas. For brevity, where the information is applicable to these three areas, then records, templates and rules are referred to by the common name 'Entities'. 
    When you open a record to edit it, Alma checks the record for a variety of characteristics such as missing information, invalid information, duplicate records, and so forth. If an issue is found, it is presented as an alert. Select the Opens alerts icon.png icon to view the issues that were found. 
    Once you rectify the issue and save the record, the alert is removed from the Alerts area. 
    Alert Area

    Navigating the Editing Pane by Keyboard Keys

    MD Editor – Other Editing Options
    Action Description
    Arrow Up Moves the cursor up field by field in a record.
    Arrow Down Moves the cursor down field by field in a record.
    Arrow Right Moves the cursor to the right across the field, subfield, indicator, and content information.
    Arrow Left Moves the cursor to the left across the field, subfield, indicator, and content information.
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