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    Managing Users

    Translatable
    To manage users, you must have one of the following roles:
    • User Manager
    • User Administrator
    You manage users on the Find and Manage Users page (Administration > User Management > Find and Manage Users). You can also access this page by searching for a user in the persistent search; see Using the Persistent Search BoxSearching in Alma.
    Find and Manage Users Page
    Use the tabs (Staff, Public, Contact, and All) to filter the user list according to user record type.
    • When searching for Email or Identifiers, you must enter the entire string; a partial match is not performed. These fields are case sensitive.
    • For additional information on managing users in a collaborative network, see Centrally Managing Users in a Network Zone.
    The following columns appears on this page.
    Find and Manage Users Page - Column Descriptions
    Column Name Description
    Name The name of the user. Click this link to open the User Details page (see Editing Users).
    Account Type
    • Internal – A user managed entirely within Alma.
    • External – Users imported from and managed by an external system. The core user details are managed in the external system but can be viewed in Alma.
    Record Type (All tab only) The type of user. See Adding Users for more information about this field.
    • Staff
    • Public
    • Contact - This type is reserved for vendor contacts.
    Job Category The user’s job category; see Configuring Job Categories.
    User Group (not in Contact tab) The user’s user group; see Configuring User Groups.
    Status Whether the user is Active or Inactive.
    Expiration Date Alma distinguishes between authentication, which is the act of determining if the user is a legal user, and authorization, which is the act of determining what the user may do in the system.
    This field is related to authentication, which is separate from the authorization. Internal users, which are authenticated by Alma, fail authentication if their account is inactive or is expired. External users should be rejected by the authenticating system if they are prevented from using services. If authenticated by the authenticating system, Alma checks for the authorized actions based on the user's roles, as described below.
    Authorizations are managed in Alma based on the user's roles. A role, its scope, and its expiration date determine a user's authorization for any action.
    The User Registration Terms of Use (see Configuring Terms of Use) enables you to configure the Patron Renewal Period policy and other policies associated with how patrons are registered at the circulation desk. For more information, see Configuring Terms of Use.
    After you define the User Registration Terms of Use, assign the Terms of Use for each user group (see Configuring User Registration Rules).
    Blocks (not in Contact tab) Whether there are any blocks on the user.
    Notes Whether there are any notes about the user.
    You can do the following on the Find and Manage Users page:
    • Adding Users
    • Editing Users - This action is typically required immediately after adding a new user.
    • Deleting Users
    • Deactivating users - Click Actions > Deactivate in the row actions list and click Confirm in the confirmation dialog box. The user is deactivated.
    • Activating users - Click Actions > Activate in the row actions list and click Confirm in the confirmation dialog box. The user is activated.
    • Distributing Users
    • Unlocking Locked-Out Users - Users that have entered their password incorrectly five consecutive times are locked out of Alma. Click Actions > Unlock in the row actions list and click Confirm in the confirmation dialog box. Alternately, edit the user (see Editing Users) and click Unlock. The user becomes unlocked.
    Additional user management tasks include:

    Adding Users

    You can add new users from any of the tabs on the Find and Manage Users page.
    • External users are synchronized with Alma using the User integration profile.
    • When creating a user by clicking Register New User on the Manage Patron Services page (see Registering Patrons), it is possible to register external users as well.
    To add a new user:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), click Add User.
      • On the All tab, you are prompted to select the record type (Staff, Public, or Contact).
        Contact is reserved for vendor contacts and should not be used.
      • On any other tab, the record type is set according to the tab.
      The Quick User Management page appears.
      Quick User Management Page
    2. Enter the following information. The fields marked as mandatory in the following table are by default; an administrator can configure which fields are mandatory. See Mandatory Field Configuration.
      Quick User Management Page Fields
      Section Field Description
      User Information
      To configure how user names appear in Alma, see Configuring the Display of User's Names
      First name (mandatory) The user's first name
      Middle name The user's middle name
      Last name (mandatory) The user's last name
      Primary identifier (mandatory)
      The primary user ID. The ID must be unique within the institution. For details on identifiers, see https://developers.exlibrisgroup.com...ser-management.
      You may be required to enter a primary identifier in a particular format. See the parameter primary_identifier_regex in Configuring Other Settings.
      If you arrived at this page by clicking Register New User on the Patron Identification page, this field is pre-filled if you have configured user ID generation; see Configuring User ID Generation. You can change the pre-generated ID.
      Title A user title. These can be configured by an administrator; see Configuring User Titles.
      PIN number A four-digit number which serves as a password for the user to log on to the self-check machine (SIP2); see Configuring SIP2 Bin Configuration. Manually enter a number or click Generate to generate a PIN number. The PIN number is sent by email.
      PIN number generation is available only if the pin_number_method parameter is enabled and set to fourDigit. For information, see Configuring Other Settings.
      Job category The user’s job category. For example, Acquisitions Operator, Cataloger, or Manager. The job categories available depend on the record type selected (above). To configure job categories, see Configuring Job Categories. To associate job categories with record types, see Mapping Job Categories to User Record Types.
      If the job category is associated with role assignment rules (see Configuring Role Assignment Rules), then the role profiles associated with the job category are added to the user after you click Save. In this way, job categories enable you to assign multiple roles to a user at once, so that you do not have to configure roles individually for the user.
      Job description A free text description of the user’s responsibilities.
      Gender The user's gender.
      User group
      (not required for Contacts)
      The user’s user group, such as Faculty, Patron, and so forth. The user groups available depend on the record type selected (above). To configure user groups, see Configuring User Groups. To associate user groups with record types, see Mapping User Groups to User Record Types.
      If the user group is associated with role assignment rules (see Configuring Role Assignment Rules), then the role profiles associated with the user group are added to the user after you click Save. In this way, user groups enable you to assign multiple roles to a user at once, so that you do not have to configure roles individually for the user.
      Campus The user's campus. See Managing Campuses.
      Preferred language The language for email correspondences. For email correspondences to be sent in the selected language, the language must be enabled in the Institution Languages Mapping Table. For details, see Configuring Institution Languages.
      Birth date The user's birth date.
      Expiration date The estimated date when the user is expected to leave the institution. For more information, see Expiration Date.
      Purge date The date on which the user will be purged. See Purging Users.
      Resource sharing library A resource sharing library responsible for resource sharing requests initiated by this user. To configure resource sharing libraries, see Configuring Parameters of a Resource Sharing Library. When more than one resource sharing library is configured, selecting a value causes another Resource sharing library field to appear. You can assign up to five different resource sharing libraries to handle a patron’s resource sharing requests.
      When multiple resource sharing libraries are selected, they appear in the For library field on the Primo Get it tab, according to the ill_item_creation_lib_code parameter (see Configuring Other Settings).
      When no value appears in this field, the default library specified in the ill_item_creation_lib_code value is used.
      When modifying this field for an existing user, the new value of the field is not overridden during an SIS/User API update.
      Cataloger level
      The cataloger level. This field appears only if cataloging permissions are enabled for your institution; see Cataloging Privileges.
      Selected Patron Letters Opt the user into or out of notifications. Select or clear the check boxes next to each notification that you want to enable or disable for the user. For more information, see Configuring Library Notices Opt In.
      User Management Information (not mandatory) Patron has institutional record (appears only after clicking Register New User on the Patron Identification page) See Registering Patrons.
      Password A user's password for Alma, Leganto, and/or Primo (see https://developers.exlibrisgroup.com...ser-management). As long as this password is not changed in the Primo account, it remains valid for both Alma and Primo. You may be required to enter a password in a particular format. See the parameter password_regex in Configuring Other Settings. Any text you enter here is not echoed back to you, so enter the password carefully. Passwords are optional for internal users.
      Verify password Re-enter the password to ensure that you entered it correctly.
      Force password change on next login When selected, the user must change their password the next time they log into Alma (relevant for Alma only).
      The following fields that appear on the Quick User Management page when adding a user appear in the Contact Information tab when editing a user.
      Email Addresses Email types (mandatory) You must enter an email address. Select an email address type:
      • Alternative (staff/public only)
      • Claim (contact only)
      • Order (contact only)
      • Payment (contact only)
      • Returns (contact only)
      • Personal
      • Work
      • School (public only)
      Email address (mandatory) The user's email address. You may be required to enter an email address in a particular format. See the parameter email_regex in Configuring Other Settings.
      Addresses Address types  Select a mailing address type:
      • Claim (contact only)
      • Order (contact only)
      • Payment (contact only)
      • Returns (contact only)
      • Home 
      • Work
      • Alternative (public only)
      • School (public only)
      Enter the address details:
      • Street address - You may be required to enter a street address in a particular format. See the parameters address_lineX_regex in Configuring Other Settings.
      • City
      • State/Province
      • Postal code - You may be required to enter a postal code in a particular format. See the parameters postal_code_regex in Configuring Other Settings.
      • Country
      Phone numbers Phone types Select a phone number type:
      • Home
      • Mobile
      • Office
      • Claim fax (contact only)
      • Claim phone (contact only)
      • Order fax (contact only)
      • Payment fax (contact only)
      • Payment phone (contact only)
      • Returns fax (contact only)
      • Returns phone (contact only)
      • Office fax (staff/public only)
      Phone number The user's phone number. You may be required to enter a phone number in a particular format. See the parameter phone_regex in Configuring Other Settings.
    3. Select one of the following options: In either case, continue configuring user details as described in each of the following topics.
      • Click Save or Save and Continue. The new user is saved and you return to the Find and Manage Users page. Continue with editing the user; see Editing Users.
      • Click Save and Continue. The user is saved and you continue with editing the user. See Editing Users.
      If you add a user that has the same first name, last name, and birth date as an existing user, a warning message appears.

    Editing Users

    Edit users immediately after adding them or for any other reason. You edit users on the Find and Manage Users page (Administration > User Management > Find and Manage Users).
    • For internal users, you can edit all user record fields.
    • External users are maintained in an external system, such as SIS (Student Information System). For external users:
      • You can edit only certain fields in the General Information tab of the User Details page.
      • You can add contact information in the Contact Information tab, but cannot edit information there.
      To enable editing other fields of external users, or to change an internal user to an external user (and vice versa), see below.
    • To edit users in bulk, see Editing/Messaging Users in Bulk.
    For an in-depth explanation of internal and external users in Alma, see https://developers.exlibrisgroup.com/alma/integrations/user-management.
    To edit user information:
    1. On the Find and Manage Users page, select Actions > Edit in the row actions list or click the user’s name. The User Details page appears.
      User Details Page
    2. If the patron has a social account attached, click Detach from Social Account to disassociate the social login from the patron.
    3. To distribute the user in a Network Zone, see Centrally Managing Users in a Network Zone.
    4. To enable editing other fields of external users, click Open for Update and click Confirm in the dialog box (see below). Edit the relevant fields and click Save. Note that changes you make to most fields will be lost after the next SIS synchronization job. However, Alma prompts you to determine whether the following fields will be overridden with the next SIS synchronization job: Title, PIN number, Job category, User group, Campus, Preferred language, Resource sharing libraries, Cataloger level, Selected patron letters. (Note that this determination is kept internal and is not externalized in the user record in any way.)
    5. To change an internal user to an external user (and vice versa), click Toggle Account Type.
    6. Edit the required information in the General Information tab. For information about most of the fields on this page, see Adding Users.
      The following additional fields/options appear when editing a user.
      • Website URL - The user's website.
      • Status - Whether the user is Active or Inactive.
      • Status date - The date on which the user was registered or the date of the user's last status change.
      • Send Message - Select a letter type and click Compose to open the E-mail Message pop-up window, where you can configure an email to send to the user with any questions, issues, or notifications. Fill in the fields and click Send E-Mail to send the message.
        The letters are:
        • General - A general message.
        • Social Login Mail - A letter containing information to activate login to Primo/Alma with a social network. This option appears if an integration profile is defined for a social network. The letter is the Social Login Invite Letter. For more information on this integration profile, see Configuring Integration Profiles.
        For more information on the letters, see Configuring Alma Letters. To send emails to users in bulk see Editing/Messaging Users in Bulk.
      • Created By - The librarian that created this user
      • Updated By - The librarian that last updated this user
      • Disable all login restrictions - Select to disable login restrictions by IP range. For more information, see Restricting Alma Logins by IP Range.
      • User Roles - See Adding Roles to Users
        The Created By and Updated By fields have been moved to an information box that is accessed by clicking the icon on the top right corner of the page. The information box also includes Created Date, Last Updated Date, and Last Updated by Job
    7. Edit the information in the following tabs:
    8. If the user has the Patron role, click Manage Fulfillment Activities to access the Patron Services page. For details on patron services, see Managing Patron Services. Click Back to close the Patron Services page and return to the User Details page.
      A user with the Circulation Desk Operator role who is logged into a circulation desk can view and edit the Patron Services page. All other users can only view this page.
    9. To edit the user picture, see Managing User Pictures.
    10. If the user is locked, you can unlock the user: click Unlock. Note that this cannot be undone.
    11. Click Save. All changes are saved, and you return to the Find and Manage Users page.
    • The Identifiers and Blocks tabs are not available for Contact users.
    • The Fines/Fees tab is available only if the user has been assigned the Patron role (see Managing User Roles).
    • Demerits information appears only when enabled by Ex Libris and only for the following roles: Circulation Desk Operator, Circulation Desk Operator - Limited, Circulation Desk Manager, Fulfillment Services Operator, Fulfillment Services Manager, Fulfillment Administrator. To enable demerits information, contact Ex Libris Support. For more information on demerits, see Configuring Demerits.

    Managing User Contact Information

    You can add, edit, duplicate, and delete user contact information, including addresses, phone numbers, and email addresses, on the Contact tab of the User Details page. Addresses are used when receiving material (such as from a resource sharing request). For Contact record types, at least one phone number must be added. Phone numbers marked as Preferred SMS receive SMS notifications. For Staff and Public users, at least one email address must be added. Email addresses are used for receiving Alma letters (see Configuring Alma Letters).
    If you have multiples of one type of contact information, you can designate one of them as Preferred, which makes it the default. In some cases, Alma uses the default contact automatically. On some pages. you can select a non-default contact.
    User Details Page — Contact Information Tab
    To add contact information:
    1. In the Contact Information tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list), click Add Address, Add Phone Number, or Add Email Address. The relevant dialog box opens.
    2. Enter the contact details, as required.
      Note that the Start date and End date are for informational purposes only. The Start date is the date from which the address is relevant and the End date is the date after which the address is no longer relevant.
      When working with an external user, the Add as an external check box appears. Select this option to add the contact information as external data which is overwritten during SIS synchronization. If you do not select this check box, the contact information is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    3. Save the details to the Contact Information tab as follows:
      • Click Add to save the details and add additional entries.
      • Click Add and Close to save the address details and exit the dialog box.
      When saving external data, a green check mark appears in the External Data column.
    To edit, duplicate, or delete contact information, click the relevant action in the row actions list.

    Managing User Identifiers

    The Identifiers tab is not available for Contact users.
    Identifiers other than primary identifier (aka user name) can be associated with a user, such as a student ID, barcode, social login ID, a link to a photograph of the user, and so forth. For the list of identifiers, see Viewing User Identifiers). You can configure that these identifiers are automatically generates, see Configuring User ID Generation.
    The table on the Identifiers tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list) functions like a mapping table. For more information, see Mapping TablesMapping Tables. You can add, edit, duplicate, and delete identifiers. You can also activate or deactivate an identifier.
    User Details Page — Identifiers Tab
    The fields are:
    • Identifier Type - The type of identifier. This list is pre-configured by Ex Libris. In addition to social media options, other options include barcode and institution ID (the ID assigned to the user from an SIS; see Student Information Systems).
    • Value - The value of the identifier for this user.
    • Note - An optional note.
    • When working with an external user, the Add as an external check box appears. Select this option to add the identifier as external data which is overwritten during SIS synchronization. If you do not select this option, the identifier is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    • The institution can configure whether identifiers must be unique.
    • When saving external data, a green check mark appears on the in the External Data column.

    Managing User Notes

    A user's Notes tab contains additional features that are not available in other Notes tabs in Alma (see Notes TabNotes Tab). You can attach internal or external notes to the user details. The notes entered for the various note types (for example, Address, Circulation, Library, Registrar) appear in the User Notes tab on the Patron Services page (see Patron Services Page – Loans Tab in Managing Patron Services), and in Primo on the Blocks & Messages page in the My Account tab.
    The arbitrary order in which the notes appear in the User Notes tab on the Patron Services page cannot be controlled.
    You manage user notes on the Notes tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list). You can add, edit, duplicate, and delete notes.
    User Details Page — Notes Tab
    To add notes:
    1. In the Notes tab, click Add Note. The Add Note dialog box appears.
    2. Enter the text for the note in the Note field.
    3. In Type (pre-configured by Ex Libris staff), select a note type. The types of notes are for informational purposes only and do not serve a functional purpose in Alma.
    4. Select User viewable to enable the indicated user to view the note.
      When working with an external user, the Add as an external check box appears. Select this option to add the note as external data which is overwritten during SIS synchronization. If you do not select this option, the note is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    5. Save the note:
      • Click Add to save the note details and add additional notes.
      • Click Add and Close to save note details and close the Add Note dialog box.
      If a user has a saved note, a check mark appears in the Notes column on the Find and Manage Users page for that user.
    When saving external data, a green check mark appears on the in the External Data column.
    To edit, duplicate, or delete a note, select the relevant option from the row actions list. You can also click the note text in the Note column to edit the note.

    Blocking and Unblocking Users

    The Blocks tab is not available for Contact users.
    You restrict users from using library services by adding user blocks. Blocks are added for users who have fines, outstanding loans, or repeated late book returns. A blocked user is prevented from performing actions on items in the library, such as borrowing, renewing, and so forth. The blocks that can be assigned to a user are configured on the User Block Definitions mapping table page (see Configuring User Block Descriptions and Definitions).
    Note that items or users can also be blocked based on other conditions; see Configuring Block Preferences.
    The table on the Blocks tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list) functions like a mapping table. For more information, see Mapping TablesMapping Tables. You can add, edit, duplicate, and delete user blocks. You can also activate or deactivate a user block.
    User Details Page — Blocks Tab
    The fields are as follows:
    • Block description - The block type. This list is pre-configured by Ex Libris.
    • Note - An optional note.
    • When working with an external user, the Add as an external check box appears. Select this option to add the block as external data which is overwritten during SIS synchronization. If you do not select this option, the block is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    • a user has an active block, a check mark appears in the Blocks column on the Find and Manage Users page for that user.
    • When saving external data, a green check mark appears in the External Data column.

    Managing User Fines and Fees

    The Fines/Fees tab is available only for users with the Patron role.
    You manage user fines and fees on the Fines/Fees tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list).
    User Details Page - Fines and Fees tab.png
    User Details Page - Fines and Fees tab.png
    User Details Page - Fines/Fees Tab
    The Fines and Fees Summary area shows a summary of the user's balance, including balances of fines and fees that are currently filtered due to your selections in the filters. The Fines and Fees Details area lists transaction details of the fines and fees for the user. When the Status filter is set to Active (default), disputed, waived, and closed fees remain hidden. To see all fees, select All for this filter
    You can add or waive a fine or fee, indicate that a fine or fee is under dispute, and link the fine or fee to a repository item. A disputed fine or fee can be waived or restored. A waived fine or fee cannot be restored. When a fine or fee has not been paid, waived, disputed, or exported to the bursar system, it is Active. Performing one of these actions changes its status.
    To waive fines in bulk, see Waiving Fines in Bulk. To configure when and to whom notifications are sent about fines and fees, see Configuring Fines/Fees Notifications.
    A disputed fee:
    • Is not included in the user’s Active Balance
    • Is not displayed on the list of fines in Primo
    • Is not factored when invoking a block based on the amount due.
      For example:
      • A patron cannot borrow items when the amount they owe is $100 or greater
      • The patron owes $100, but has disputed $20 of that amount
      • Alma views the patron as owing $80, and the block is not invoked
    A user can pay fines or fees at any circulation desk that is set up to receive payments. For more information, see Receiving Payment for Fines and Fees.
    To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/fee is configured as waivable on the Fine Fee Type Definition mapping table (see Configuring Fines/Fees Behavior). When paying or waiving a fine or fee, the transaction creator is the circulation desk (indicated in the Currently at: field at the top of the page). If no circulation desk indicated in this field, the transaction creator is indicated as Not at desk.
    You can update the institutional bursar on a regular basis with the user fines and fees managed by the system using a Bursar integration profile. For details, see Bursar Systems.
    For more information assigning a fine/fee to a specific item, see the Link Fee to Inventory video (2:56 mins).
    To add fines and fees:
    If the fine or fee is listed as owned by Library on the Fine Fee Type Definition mapping table (see Configuring Fines/Fees Behavior), you must be at a circulation desk to add the fee.
    1. In the Fines/Fees tab, click Add Fine or Fee. The Add Fine or Fee dialog box appears.
    2. Select the fine/fee type. The types are those configured for manual creation on the Fine Fee Type Definition mapping table; see Configuring Fines/Fees Behavior.
    3. Enter the amount of the fine or fee.
    4. In the Item barcode field, browse for the item to which you want to attach the fee, as required.
      When adding a barcode, the fine/fee is associated with the item specified by the barcode. The item and barcode appears on the Fines/Fees tab of the User Details page.
    5. In the Comment field, optionally enter a comment for the fine or fee, as needed.
      If you select the Credit fee type, the Comment field is mandatory.
    6. Save as follows:
      • Click Add to save the fine or fee details and add additional fines or fees.
      • Click Add and Close to save fine or fee details and close the Add Fine or Fee dialog box.
      The patron's active balance is updated with the amount added; if the fine/fee is subject to VAT, VAT is included to the amount. (The VAT columns are hidden by default on the page. To configure the VAT, see Configuring Fines/Fees Behavior.) For a Credit type fee, the amount is subtracted from the balance. For all other fee types, the amount is added to the balance.
    To link an existing fine/fee to a repository item:
    1. In the Fines and Fees tab of the User Details page, select Actions > Link to Item in the row actions list for a Fine/Fee. The Link to Item page appears.
    2. In the Item barcode field, browse for the item to which you want to attach the fee.
    3. Click Link to Item. The Title and Item Barcode column values on the Fines and Fees Details page update accordingly.
    To waive a fine or fee:
    1. In the Fines/Fees tab, select the fines/fees you want to waive and select Waive and click Execute beneath the tableclick Waive Selected above the table. Alternately, select Actions > Waive in the row actions list for the fine/fee that you want to waive. The Waiving Fine/Fee page appears.
      Waiving Fine/Fee Page
    2. Enter the amount of the fee you want to waive in the Fee amount field.
    3. In Waiving reason select a reason for waiving the fee (this list is predefined by a system administrator; see Configuring Reasons for Waiving Fines/Fees).
    4. Enter any text/comment for waiving the fine or fee in the Comment field.
    5. Click Waive. and click Confirm in the confirmation dialog box. The amount that is waived is deducted from the amount of the fine or fee (in the Original Amount column), and the balance owed for the fine or fee in the Remaining Balance column is reduced. The balances shown in the Fines and Fees Summary area for Active balance and Disputed balance are updated.
    To view the transactions for any fine or fee, click the amount link in the Remaining Balance column.
    If a lost item is waived, there is no reduction in the Remaining Balance value. Instead, the waived amount is displayed as a credit.
    To dispute fines or fees:
    1. Select Actions > Dispute in the row actions list for the fine or fee that you want to dispute. The Dispute Fine/Fee page appears.
    2. Enter any text/comment for disputing the fine/fee in the Comment field.
    3. Click Dispute and click Confirm in the confirmation dialog box. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are updated.
    To restore fines or fees:
    1. Select Actions > Restore in the row actions list for the disputed fine or fee that you want to restore (ensure the Status filter is set to All or In Dispute). The Restore a Fine or Fee page appears.
      Only fines or fees that are in dispute can be restored.
    2. Enter any text/comment for restoring the fine or fee in the Comment field.
    3. Click Restore and click Confirm in the confirmation dialog box. The original amount of the fine or fee (in the Original Amount column) is restored, and the balance owed for the fine or fee in the Remaining Balance column is adjusted. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are also updated.

    Managing User Statistics

    Analytics reports can break out or filter users by user group, job category, and so forth. In addition to these categories, you can add additional statistical categories to the user specifically to use in Analytics reports. An administrator must first configure statistical categories and category types, and then map statistical categories to category types, in the User Management configuration area (see Configuring Statistical Categories for Analytics).
    You add statistical categories on the table on the Statistics tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list). This table functions like a mapping table. For more information, see Mapping TablesMapping Tables. You can add, edit, duplicate, and delete categories for the user.
    User Details Page - Statistics Tab
    The fields on this page are as follows:
    • Category type - Category types are predefined by a system administrator in the Statistical Categories Types mapping table (see Creating Statistical Category Types).
    • Statistical category - Statistical categories are predefined by a system administrator in the Statistical Categories context of User Management Configuration (see Configuring Statistical Categories).
    • Note - Add a note as required.
    • When working with an external user, the Add as an external check box appears. Select this option to add the statistical category as external data which is overwritten during SIS synchronization. If you do not select this option, the statistical category is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    • When saving external data, a green check mark appears on the in the External Data column.

    Managing User Attachments

    You can add attachments for a user. You manage attachments on the Attachments tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list). For more information about this tab, see Attachments TabAttachments Tab.
    Attachments added manually to this page are not sent to the user; they are simply appended to the user’s record for reference.
    Attachments sent to the user in a letter (see Configuring Alma Letters) also appear on this page. If a patron states that they did not receive a notification email that was sent by Alma, you can resend the attachment to the patron's preferred email address. To resend an attachment, select Actions > Resend Notification in the row actions list. Alma resend the attachment to the user. The letter used for this is Resend Notification Letter.

    Managing Proxy Users

    You can define one user to be a proxy user for another. A proxy user can loan and return items on behalf of another user (see Selecting a Patron). You manage proxy users on the Proxy For tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list).
    Any user can be a proxy user, but the target user for whom the proxy performs actions must have the Patron role. You can add and remove patrons for which a user is a proxy.
    To add a proxy user:
    1. Open the Proxy For tab of the User Details page. Click Add Proxy For.
    2. In the Proxy for field, enter or select the patron for whom you want the current user to be a proxy.
    3. Click Add User. The patron is added; the user is now a proxy for this patron.
    To remove the patron, click Delete in the row actions list.

    User Audit History

    Changes made to the user record are recorded in the Audit tab. In addition to tracking changes made in the Alma UI, changes made by SIS, APIs, linked account refreshes, and the Update/Notify Users job are also captured. You view a user's audit history on the Audit tab of the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list). For more information, see History TabHistory Tab.
    Audit Tab for Patron
    The length of time that user audit trail records will be retained is determined by the user_audit_retention_period parameter. The parameter indicates the number of days for retaining the data. See Configuring Other Settings. A weekly job, User audit purge with retention, deletes history records that are older than specified in the retention period.
    For more information on user audit history, see the History of User Record Changes video (0:51 mins).

    Managing User Pictures

    You can manage user pictures on an external server and have them appear in the User Details page in Alma. To do this, you must first configure the following parameters (see Configuring Other Settings):
    • photo_server_url - The URL to the location (directory) containing user pictures. The URL may use HTTP or HTTPS. In order to use HTTPS, the certificate may not be self-signed and must be signed by a known certificate authority. The URL must end with a forward slash (/). For example, http://institution.edu/pictures/ .
    • photo_identifier_type - The user identifier to use as the user picture file name. Possible values are: USERNAME (the primary ID) or a code in the User Identifier Types code table (see Viewing User Identifiers).
    • photo_suffix - The suffix to use for the user picture file suffix. For example, png .
    You view a user's picture on the User Details page (Administration > User Management > Find and Manage Users; click Actions > Edit in the row actions list).
    User Details Page with Picture
    To add user pictures to Alma:
    1. Upload user pictures to the directory defined in photo_server_url with the name <user identifier>.<photo_suffix>, for example 12345.png.
    2. Ensure that each user has an identifier that matches the user picture file name. See Managing User Identifiers.
    To edit or remove a picture, edit or remove the picture at photo_server_url. No action is required in Alma.

    Deleting Users

    You can delete users if:
    • They do not have a balance due on their account
    • They do not have outstanding loans
    • They do not have any assigned PO lines, POs, or invoices
    • They do not have any locked bibliographic records
    • They do not have any assigned import profiles
    When a user is deleted using the procedure below, it is fully deleted. No statistical or reportable data is maintained.
    Delete only Staff or Public users. Contact users are reserved for vendors and should not be deleted.
    To delete users in bulk, see Purging Users.
    To delete a user:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), click Actions > Delete in the row actions list for the user you want to delete. A confirmation dialog boxes appears.
    2. If the user can be deleted, click Confirm. The user is deleted.
    3. If the user cannot be deleted, a message such as the following appears.
      User Deletion Management Dialog Box
      Choose one of the following options:
      • Cancel – Do not delete the user.
      • View User (appears only when fines/fees are attached to the user) – See Editing Users.
      • Waive Fees – See Managing User Fines and Fees. A new confirmation dialog box appears, where you can confirm that you want to delete the user.
      • Notify User (appears only when fines/fees are attached to the user) – Send an email (User Deletion Letter; see Configuring Alma Letters) informing the user that there is a balance due on the user’s account. A copy of the email is added to the Attachments tab (see Managing User Attachments).

    Distributing Users

    You can distribute a user to all member institutions implementing a Network Zone. For more information, see Distributing Users Across a Network Zone. For additional user sharing options in a fulfillment network, see Linking Users in Fulfillment Networks.