Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    User Details Configuration

    Translatable

    Configuring User Groups

    To configure user groups, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can define user groups to assign to users. User groups are a way to group users by type, such as alumni, faculty, and so forth. After defining user groups, you can assign them to users when adding or editing users (see Adding Users and Editing Users). After adding user groups, you must specify the user record types that can be associated with each user group; see Mapping User Groups to User Record Types.
    If you have configured Alma to do so, then after adding a new user with a user group. Alma automatically adds role profiles and/or a user registration terms of service to the user (see Configuring Role Assignment Rules and Configuring User Registration Rules).
    You configure user groups on the User Groups code table (Administration > User Management Configuration > Configuration Menu > User Management > User Details > User Groups). For more information about code tables, see Code TablesCode Tables.
    User Groups Code Table
    User groups can be configured at the institution level only. Select the required institution from the You are configuring filter on the User Management Configuration page.
    You can add, edit, or delete user groups. You can reorder how the groups appear in any user group drop-down box, and you can select the default selected group.

    Mapping User Groups to User Record Types

    To map user groups to user record types, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can associate user groups to user record types. When a user of a certain record type (Staff, Public, or Contact) is added or created (see Adding Users and Editing Users), only user groups associated with that record type may be selected for that user.
    User groups must be created before record types can be assigned to them. See Configuring User Groups.
    You configure the mapping from user groups to record types on the User Record Type User Group mapping table (Administration > User Management Configuration > Configuration > User Management > User Details > User Record Type/User Group). For more information about mapping tables, see Mapping TablesMapping Tables.
    User Record Type/User Group Sets Mapping Table
    You can add, edit, or delete mappings from user groups to user record types. For each user group, select up to three user record types. You can select an empty value for any of the drop-down lists. Using the same value more than once has no effect (it is the same as using it once).
    The value Organization should not be used (selecting it has no effect).

    Configuring User Job Categories

    To configure user job categories, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can define user job categories to assign to users. User job categories are the functions performed in the library by the user, and are a way to group users by type, such as finance, circulation desk, and so forth. After defining user job categories, you can assign them to users when adding or editing users (see Adding Users and Editing Users). After adding user job categories, you must specify the user record types that can be associated with each user job category; see Mapping Job Categories to User Record Types.
    If you have configured Alma to do so, then after adding a new user with a job category. Alma automatically adds role profiles to the user (see Configuring Role Assignment Rules).
    You configure user job categories on the Job Titles code table (Administration > User Management Configuration > Configuration Menu > User Management > User Details > Job Categories). For more information about code tables, see Code TablesCode Tables.
    Job Categories Code Table
    You can add, edit, or delete user job categories. You can reorder how the job categories appear in any job category drop-down box, and you can select the default selected job category.

    Mapping Job Categories to User Record Types

    To map job categories to user record types, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can associate job categories to user record types. When a user of a certain record type (Staff, Public, or Contact) is added or created (see Adding Users and Editing Users), only job categories associated with that record type may be selected for that user.
    Job categories must be created before record types can be assigned to them. See Configuring Job Categories.
    You configure the mapping from job categories to user record types on the User Record Type Job Title mapping table (Administration > User Management Configuration > Configuration > User Management > User Details > User Record Type/Job Category). For more information about mapping tables, see Mapping TablesMapping Tables.
    User Record Type/Job Title Mapping Table
    You can add, edit, or delete mapping from job categories to user record types. For each job category, select up to three user record types. You can select an empty value for any of the drop-down lists. Using the same value more than once has no effect (it is the same as using it once).
    The value Organization should not be used (selecting it has no effect).

    Configuring the Display of User's Names

    To configure how user's names appear in Alma, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can configure the way user's names appear in Alma. Names appear on the Alma Home Page, in the user menu, and in other locations.
    You configure the appearance of names separately for each user record type. For each record type, you can configure what appears as first, second, and third names, as well as the separator, in the following string:
    {First display name}{separator}{second display name}{space}{third display name}
    Possible values for display names include firstName, lastName, middleName, userName (primary identifier), or jobDescription. See Adding Users. By default, the user's name appears as lastName, firstName.
    You configure user name display options on the Display User Name mapping table (Administration > User Management Configuration > Configuration > User Management > User Details > User Name Display). For more information about mapping tables, see Mapping TablesMapping Tables.
    Display User Name Mapping Table
    You can edit how the user's name appears for the record types contact, public, and staff. If you disable a row, the default display name lastName, firstName is used for that record type.
    The rows for record types All, Organization, and User have no effect.

    Configuring Statistical Categories for Analytics

    To configure statistical categories, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    The Users area of Analytics enables you to display or filter Analytics information about users by user group, job category, and other fields. You can create categories (called statistical categories) that can be assigned to users specifically for this purpose. For example, you may want to break down users by geographical area or by academic degree.
    Utilizing statistical categories is a six step process:
    1. Create statistical category types - Before creating categories, define the various category types. For example: Geographical Area, Academic Degree, and so forth. See step 1 below
    2. Create statistical categories - For each category type, create the categories for that type. For example, for the category type Geographical Area, you might create the categories New York City, Boston, and Paris, if those are the locations of your users. See step 2 below.
    3. Map categories to types - Assign each category to its category type. - See step 3 below.
    4. Select up to five types to be available to Analytics - While you can create more than five category types, only five are available to use in Analytics at any one time. See step 4 below.
    5. Assign categories to users - See Managing User Statistics.
    6. Create the reports using statistical categories - See Users.

    Creating Statistical Category Types (Step 1)

    You can define any number of category types. However, only five of them are available to use in Analytics at any one time.
    You define statistical category types on the User Category Types code table (Administration > User Management Configuration > Configuration > User Management > User Details > Category Types). For more information about code tables, see Code TablesCode Tables. You can add, edit, or delete category types.
    StatCategoryTypes_MappingTable.gif
    StatCategoryTypes_MappingTable.gif
    User Category Types Code Table

    Creating Statistical Categories (Step 2)

    You define statistical categories on the User Statistical Categories code table (Administration > User Management Configuration > Configuration > User Management > User Details > Statistical Categories). For more information about code tables, see Code TablesCode Tables. You can add, edit, or delete a statistical category.
    User Statistical Categories Code Table
    The Statistical Categories/Types link appears on the User Management configuration page only if at least one statistical category and at least one category type are defined

    Mapping Statistical Categories to Types (Step 3)

    You map statistical categories to types on the Statistical Categories/Types mapping table (Administration > User Management Configuration > Configuration > User Management > User Details > Statistical Categories/Types), locate the Create a New Mapping Row section at the bottom of the page. For more information about mapping tables, see Mapping TablesMapping Tables. You can add, edit, or delete mappings, and you can enable or disable them.
    You can map a category to more than one type.

    Selecting Statistical Category Types to Appear in Analytics (Step 4)

    You select the (up to) five types of statistical category types that you want to make available in Analytics on the Analytics User Statistics code table (Administration > Analytics > Configuration Menu > General ConfigurationAnalytics > Analytics Objects > Analytics User Statistics). For more information about code tables, see Code TablesCode Tables. Select (up to) five types in the Description column. You can also enable and disable a row.
    Analytics User Statistics

    Configuring User Titles

    To configure user titles, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can configure user titles (honorifics), such as Mr., Prof., and so forth. User titles are available when adding or editing users (see Adding Users and Editing Users). Titles are also available for Alma letters and printouts.
    You configure user titles on the User Titles code table (Administration > User Management Configuration > Configuration > User Management > User Details > User Titles). For more information about code tables, see Code TablesCode Tables.
    User Titles Code Table
    You can add, edit, and delete titles. You can select the order they appear in the drop-down list and the default selected title.

    Configuring Library Notices Opt-In

    To configure library notices opt-ins, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    For patrons who do not want to receive certain library notifications, an administrator can opt these patrons out of these notifications. You can disable these notifications at the individual patron level (see Selected Patron Letters in Adding Users), or groups of patrons using SIS feeds or bulk user updates, according to library policies. You can also allow patrons to opt out of specific notices through the current Primo interface, without library intervention.
    You configure which notifications can be opted out of on the Library Notices Opt In mapping table (Administration > User Management Configuration > Configuration > User Management > User Details > Library Notices Opt In). For more information about mapping tables, see Mapping TablesMapping Tables.
    User Title Configuration Table
    You can enable/disable the ability to opt users out of following notifications. For more information about the individual letters, see Configuring Letters Overview.
    • Activity Reports - FulUserBorrowingActivityLetter
    • Courtesy Letters - FulUserLoansCourtesyLetter
    • Loan Status Letters - FulItemChangeDueDateLetter
    • Recall Letters - FulItemChangeDueDateLetter
    • Recall Cancellation Letters - FulItemChangeDueDateLetter
      Notifications that use this letter (FulItemChangeDueDateLetter) with the letter type appended use the same letter template while they run for each data type (such as a Recall or Cancel Recall).
    • Overdue Notices - FulUserOverdueNoticeLetter
    • Fines\Fees Notification Letter - FulFinesFeesNotificationLetter
    If the ability to opt in/opt out for a letter is enabled, select True or False in the Opt in by default column to configure whether users are opted into/out of the letter by default. True means that users are opted in by default.
    Changes made to this table have no effect on existing users. Only new users are affected. To change existing users, see Selected Patron Letters in Adding Users.
    For more information about Library Notices Opt-ins, see the Patron Opt Out for Selected Notices video (2:56).