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    Configuring the Institution and Its Libraries

    Translatable
    An institution contains libraries. Optionally, you can organize your institution by campuses, in which case you associate your libraries to campuses and then restrict certain processes and resources according to campus. For more information, see Organizational Topologies. To manage campuses, see Configuring Campuses.
    The library's infrastructure includes all of its physical locations and supporting systems, which includes physical locations of resources (for example, shelves/stacks of books or remote storage), circulation desks, self-check in machines, and printers.
    Libraries within an institution or campus may be configured to have relationships where they enable patrons to check in or check out resources at another location, send items back and forth, or acquire (purchase) items on behalf of each other. If a library is configured to do this for libraries at other institutions (and not only within the institution), it is known as a resource sharing library.
    Ex Libris works with you to initially configure your institution. After the initial configuration, you may need to add or edit elements to your library infrastructure, as follows:
    Note that you can configure libraries, campuses, or printers in any order, associating one entity with the other as you create them. For instance, you can either a) create a library and then create a campus and add the library to the campus, or b) create the campus and then create the library and add the campus to the library.

    Configuring General Institution Information

    To manage general institution information, you must have the following role:
    • General System Administrator
    You manage general information about institutions and libraries on the pages at Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information.
    Organization Unit Details (Institution) Page
    You are assigned a customer code and an institution code from Ex Libris. You configure your own library codes.
    The Base URL is your institution-specific domain name assigned to you by Ex Libris. If you are not already using this domain name and want to start using it, see Configuring Alma and Primo to Use Your Institution-Specific Alma Domain. For general information on Alma domain names, see Your Alma Domain Names.
    The Organization Unit Details page contains the following tabs:
    • Summary (Organization Unit Details (Institution) page) – The general details of the institution.
    • Libraries (List of Libraries page) – The details of the libraries in the institution. See Adding a Library and Editing a Library.
    • Contact Information (Organization Unit Contact Information page) – The contact information for the institution, including physical addresses, phone numbers, and email addresses. See Managing Institution/Library Contact Information.
    • Calendar Management (Calendar Management page) – Configure the hours during which the institution is open or closed. See Managing Institution/Library Open Hours.
    You can edit the name and description of the institution.
    To update this information in Primo, see Configuring the Primo Institution.
    To edit the institution’s general details:
    1. On the Organization Unit Details (Institution) page (Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Summary tab), modify the name (mandatory) and description (optional) of the institution.
    2. Select Serves Other Institutions if this library will accept pickups/returns at their location for other institutions. This field only appears if you have set up a fulfillment network; see Requesting an Item for Pickup Anywhere in the Network.
    3. Click Save.
    4. On the Organization Units Relations Setup (Institution) page (Administration > General Configuration > Configuration Menu > General > Libraries > Relationships), add the libraries for which the institution handles acquisitions (rather than the library making its own purchases). For more information, see Adding Library Relationships.

    Adding a Library

    To add a library, you must have the following role:
    • General System Administrator
    You add libraries on the List of Libraries page (Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Libraries tab).
    List of Libraries Page
    The organizational structure of the institution appears in the Path field in header and the organizational structure of each library appears in the Path column in the table. The path contains the customer code, institution code, and library code. For example, if your customer code is TRAIN_1, your institutional code is TRAIN_1_INST. If your library code is GRAD, the path is TRAIN_1.TRAIN_1_INST.GRAD.
    You can add, edit, or delete a library on this page. For information on editing library information, see Editing a Library.
    To update this information in Primo, see Viewing and Exporting the Alma Libraries.
    To add a library:
    1. On the List of Libraries page, click Add a Library. The Add an Organization Unit page appears.
    2. Enter a name, code, and (optionally) description for the library.
      For information on the other fields, see Editing a Library. For now, ignore these fields.
    3. Click Save. The library is saved.
    To delete a library:
    Select Actions > Delete in the row actions list for the library that you want to delete, and click Confirm in the confirmation dialog box.
    You cannot delete a library if it has circulation desks, service units, or requests associated with it.

    Editing a Library

    To edit a library, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You edit a library on the Organization Unit Details (library) page:
    • As a General System Administrator: Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Libraries tab and click Actions > Edit in the row actions list.
    • As a Fulfillment Administrator (or General System Administrator): Fulfillment > Fulfillment Configuration > Configuration Menu > (ensure that the library is selected in the You are Configuring drop-down list) > General > Library Management > Library Details.
    Organizational Unit Details (Library) Page
    To edit a library:
    1. On the Organization Unit Details (Library) page, change the name and description of the library, if required.
    2. Select a Default location for acquisitions from the list of locations. This is the default location in which items/holdings are created when a physical PO line is created for the library. If this is not defined, item/holdings are not automatically created and must be added manually.
    3. Select the Campus to which to associate the library. See Managing Campuses.
    4. Select a default Proxy profile. See Resolver Proxies.
    5. To configure the library as a resource sharing library, see Configuring Parameters of a Resource Sharing Library.
    6. If your institution is configured to use Calculate on the Physical Item Editor page to create alternative and temporary item-level call numbers, the Disable Item Call Number Calculation field appears. Select this field to restrict library-level prefix matching. Selecting this forces call number calculations to be based on institution-level prefixes/configurations. See Updating Item-Level Information for more information.
    7. Click Save when you are done.
    See the other sections on this page for additional library configuration options.

    Configuring IP Ranges for a Library

    To configure IP ranges for a library, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    You configure IP ranges for a library on the IP Definitions (library) page:
    • As a General System Administrator: Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Libraries tab, click Actions > Edit in the row actions list and select the IP Definitions tab.
    • As a Fulfillment Administrator (or General System Administrator): Fulfillment > Fulfillment Configuration > Configuration Menu > (ensure that the library is selected in the You are Configuring drop-down list) > General > Library Management > Library Details; select the IP Definitions tab
    IP Definitions (Library) Page
    The IP ranges identify a patron's location when considering resource availability and when holdings by location in a Locations Ordering Profile (see Configuring the Order of Primo Search Results). If the library is associated with a campus, the IP ranges must fall within the IP ranges of the campus; see Editing a Campus.
    If no IP ranges are defined, a warning message "Library is missing IP definition" appears.
    To add an IP address range to a library:
    1. On the IP Definitions page, click Add IP Definition. The Add IP Definition dialog box appears.
      Add IP Definition Dialog Box
    2. Select an IP Version from the drop-down list and enter the matching IP address, IPv4 or IPv6.
    3. In IP Match Criteria, enter the IP range or a single IP address. For example, for an IPv4 range use decimal format A.B.C.D-A.B.C.D, such as 192.1.1.1-192.255.255.255.
    4. Click Add and Close. The new IP range is saved.
    You can configure groups with which library resources are associated; see Configuring Inventory Management Groups. You can restrict resources by library or campus on the Electronic Service Editor page; see Adding a Local Electronic Collection.

    Configuring Institution/Library Contact Information

    To configure contact information for an institution or library, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator (library only)
    You configure contact information for an institution or library on the Organization Unit Contact Information page:
    • As a General System Administrator (institution): Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Contact Information tab.
    • As a General System Administrator (library): Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Libraries tab, click Actions > Edit in the row actions list and select the Contact Information tab.
    • As a Fulfillment Administrator or General System Administrator (library): Fulfillment > Fulfillment Configuration > Configuration Menu > (ensure that the library is selected in the You are Configuring drop-down list) > General > Library Management > Library Details; select the Contact Information tab.
    Organization Unit Contact Information (Library) Page
    You can add, edit, duplicate, or delete physical addresses, phone numbers, and email addresses. The contact information for libraries and institutions is the same as it is for users (see Managing User Contact Information).
    To add contact information for a library or institution:
    1. Click Add Address, Add Phone Number, or Add Email Address. The relevant Add dialog box appears.
      Add Address
      Add Phone Number
      Add Email Address
    2. Enter the contact information, as required. Fields marked as mandatory must be entered.
      • The address types (Billing, Patron communications, Primary, Shipping) and the email types (which are the same as the address types + Claim response) are for informational purposes only, except in the following cases:
        • The Shipping address type is mandatory for ISO enabled resource sharing libraries. When an ISO request is sent, it includes the Shipping address as the address to which the request should be shipped. The lender, when shipping digitally, ships to this address.
        • When a claim notification is sent to the vendor by email, if the organization unit (owning library) has a Claim Response email type, this email is used in the claim notification email's From address. For detailed information, see Communicating with Vendors.
      • Alma uses the email address that is marked as the preferred email address.
    3. Click Save.
    To edit information, click Actions > Edit in the row actions list and follow the procedure for adding information.
    To delete information, click Actions > Edit in the row actions list and click Confirm in the confirmation dialog box.
    Note that editing or deleting information has no effect on any Alma configurations that already include this information.

    Configuring Institution/Library Open Hours

    To configure calendar information for an institution or library, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator (library only)
    In addition, Ex Libris can enable the following roles to perform configure calendar information for a library (contact Ex Libris support to enable this).
    • Circulation Desk Manager
    • Circulation Desk Operator
    • Circulation Desk Operator Limited
    • Requests Operator
    You configure open and closed hours for an institution or library on the Calendar Management page:
    • As a General System Administrator (institution): Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Calendar Management tab.
    • As a General System Administrator (library): Administration > General Configuration > Configuration Menu > General > Libraries > Add a Library or Edit Library Information; select the Libraries tab, click Actions > Edit in the row actions list and select the Calendar Management tab.
    • As any of the roles listed above (library): Fulfillment > Fulfillment Configuration > Configuration Menu > (ensure that the library is selected in the You are Configuring drop-down list) > Fulfillment > Library Management > Opening Hours.
    Calendar Management (Institution)
    Libraries inherit events and exceptions from the institution. However, libraries do not inherit institution opening hours; opening hours must be defined for each library.
    When you make changes on this page, the changes are applied when the Apply Calendar Changes job runs; see Viewing Running Jobs and Viewing Completed Jobs.
    • The library opening and closing hours affect loan due dates. Due dates do not have to match the actual hours at which the library is physically open or closed. For example, you can configure the library closing time (as far as loans are concerned) in Alma to be 6:00 PM even if the library physically closes later in the evening.
    • After changing calendar information, loan due back dates might change; see the Loans – Due Date Correction after Calendar Change job in Viewing Scheduled Jobs.
    • If you configured overdue fine policies that take open days into account (Unit of measurement is either Open Days, Exact Open Days, or Open Hours), changing a library’s open/closed hours may affect fines that accrue for overdue items.
    To add calendar hours to a library or institution:
    1. On the Calendar Management page, click Add Record. The Add Record dialog box appears. All fields are mandatory, unless noted.
      Add Record Dialog Box
    2. In Record type, select the type of operating hours to add:
      • Event – Special dates, such as the end of the year, the end of the semester, or an exhibition. Institution events appear in library calendars, but do not indicate whether the library is open or closed.
      • Exception – Exceptions for open/closed dates and times, such as holidays.
      • Standard Operating Hours – Regular dates and times during which the institution or library is open, based on a day of the week.
      You can only define one Standard Opening Hours for a given time period. To define alternative opening hours for specific days, such as holidays, define Exception records. For example, if the library is generally open on Mondays from 9:00-19:00, but on the first Monday in July there is a national holiday and the library is open only from 12:00-17:00, define two Exception records for this day, one for 9:00-12:00 and the other for 17:00-19:00.
    3. Enter the following details:
      • Event:
        • Whether the event recurs. and, if so, a) the recurrence type, weekly or yearly; for weekly, the day of the week, and b) the date until which the record is valid.
        • The day of the week – for recurring events only (required)
        • A description
        • The date and time (time is optional)
      • Exception:
        • Whether the exception is that the library is open or closed outside of normal hours.
        • The day of the week (optional)
        • A description (optional)
        • The dates between which the exception is valid
        • The hours for which the exception applies
      • Standard operating hours (indicating that the library is open):
        • The day of the week
        • The hours
      To extend the "valid to" date for standard opening hours, edit the record and simply click Save without making any changes. The "valid to" date is automatically set to the current date + 3 years.
    4. Click Add and Close.
    5. Click Apply Changes to apply your changes. Alma runs the Apply Calendar Changes job.
    6. Click Save to save all records.
    To edit a record, click Actions > Edit in the row actions list and follow the procedure for adding a record.
    To delete a record, click Actions > Edit in the row actions list and click Confirm in the confirmation dialog box.
    To view hours and events in calendar form, click Full Calendar. A calendar appears. Click the miniature calendar on the left to view a specific day, week, or month. Events and closed hours appear highlighted on the calendar. Click Back to close the calendar.
     

    Configuring Campuses

    To configure campuses, you must have the following role:
    • General System Administrator
    Libraries can be associated with campuses, enabling you to manage certain services according to campus, rather than by individual library.
    You define IP ranges for campuses like you do for libraries. This is used to identify the user's current location when considering resource availability and when configuring holdings by location in a Locations Ordering Profile (see Configuring the Order of Primo Search Results).
    You configure campuses on the Campus List page (Administration > General Configuration > Configuration Menu > General > Libraries > Define Campuses).
    Campus List Page

    Adding a Campus

    After adding a campus, you can edit the campus to associate it with libraries or an IP range. See Editing a Campus.
    To add a new campus:
    1. On the Campus List page (Administration > General Configuration > Configuration Menu > General > Libraries > Define Campuses), click Add Campus. The Add Campus dialog box appears.
      Add Campus Dialog Box
    2. In the Code field, enter a campus code.
    3. In the Name field, enter a campus name.
    4. Optionally, in the Description field, enter a campus description.
    5. In the Proxy field, select a proxy (see Resolver Proxies).
    6. Click Add and Close to add the new campus.

    Editing a Campus

    You can edit a campus' details, associated libraries, and IP range.
    To edit a campus:
    1. On the Campus List page (Administration > General Configuration > Configuration Menu > General > Libraries > Define Campuses), select Actions > Edit in the row actions list for the campus record. The Campus page appears.
      Campus Page
    2. In the General Details tab, edit the campus information, as required. For details on these fields, see Adding a Campus.
    3. In the Served Libraries tab (the Served Libraries page), attach or remove libraries to the campus.
      Served Libraries Page
      • To attach a library to the campus, select a library from the Search Library list and click Attach Libraryclick Attach Library, select a library, and click Attach. You can also attach a library to a campus when editing the library; see Editing a Library.
        A library can be associated with only one campus.
      • To remove a library, click Remove in the row actions list and click Confirm in the confirmation dialog box.
    4. In the IP Definitions tab, configure the IP ranges that identify workstations associated with the campus. The IP range of a campus must include all libraries associated with the campus; see Managing IP Definitions for a Library.
      You can configure groups with which campus resources are associated; see Configuring Inventory Management Groups. You can restrict resources by library or campus on the Electronic Service Editor page; see Adding a Local Electronic Collection.
    5. Click Save.