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    Running Manual Jobs on Defined Sets

    Translatable
    To run a manual job, you must have roles that enable you to a) access the Run a Job – Select a Job to Run page, and b) run the job.
    To access the page, you must have one of the following roles:
    • Acquisitions Administrator
    • Catalog Administrator
    • Catalog Manager
    • Digital Inventory Operator
    • Digital Inventory Operator Extended
    • Fulfillment Administrator
    • General System Administrator
    • Purchasing Manager
    • Purchasing Operator
    • Repository Administrator
    • Repository Manager
    • Repository Operator
    • Requests Operator
    • User Administrator
    • User Manager
    Only jobs enabled for your one of your roles appear in the list of jobs. See the table below for the required roles for each job.
    This section presents how to run a job manually on a defined set of objects, such as a list of PO lines or physical items.
    To run a job on a set:
    1. If there are no sets defined or if you require a specific set for the job you are running, you must first define the set. For information on defining sets, see Managing Search Queries and Sets.
    2. On the Run a Job – Select Job to Run page (Administration > Manage Jobs and Sets > Run a Job), find the job you want to run. Note that each job requires you to have a certain role to view the job in the table; see Manual Jobs and Their Relevant Parameters.
      Run a Job - Select Job to Run Page
      For each job, the following information appears:
      Run a Job – Select Job to Run Page Columns
      Name Description
      Name The name of the job.
      Description A description of the job.
      Content Type The type of set that the job processes. For example, physical titles, digital titles, bibliographic records, and so forth.
      Type The type of request or job that runs (for example, export, move items, or requests).
    3. Select a job and click Next.
      The Run a Job - Select Set page appears.
      Run a Job - Select Set Page
    4. Select a set and click Next.
      If there are parameters to set, the Run a Job - Enter Task Parameters page appears. If there are no parameters to set, the workflow skips this page.
      Run a Job - Enter Task Parameters (Example) Page
      The number of members in the set that you selected in the last step appears on this page. Verify that this number is similar to what you expected based on the selected set.
      Enter the required parameters. To see the parameters required to configure for each job, see Manual Jobs and Their Relevant Parameters.
    5. Click Next. The Run a Job - Review and Confirm page appears.
      Run a Job - Review and Confirm (Example) Page
    6. Optionally enter a more descriptive job name to replace the default one. The name identifies this job for editing and monitoring.
      • The number of members in the set that you selected in the last step appears on this page. Verify that this number is similar to what you expected based on the selected set.
      • For more information on the API Information section, see the Developer's Network documentation.
    7. Review the job information and:
      • Click Submit and click Confirm in the dialog box to run the job.
      • Click Back to go back and correct any information that you entered.
        When you click Back, you are taken back one page at a time. You can click Back on any page to go back to the previous page.
      • Click Cancel to delete what you entered and return to the home page.

    Manual Jobs and Their Relevant Parameters

    The following table lists the available manual jobs that can be run on defined sets. To run the job you must have one or more of the roles in the Roles column.
    Manual Jobs By Content Type
    Name Content Type (set type) Type Description and Parameters Roles
    • Cnmarc Set Authority Records Cataloging Level
    • Set Authority Records Cataloging Level
    • Unimarc Set Authority Records Cataloging Level
    Authority MMS
    • CNMARC authority normalization
    • MARC 21 authority normalization
    • UNIMARC authority normalization
    Assign cataloging level to bibliographic records.
    Catalog Manager, Catalog Administrator
    Delete Local Authority Records Authority MMS Withdraw Deletes local authority records that are not locked for editing. Disconnects the related bibliographic records from the deleted authority records.
    Parameters:
    There are no parameters to define.
    Catalog Manager, Catalog Administrator
    Export Authority Records Authority MMS Export Exports local authority records. Note that your environment must be configured to support the management of local authorities. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    Catalog Manager, Catalog Administrator, Cataloger
    * user-defined authority normalization jobs Authority MMS
    Marc 21 authority normalization
    UNIMARC authority normalization
    CNMARC authority normalization
    Alma provides support for creating jobs that make global Drool-based normalization rules changes to locally managed authorities. For more information, see Performing Global Changes on Locally Managed Authority Records.
    Parameters:
    Select the Drools file key.
    Catalog Manager, Catalog Administrator
    Add Reminders Bibliographic title Metadata Management Adds reminders to bibliographic records. See Working with Reminders for more information. For the job report, see Add Reminders Job Report. Cataloger, Cataloger Extended
    Delete Bibliographic Records Bibliographic title Withdraw Deletes bibliographic records. See Deleting Sets of Bibliographic Records.
    Bibliographic records with associated PO lines will not be deleted.
    The Excel file that can be downloaded identifies the records with PO lines.
    Records with PO Lines Identified in the Excel File
    Parameters:
    Select whether or not to delete:
    • Records that are related to other records
    • All associated inventory resources
    The job report is limited to 10,000 records. If there are more than 10,000 records for the report to handle, the following report error is generated: The report was not generated due to the number of records required to be calculated.
    There is a known issue that, when a record is deleted, the headings associated with the record are still available when browsing bibliographic headings.
    Catalog Manager, Catalog Administrator
    Export Bibliographic Records Bibliographic title Export Exports bibliographic or metadata records to the user’s PC or FTP site. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    • Physical format (binary or XML)
    • Output format – When you have more than one active registry such as UNIMARC and MARC 21, specify your preferred output format for the export. If your set contains UNIMARC records, and you select MARC 21 as the output format, Alma converts the records to the MARC 21 format. If your set contains a combination of UNIMARC and MARC 21 bibliographic records, Alma converts the records (the UNIMARC ones or the MARC 21 ones, depending on the output format that you selected) to the output format that you select.
    • Number of records in file
    • Expand routine (currently supports only Add Holdings Information)
    • Export folder (Private or Institution; see Viewing Files Exported Using Export Jobs)
    • FTP configuration (see Configuring S/FTP Connections)
    • FTP sub-directory
    Catalog Manager, Catalog Administrator, Cataloger
    Identify records that are not used in the Network Bibliographic title Metadata Management
    Identifies bibliographic records that are not used. Select a titles set (All titles, physical titles, electronic titles, and/or digital titles) and any additional criteria according to the parameters to identify what is meant by "unused". The identified records are places in a new set.
    This job must be run from your Network Zone.
    Parameters:
    • Output set name - The name of the new set to create containing the unused records.
    • Records with no inventory (always selected, so no checkbox appears).
    • Records that are not associated with collections
    • Records that are not associated with PO lines
    • Records with no resource requests
    • Records with no resource sharing lending requests
    • Records with no reading list citations
    • Records that are part of a boundwith relation - Clear this checkbox to exclude records that are bound with other records; see Configuring Related Records for Physical Inventory.
    Catalog Manager, Catalog Administrator
    Identifying Brief Level Bibliographic title Management Tags Calculates the brief level of records. For more information, see Working with Brief Record Levels. Catalog Manager, Catalog Administrator
    Link a Set of Records to the Network Zone Bibliographic title Metadata Management Link local records to records in the Network Zone. See Copying and/or Linking Local and Network Zone Bibliographic Records.
    Parameters:
    • Serial/Non Serial match method – To perform matching on the records, select one of the matching methods. See the matching parameters and options below. Leave these parameters blank to contribute all records to the Network Zone.
      Serial / Non Serial Matching Parameters
      Parameter Options
      Serial match method
      • 024 / 035 Match Method
      • 001 To MMS_ID Match Method
      • ISSN Match Method (exact subfield match)
      • ISSN / 024 / 035 Match Method
      • ISSN (exact subfield match) / 024 /035 Match Method
      • Unique OCLC Identifier Match Method
      • ISSN Match Method
      • LCCN Serial Match Method
      • 035 (Other System Identifier) Match Method
        New for August! When you select this option, you may also specify a prefix (in the System Identifier Parameter) upon which to match records.
      • Fuzzy Serial Match Method
      Non Serial match method
      • 024 / 035 Match Method
      • 001 To MMS_ID Match Method
      • ISBN Match Method (exact subfield match)
      • ISBN / 024 / 035 Match Method
      • ISBN (exact subfield match) / 024 /035 Match Method
      • Unique OCLC Identifier Match Method
      • ISBN Match Method
      • LCCN Match Method
      • 035 (Other System Identifier) Match Method
        New for August! When you select this option, you may also specify a prefix (in the System Identifier Parameter) upon which to match records.
      • Fuzzy Serial Match Method
      These matching parameters and options are similar to the ones used for import. See Match Methods – Explanations and Examples for more information.
    • Contribute IZ records – Select this parameter to contribute non-matching records only. If you are not performing matching, you must select this parameter; and all records are contributed to the Network Zone.
    Catalog Manager, Catalog Administrator
    • MARC21 Bib Initial Normalization
    • UNIMARC Bib Initial Normalization
    Bibliographic title
    • Marc 21 Bib normalization
    • UNIMARC Bib normalization
    Runs a set of normalization tasks on a set of bibliographic records. See Configuring Cataloging.
    (When configuring cataloging, this job is run on records imported using an import profile.)
    Catalog Manager, Catalog Administrator
    • MARC21 Bib normalize on save
    • CNMARC Bib normalize on save
    • KORMARC Bib normalize on save
    • UNIMARC Bib normalize on save
    Bibliographic title
    • Marc 21 Bib normalization
    • CNMARC Bib normalization
    • KORMARC Bib normalization
    • UNIMARC Bib normalization
    Runs a set of normalization tasks on a set of bibliographic records. See Configuring Cataloging.
    (When configuring cataloging, this job is run when a record is saved.)
    Catalog Manager, Catalog Administrator
    • MARC21 Bib Resequence
    • CNMARC Bib Resequence
    • KORMARC Bib Resequence
    • UNIMARC Bib Resequence
    Bibliographic title
    • Marc 21 Bib normalization
    • CNMARC Bib normalization
    • KORMARC Bib normalization
    • UNIMARC Bib normalization
    Runs a set of normalization tasks on a set of bibliographic records. See Configuring Cataloging.
    (When configuring cataloging, this job is run when resequencing records.)
    Catalog Manager, Catalog Administrator
    • MARC21 Bib Resequence and Clear Empty Fields
    • CNMARC Bib Resequence and Clear Empty Fields
    • KORMARC Bib Resequence and Clear Empty Fields
    • UNIMARC Bib Resequence and Clear Empty Fields
    Bibliographic title
    • Marc 21 Bib normalization
    • CNMARC Bib normalization
    • KORMARC Bib normalization
    • UNIMARC Bib normalization
    Runs a set of normalization tasks on a set of bibliographic records. See Configuring Cataloging.
    (When configuring cataloging, this job is run when resequencing records and clearing empty fields.)
    Catalog Manager, Catalog Administrator
    • Set Bib Records Cataloging Level
    • Cnmarc Set Bib Records Cataloging Level
    • Kormarc Set Bib Records Cataloging Level
    • Unimarc Set Bib Records Cataloging Level
    Bibliographic title
    • MARC 21 Bib Normalization
    • CNMARC Bib normalization
    • Kormarc Bib normalization
    • UNIMARC Bib normalization
    Assign cataloging level to bibliographic records.
    Parameters:
    Select the cataloging level for the records.
    Catalog Manager, Catalog Administrator
    Suppress Bib Records from Discovery Bibliographic title MARC 21 Bib Normalization Marks bibliographic records as suppressed or non-suppressed from discovery (Primo, Primo Central, and Google Scholar).
    Parameters:
    Select whether or not to suppress from discovery.
    Catalog Manager, Catalog Administrator
    Synchronize Bib Records with External Catalog Bibliographic title MARC 21 Bib Normalization Marks bibliographic records for synchronization or no-synchronization with an external catalog (OCLC).
    Parameters:
    Select whether or not to synchronize the records (or only the holdings) with an external catalog.
    Catalog Manager, Catalog Administrator
    Synchronize MMS with National Catalog Bibliographic title MARC 21 Bib Normalization Marks whether records should be published to Libraries Australia (by the Upload Holdings to Libraries Australia job). For information, see Publishing to Libraries Australia.
    Parameters:
    Select to publish or suppress the bibliographic records.
    Catalog Manager, Catalog Administrator
    Unlink a set of records from the Network Bibliographic title Metadata Management
    Unlinks bibliographic records identified by a specified a set (All titles, Physical titles, Electronic titles, or Digital titles) from the Network Zone.
    This job takes no parameters.
    For more information on unlinking a set of records from the Network Zone, see the Unlink a Set of records from the Network video (1:47 mins).
    Catalog Administrator
    Unlink Bib Records from Authority Records Bibliographic title Metadata Management Unlinks bibliographic records that have been authorized/linked to Community Zone records so that institutions wanting to implement local authorities can subsequently authorize/link those same bibliographic records to local authority records.
    This job takes no parameters.
    Catalog Administrator
    * user-defined MARC 21 bibliographic record normalization jobs Bibliographic title MARC 21 Bib Normalization Alma provides support for creating jobs that make global Drool-based normalization rules changes to locally managed bibliographic records. For more information, see Working with Normalization Processes.
    Parameters:
    Select the Drools file key.
    Catalog Manager, Catalog Administrator
    Import CZ Records from CN/NZ Members Task CN import Community Zone member (internal) Import Harvest Community Zone linked electronic records from members in a Network Zone, and display these records in the Network Zone as linked to the Community Zone. See the publishing jobs below in Publishing Bulk. Also, see Copying and/or Linking Local and Network Zone Bibliographic Records for more information. Catalog Manager
    Thumbnail Generation Digital file Thumbnail Generate a thumbnail for each digital file in a set.
    Parameters:
    • Add (default) - Generated thumbnails are added where no thumbnail exists.
    • Add and Overwrite - Generated thumbnails are added for all files in the set. If one already exists, it is overwritten with a generated thumbnail.
    • Delete - Thumbnails are removed for all files in the set.
    Thumbnail auto-generation is limited to files under 500MB.
    Digital Inventory Operator, Collection Inventory Operator
    Export Digital Titles Digital title Export Export digital bibliographic records with details about the files and their storage location. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    • Target Format - select one of the following options:
      • No Conversion - no conversion is performed
      • OAI DC - the exported records are converted to OAI DC format
    • Bibliographic record formats to include - select the format of the records in the set that you want to export. The formats available depend on your configuration settings.
    • Number of records in file
    • Export folder (Private or Institution; see Viewing Files Exported Using Export Jobs)
    • FTP configuration (see Configuring S/FTP Connections)
    • FTP sub-directory
    Digital Inventory Operator, Digital Inventory Operator Extended
    Global Representation Changes
    Digital title Information Update Implement global changes to the representations in a set of digital titles.
    Parameters:
    Under the Apply Only For section, indicate the criteria to determine for which representations you want the changes to apply. The following criteria are available:
    Under the Change Fields section, select the parameters to indicate the changes that you want to be made to the representations. The following parameters are available:
    • Usage Type
    • Library
    • Label. You can select a condition for this field.
    • Public Note. You can select a condition for this field.
    • Entity Type
    • Access Rights Policy
    • Linking Parameters 1-5
    • Add Note
    • All of the Apply only for parameters must match for a representation to be handled.
    • The Condition drop-down list is available for the Label and Public Note fields. If a condition does not apply, only that specific field change is ignored, but the rest of the fields are changed.
    • You can delete public notes by selecting the Public Note field and leaving it empty.
    Digital Inventory Operator, Digital Inventory Operator Extended, Repository Manager, Repository Administrator
    Cancel Physical Items Requests Physical item Request Cancels open requests for physical items.
    Parameters:
    Provide a cancellation reason and a note, as required.
    Select whether to cancel only requests that are still in the pickup stage.
    Fulfillment Services Manager, Fulfillment Administrator
    Change Loan to Claimed Returned Physical item Loan Updates item loan status to claimed returned.
    There are no parameters to set.
    Circulation Desk Manager, Fulfillment Administrator, Repository Manager
    Change Holding Information Physical item Information Update Updates holdings information for physical items or physical titles. For more information, see Performing Global Changes on Holdings Records and the surrounding sections.
    Parameters:
    • Apply only for library/location – Apply changes to items located at a specific library/location only. You must specify both or neither of these fields.
    • Update call number from bibliographic record – Whether to globally update the call numbers using the values stored in the bibliographic records.
    • Correct the data using normalization rules
    • Tag records for publishing – Whether to publish or suppress records to external discovery systems, including Primo.
    Physical Inventory Operator, Repository Manager, Repository Administrator
    Change Physical Items Physical item Information Update Updates item information for physical items or physical titles. For more information, see Performing Global Changes on Physical Item Records.
    Parameters:
    The parameters (mostly) correspond to the options available on the Physical Item Editor tabs that can be accessed by doing a repository search for physical items and clicking Edit for one of the items in the search results list. For more information, see Using the Repository Search Results ListRepository Search Results and Updating Item-Level Information.
    Select the check box at the beginning of each row for which you want to make a change.
    For each parameter (other than the Change location fields parameters), select if the change is to occur:
    • Unconditionally
    • Only if the field is empty
    • Only if the field is not empty
    • The Change type field (changing the temporary or permanent location) affects only the Change location fields section and not the Change other fields section.
    • If you select Remove temporary library and location, you must also select Remove temporary item indication; or you will receive an error message in the job report.
    • When an item changes location and a new holdings record is created, the old holdings record is deleted if no other items are attached to it.
    • The Item policy field can be used to change the item policy for the item’s permanent location, not for its temporary location.
    • Items are updated as missing only if the status is empty (if the parameter is set accordingly) or if the item is defined as Technical (migration).
    • For the Note fields, the Note content is deleted and replaced when you select to change a note Unconditionally or Only if the field is not empty. The Note field content that you specify in one of the Note fields does not append to the existing note content; it replaces the note content.
    Physical Inventory Operator, Repository Manager, Repository Administrator
    Close Lost Loans Physical item Loan Closes lost loans.
    All items in the fulfillment set are closed (even if they are not marked as Lost).
    This job closes both paid and unpaid lost loans, but does not delete the item associated with the loan. Any fines or fees associated with the loan remain on the patron's record.
    If a lost loan is returned after the loan has been closed, the Lost Item Replacement Fee Refund Ration policy is not invoked; rather, any credit due for the returned loan must be applied manually to the patron's record.
    After running this job, the item’s job type changes to Missing.
    Parameters:
    There are no parameters to configure.
    Circulation Desk Manager, Fulfillment Administrator, Repository Manager (with institution-level scope)
    Create Physical Item Move Requests Physical item Information Update Updates item information and initiates moving physical items to a new location.
    Parameters:
    • New library (required)
    • New location (within New Library, required)
    • Change Type (permanent/temporary, required)
    • New Item Policy
    • Sent from library
    • Sent from deck
    • Print Transit Letter: Whether to print a transit letter
    Physical Inventory Operator, Repository Manager, Repository Administrator
    Create Physical Item Work Orders Physical item Request Creates a work order request for physical items.
    Parameters:
    • Work order type (required)
    • Department (required)
    • Whether to mark the items as Do not pick up from shelf.
    Fulfillment Services Manager, Fulfillment Administrator
    Export Physical Items Physical item Export Exports physical items from any title-level set. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    Physical Inventory Operator, Receiving Operator, Repository Manager, Repository Administrator
    Export Physical Items Labels Physical item Export Exports physical item labels for printing. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    • Output format (XML)
    • Export folder (Private or Institution; see Viewing Files Exported Using Export Jobs)
    • Template (00, 01, or other configured by your institution to designate printing a spine label or printing a barcode)
    Physical Inventory Operator, Receiving Operator, Repository Manager, Repository Administrator
    Rebuild Item Description Physical item Information Update Generates descriptions based on templates that include enums/chrons, item forms, and rules.
    Parameters:
    There are no parameters to define.
    Physical Inventory Operator, Repository Manager, Repository Administrator
    Withdraw Items Physical item Withdraw Validates that the items in the selected physical titles or physical items set are eligible for deletion (for example, they are not on loan or linked to an active PO line) and deletes them. For more information, see Deleting Physical Items (Withdrawals).
    Parameters:
    • Select one of the following options to apply to holdings without items:
      • Keep holdings and bibliographic records
      • Delete holdings; delete bibliographic records that have no other holdings
      • Suppress holdings from publishing; suppress bibliographic records that have no other holdings from publishing
      • Delete holdings; suppress bibliographic records that have no other holdings from publishing
    • Select whether to not withdraw items with active requests
    • Select whether to not withdraw items with nonactive requests in the queue
    • Select whether to not withdraw items with work orders
    If this job is run on a set of physical titles, the items in the set are withdrawn even if the Keep holdings option is selected and regardless of whether the same bibliographic record has multiple holdings records in different libraries. If this job is run on a set of physical Items, only the specific items in the set are withdrawn. Even if a bibliographic record has multiple holdings records in different libraries and each holdings record has items, only the items that are in the selected physical items set are withdrawn. Other items are not withdrawn.
    When running the Withdraw items job, Alma checks to determine whether an item has an open order. Items with open orders are not withdrawn by the Withdraw items job. On the Job Report page, items with open orders are identified in the Number of unmanaged items count and an error message appears in the Report Table section of the Job Report page identifying the specific type of error.
    Physical Inventory Operator Extended, Repository Manager, Repository Administrator
    Cancel Physical Titles Requests Physical title Request Cancels open requests for physical titles.
    Parameters:
    Provide a cancellation reason and a note, as required.
    Fulfillment Services Manager, Fulfillment Administrator
    Delete holdings records with no items
    Physical title Withdraw
    Deletes holdings records with no items (and not linked to a PO line). The job uses a set of bibliographic records (Physical titles) and evaluates the holdings records attached to those bibliographic records for deletion.
    Parameters:
    The following handling options are provided for bibliographic records with no holdings and no items:
    • Do nothing
    • Delete bibliographic records
    • Suppress bibliographic records
    Since the set you use may contain holdings from different libraries and locations, you have the option to select the deletion to be processed for a specific library or library+location.
    For more information on deleting holdings records with no items, see the Delete Holdings Records with No Items video (2:15 mins).
    Catalog Administrator
    Change Electronic Portfolio Information Portfolio Information Update Updates portfolio information for electronic portfolios. For more information, see Performing Global Changes on Portfolios.
    Parameters:
    • Interface name – The vendor name
    • Owner – The owning library
    • Add/Remove “Available For” groups (collaborative networks) – Remove one or more “Available For” group settings
      See the video Assign Available For Groups to a Set of Portfolios Using a Job for information on these fields (7:03 mins).
    • Electronic material type
    • Remove local coverage – Remove all types (date information/embargo) of local coverage
    • License
    • PDA – Associate to a PDA program
    • Delete or replace URL’s prefix/with – Remove or replace the prefix of the URL—for example, from HTTP to HTTPS. For replace, the job attempts to replace the URL in the local field and not in the global field.
    • Enable/Set proxy
    • Available status – Active or Inactive
    • Override public note / authentication note / internal description – Enter new values for these fields
    • Activation / expected activation date
    Electronic Inventory Operator, Repository Manager, Repository Administrator
    Delete Portfolios Portfolio Withdraw Deletes portfolios. For more information, see Deleting Local Portfolios.
    Parameters:
    Select the actions to perform:
    • When the portfolio is linked to an active PO line
    • When the portfolio is linked to an active e-Activation task
    • For handling bibliographic records without inventory
    Electronic Inventory Operator Extended, Repository Administrator, Repository Manager
    Export Electronic Portfolios Portfolio Export Exports electronic portfolios in the following types of sets: electronic portfolio, electronic title, and all titles. The output format of the export file is either the TXT, KBART, or Google Scholar (which is based on the institutional_holding.xsd file) format. Note that only active portfolios are exported, except in the case of a KBART export, in which inactive portfolios are also exported. (The Number of records without active Electronic inventory (skipped) counter in the job report lists the records that were not exported because they are inactive.) To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata.
    Parameters:
    • Output Format – Either Google Scholar XML schema, TXT schema, or KBART schema.
    • Number of records in file – The number of records (not portfolios) to store per output file: One File, 1000, 5000, or 10000. Note that each collection is written to a separate file (according to the KBART standard) even if you select the One File option.
    • Export into folder – Private or Institution (see Viewing Files Exported Using Export Jobs)
    • FTP configuration – The FTP configuration to use (see Configuring S/FTP Connections).
    • Subdirectory – The subdirectory in which the files should be placed for the FTP upload.
    • Add interface name (Google Scholar only) – Whether the portfolio's interface name is included with the record. If the portfolio is part of an electronic collection, the record includes the interface name defined at the electronic collection level.
      When this option is checked, a portfolio with an interface name is exported in the following form:
      <item type="electronic">
      <title>myTitle</title>
      <interface_name>
      myInterfaceName
      </interface_name>
      </item>
      If it does not have an interface name or if this option was not checked,
      the exported record is in the following form:
      <item type="electronic">
      <title>myTitle</title>
      </item>
      For an example of running this job, see How to Export Electronic Portfolios.
    • Export only active portfolios (KBART only) – Select Yes to export only active portfolios (possible with KBART only).
    • Link Resolver base URL (KBART and TXT only) – The base URL for the Alma link resolver in the following format (insert your Primo institution's information where indicated):
      http://<host_server:port>/openurl/<inst_code>/<view_code>?
      If you are unfamiliar with your base URL for the Alma Link Resolver, contact Ex Libris Support for assistance.
      For the KBART schema, all portfolios in the set are exported in the following way, according to the KBART standard:
      • All portfolios belonging to the same e-collection are part of one file.
      • All standalone portfolios that have the same interface attribute are part of another file.
      • All standalone portfolios that do not have an interface attribute are part of a third file.
      The naming convention for KBART files is INTERFACE_COLLECTION_DATE.txt. If the interface or collection name is not available, the system replaces the missing name with MISC.
      For more information about exporting portfolios in .txt format, see the Export Portfolios in .txt Format video (5:36 mins). For more information about exporting portfolios in KBART format, see the Export Electronic Portfolios in KBART Format video (6:03 mins).
    Electronic Inventory Operator, Repository Manager
    • Bib OCLC Republish Set of Titles
    • Holding OCLC Republish Set of Titles
    • Primo Republish Set of Titles
    Publishing Bulk (set type is bibliographic title) Publishing Republishes Alma records. Used, for example, when a library or institution changes its name.
    For more information, see Publishing to OCLC, and Exporting Alma Records to Primo.
    Parameters:
    There are no parameters.
    Catalog Manager, Catalog Administrator
    • Mark Records to be Published by NZ Job
    • Mark Records to be Published by NZ Job (impl)
    Portfolio Publishing Marks records to be published to Primo by the job Network Zone Republish Set of Titles Job.
    Run by a member institution in the Network Zone. The impl job is run in the test environment.
    Parameters:
    There are no parameters to define.
    Catalog Manager, Catalog Administrator
    • Network Zone Republish Set of Titles
    • Network Zone Republish Set of Titles (impl)
    Publishing Bulk (set type is bibliographic title) Publishing Publishes records marked by the job Mark Records to be Published by NZ Job to Primo.
    Run by the Network Zone. The impl job is run in the test environment
    Parameters:
    There are no parameters to define.
    Catalog Manager, Catalog Administrator
    Change PO Lines Status Purchase Order line: See Reviewing PO Lines and Closing, Reopening, and Relinking PO Lines Change PO Lines Status Changes the status of PO lines.
    Parameters:
    Select to cancel, close, or delete the PO lines.
    When canceling or closing, you can select to force the cancel or close of PO lines that have outstanding issues and for which a warning message would be displayed in Alma.
    When closing, you can select to remove tasks from the e-activation task list.
    Only PO lines with one of the following statuses can be closed: Waiting for Invoice, Waiting for Renewal, or Waiting for Manual Renewal.
    Purchasing Operator, Purchasing Manager, Acquisitions Administrator
    Update PO Lines Information Purchase Order line: See Reviewing PO Lines and Closing, Reopening, and Relinking PO Lines Update PO Lines Information Updates PO lines.
    Parameters:
    Select the parameters and conditions by which to update the PO lines. The check box to the left of the field must be selected for the parameter to take effect.
    Select Manual Renewal to have the PO lines appear in the renewals task list (see Processing Renewals) when the material is due for renewal.
    For information on the other parameters, see Manually Creating a PO Line
    This job will perform only allowed updates on the selected PO lines. For example:
    • If a PO line is closed and you cannot perform actions on it using the Alma interface, this job will not be able to perform these actions either.
    • If a PO line has been packaged into a PO, you cannot update the acquisitions method using the Alma interface or this job.
    Purchasing Operator, Purchasing Manager, Acquisitions Administrator
    Update PO Lines Transactions Purchase Order line: See Reviewing PO Lines and Closing, Reopening, and Relinking PO Lines Update PO Lines Transactions Adjusts the PO line allocation percentage between funds, or changes the PO line allocation from one fund to another fund.
    Parameters:
    Select to change the list price or quantity for the PO lines, either unconditionally or if the list price/quantity is empty/not empty. For prices less than 1, enter a leading 0. For example, 0.44, not .44. The PO line's currency type does not change.
    Select whether to release encumbrance amounts that remain after paying the invoice.
    Select to change the PO line allocation percentage between funds, or to change the PO line allocation from one fund to another fund.
    The check box to the left of a field must be selected for the parameter to take effect.
    Purchasing Operator, Purchasing Manager, Acquisitions Administrator
    Update PO Lines Workflow Purchase Order line: See Reviewing PO Lines and Closing, Reopening, and Relinking PO Lines Update PO Lines Workflow Does one of the following:
    • Changes PO lines from Ready to In Review.
    • Reopens closed or canceled PO lines and sets them to In Review.
    • Moves PO lines that are In Review to the next step in the process.
    Parameters:
    Select the workflow stage to which you want to set the PO lines.
    Purchasing Operator, Purchasing Manager, Acquisitions Administrator
    Withdraw Digital Representations Representation Withdraw Deletes remote and local digital objects.
    Parameters:
    Choose whether to delete the bibliographic records, suppress them from publishing, or do nothing. By default, the bibliographic records remain intact in your repository, whether or not you delete the objects.
    Digital Inventory Operator Extended, Repository Manager, Repository Administrator
    Update/Notify Users User Users Updates parameters for users and/or notifies users.
    Only roles that do not contain Role Parameters can be updated by this job.
    For more information on this job, see the Bulk Actions on a Set of Users video (4:33 mins).
    Parameters:
    For the field Added/changed field:
    • By user account type: Handles specific fields according to the account type (internal or external).
      For example, if using the job to add a block, the block is added as external for external users and as internal for internal users.
      Internal field values are not overridden during an SIS update. External field values are overridden during an SIS update.
    • Internal: Handles specific fields as if they are internal, even when belonging to an external account.
      For example, if using the job to add a block, the block is added as internal even if the block is being attached to an external user.
      Internal field values are not overridden during an SIS update.
      The fields affected by this setting are:
      • User group
      • Campus
      • Resource sharing library
      • Add block type
      • Add statistics category
      • Add note
    To change internal users to external, or vice versa, select Set Account To and the relevant target account type. If external users are changed to internal users, the users’ passwords are reset to firstname_lastname. If you select Don't Generate Password, no password is set; this field appears only if you select one of the Set Account To options.
    To email/notify users, select Send Notification to User and select the notification type. To configure notification types, see Configuring User Notification Types and the User Notifications Letter in Configuring Alma Letters.
    User Administrator, User Manager
    Legal Deposit Annual Receipt Task Vendor Legal Deposit Annual Receipt Task
    Sends annual Analytics reports for serial legal deposits to a list of vendors. See Working With Legal Deposits.
    Parameters:
    Select the annual report in Analytics. To configure these options, see Configuring Legal Deposit Report Paths.
    Acquisitions Administrator, Purchasing Manager, Purchasing Operator
    Export URLs Versatile (set type can be titles, portfolios, or items) Export
    Exports URLs from bibliographic records, electronic resources, and digital titles. To view the results in Alma, see Viewing Files Exported Using Export Jobs. Also see Exporting Metadata. For the job report, see Exported URLs Job Report.
    In order to perform periodic validation tests to find broken links and fix them, you can export the following from Alma:
    • Logical sets and itemized sets
    • Static URLs and dynamic URLs
    • URLs from electronic collection level sets
    • URLs from portfolio level sets
    • URLs from the 856 $u (repeatable) in bibliographic records
    With a file of exported URLs, it is possible to test the URLs using third-party, external link checkers such as LinkChecker (https://wummel.github.io/linkchecker/). To support these third-party options, both the CVS and HTML export output formats are provided.
    This also helps with setting up EZproxy.
    Parameters:
    • Physical Format - HTML or CVS for the output format of the file generated from this job.
    • Number of records in file -
      • One file (default)
      • 1,000
      • 5,000
      • 10,000
    • Export folder - Private or Institution (see Viewing Files Exported Using Export Jobs)
    • FTP Configuration
    • Sub-directory (path relative to FTP configuration) - Use this option to specify a specific path name within your selected FTP configuration.
    • Include bibliographic URL (656 $$u) if exists - Select this option if you want the Export URLs job to pull one or more URLs from the bibliographic record located in the 856 $u (a repeating field). This option is not mandatory.
      The 856 $u content must begin with www or http. If it does not begin with that content, any other content specified will be ignored/skipped.
      If the set you selected for this job contains electronic collections or portfolios, the URL information will be pulled from those resources. Additionally, you can select to have the URL pulled from the 856 $u in the bibliographic record, if that content exists in the bibliographic record.
      If the set you selected for this job contains digital resources, the URL information will be dynamically generated for the resulting export URL file due to the nature of how digital records are stored and managed.
    Catalog Manager, Catalog Administrator, Cataloger, Electronic Inventory Operator, Repository Manager, Digital Inventory Operator, Digital Inventory Operator Extended, Repository Administrator, Physical Inventory Operator, Receiving Operator, General System Administrator, Fulfillment Services Manager, Fulfillment Administrator, Circulation Desk Manager, Purchasing Operator, Purchasing Manager, Acquisitions Administrator, User Administrator, User Manager

    Restoring Records Removed or Changed by Jobs

    To restore records removed or changed by jobs you must have the following role:
    • Repository Manager
    You can restore records that were removed or changed by the following jobs:
    • Withdraw items
    • Delete portfolios
    • Delete bibliographic records
    • KORMARC/Marc21/UNIMARC normalization
    • Change holdings information
    • Authorities-preferred term correction (see Authorities - Preferred Term Correction)
    You can restore up to 5000 records. This includes any related records. For example, holdings and item records are counted separately when restoring their bibliographic record.
    Be careful when running the Restore Jobs functionality, as it is not possible to roll it back.
    • The restore job cannot properly handle any type of suppressed record (bibliographic or holdings).
    • The restore job functionality is not currently supported at all when working with a Network Zone.
    To restore records removed or changed by a job:
    1. On the Restore Jobs page (Administration > Manage Jobs and Sets > Resources > Advanced Tools > Restore Jobs), enter the job ID of the job that removed or changed the records.
      Restore Jobs
    2. To overwrite changes made after the job ran, select Overwrite later changes.
    3. Click Restore and click Confirm in the confirmation dialog box. The removed or changed records are restored.
    You can view a report of the restored records on the Manage Jobs page. Click Download CSV to see a report of records restored and those that failed to be restored.
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