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    Viewing Completed Jobs

    Translatable
    The History tab of the Monitor Jobs page (Administration > Manage Jobs and Sets > Monitor Jobs) lists all the jobs that have completed. In addition, Alma includes pages that list running and completed jobs of specific types. For the list of job types with their own Alma pages, see Job Types with Their Own Management Pages.
    On the History tab, you can view jobs in a specific time period, according to filter parameters and/or by search results. The history of a job is available for up to one year after it completed.
    If you do not see the job in the Completed tab list, check the Running jobs tab to determine whether the job is still running.
    To view the history of a specific job, select Actions > Job History in the row actions list for that job in the Scheduled tab.
    Monitor Jobs: History Tab
    To filter the list of jobs on the page:
    • Use Submit Date to enter a date range for the completed jobs. By default, this filter is set to the past day.
    • Use Job Category to filter jobs by category.
    • Use Status to filter jobs by status. All Unsuccessful matches all statuses except Completed Successfully.
    • In the Network Zone in a collaborative network, you can also filter by Institution Name to view jobs run on a specific institution. When viewing a report as an administrator in the Network Zone, reports and event data are read-only - there are no Actions buttons or links inside the report.
    • Use the Find search boxsecondary search to search free text that matches a job’s Name or Job Details. Searches return only jobs that completed in the last thirty days.
      Selecting Name searches the Name column, which can be seen on the page. Selecting Job details searches the Description column, which cannot be seen on the page. The Description column sometimes provides more information about the job.
    Click Refresh to update the list as jobs finish.
    Each job in the list includes the following fields:
    Monitoring Jobs - History Tab
    Column Name Description
    Name The job name.
    Job ID The job ID.
    Job Category A category defined by the library component and user role associated with the job.
    Creator The user who ran the job. For user-submitted jobs, the name is the user’s user name. For system jobs, the name is System.
    Submit Date The date and time when the job was submitted or scheduled.
    Start Date The date and time when the job started to run.
    End Date The date and time when the job completed.
    Status The status of the completed job. The statuses are:
    • Aborted by System – Canceled by the user
    • Aborted by User – Canceled by the system
    • Completed successfully – The job was processed successfully.
    • Completed with errors – The job was not processed completely due to a technical problem. The job may have been partially processed. If the number of errors is below a certain threshold (which is different for each job), the job ends as Completed with warnings.
    • Completed with no bulks – The job completed successfully; however, no relevant records were found.
    • Completed with Warnings – The job completed successfully, but produced warnings. If the number of errors is above a certain threshold (which is different for each job), the job ends as Completed with errors.
    • Failed – the job failed to run.
    Institution Name The institution associated with the job.
    This column is available only in a collaborative network and is hidden by default. Use the Columns drop-down list to display it.
    The following table presents some common jobs that may appear in the list of completed jobs:
    Jobs that May Appear in the History Jobs List
    Job Name Description
    Any manual job run on a defined set – see Running Manual Jobs on Defined Sets
    Any scheduled job – see Viewing Scheduled Jobs
    Any job that also appears on a dedicated management page, including jobs created using integration profiles, import profiles, or publishing profiles – see Job Types with Their Own Management Pages
    Apply Calendar Changes Update changes to institution/library opening hours. See Managing Institution/Library Open Hours.
    Change Vendor on PO Change vendor on PO. See Changing Vendors in PO Lines and POs.
    Invoice - Create From Spreadsheet Upload invoice from an Excel file. See Creating an Invoice From a File.
    <PDA action> PDA Program <PDA name> Pause a patron-driven acquisition. See To pause a PDA program.
    Network MMS Record Harvesting Sync Job Update Institution Zone bibliographic records linked to Network Zone bibliographic records. See The Network Harvesting Report.
    Distribute Network Zone configuration table changes to member institutions Distribute table changes to member institutions in a Network Zone. See Centrally Managing Configuration Tables in a Network Zone.
    Distribute Network Zone resource management changes to members See Managing Label Generation Rules Using a Network Zone.
    Distribute Network Letter Templates Changes to Members See Centralized Management of Notification Letters.
    Export Order (PO Job Send POs to vendors. See Financial Systems .
    Export PO Lines (POL) Job Send closed or canceled PO lines to vendors. See Financial Systems .
    Export CZ data for Non-ExLibris Link Loader Export all portfolios in a collection to Excel (Tools > Extended Export). See Working with the Portfolio List .
    Electronic Activation Activates electronic resources. See Activating Electronic Resources.
    Export Electronic Resources URLs Synchronize electronic portfolio URLs with external system. See Extracting Electronic Portfolio URLs .
    Link <electronic collection> to <electronic collection Job Link electronic collection to the Community Zone. See Linking a Local Electronic Collection to the Community Zone .
    Users IMPORT / SYNCHRONIZE / EXPORT / EXPORT_USERS using <integration profile> Import/export users from/to a student information system (SIS). See Student Information Systems.
    Delete Electronic Collection / Delete Electronic Service Deletes an electronic collection or service. See the Delete Electronic Collection Job Report and Delete Electronic Service Job Report sections below.
    For each job, you can:

    Viewing Job Reports

    You view job reports for jobs in the History tab of the Monitor Jobs page (Administration > Manage Jobs and Sets > Monitor Jobs). In addition, Alma includes job-specific pages that enable you to view reports for jobs of specific types. For the list of job types with their own Alma pages, see Job Types with Their Own Management Pages.
    To view a job report:
    In the row of a specific job on the History tab, select Actions > Report in the row actions list or click the icon in the Status column and then click View Report Details. The Job Report page appears.
    The following is an example of a job report:
    Job Report Page
    The following sections provide details about specific job reports.

    Import Job Reports

    Authority Processes Job Reports

    The Authorities - Preferred Term Correction report provides a count for Number of Bib-Heading(s) where no appropriate authorized term was found. Generally, a number appears for this count if there is problem with an authority record where a non-preferred term was detected by the job. For example, a non-preferred term is found in the authority index, and there is a problem with the authority record: for example, the non-preferred term is registered in the 410 field and the preferred term is in the 100 field. When this happens, the term cannot be changed to the preferred term, and the record is counted in this count. This is a very rare situation, but it is taken into account.
    The Excel file for this report contains up to 10,000 lines.

    Deleted Records Job Report

    The job report includes counts for the following and an option to download a detailed Excel file (see the illustration below) of the report (with MMS IDs):
    • Number of bibliographic records deleted
    • Number of bibliographic records that have inventory
    • Number of bibliographic records with associated PO line(s)
    • Number of records related to other records
    • Number of bibliographic records that are used by collaborative network members
    Deleted Records Report
    To download a Microsoft Excel file with the list of deleted bibliographic records for this job — including, for collaborative network users, a list of your institutions that are associated with retained records — click Click to download report.

    Link Local Electronic Resources to the Community Zone Job Report

    The linking job provides the following report information:
    • Total number of local portfolios processed
    • Number of local portfolios linked to the Community Zone
    • Number of local portfolios with no match
    • Number of multiple bibliographic records with matches (with a link to a set containing MMS IDs)
    • Number of multiple portfolio matches (with a link to a set containing MMS IDs)
    • Number of bibliographic records linked to the Network Zone for collaborative networks (with a link to a set containing MMS IDs)
    • Number of duplicate portfolios
    The following local collection, service, and portfolio information is kept when the linking job is run:
    • Group settings
    • PO line and license
    • Public name (electronic collection)
    • Description
    • Notes
    • Library
    • PDA ID (portfolios)

    Overlap and Collection Analysis Job Reports

    The reports provide the following summary information:
    • Process ID
    • Name (of the job)
    • Started on/Finished on dates and time
    • Total run time
    • Created by (user ID)
    • Status
    • Status date
    • Records processed (total number)
    • Records with exceptions (number)
    In the Counters section, the following information is provided:
    Overlap_and_Collection_Analysis_Job_Report_02_TC.png
    Overlap_and_Collection_Analysis_Job_Report_02_TC.png
    Overlap and Collection Analysis Job Report Example
    Click the links in the results provided to view the following types of comparisons/reports (in Excel format):
    • Set comparison
      • Complete Overlap Report – Matching titles with identical coverage dates. The report contains the columns:
        • Title
        • Identifier
        • MMS ID
        • Collection – Source Set
        • Portfolio ID – Source Set
        • Coverage – Source Set
        • Collection – Target Set
        • Portfolio ID – Target Set
        • Coverage – Target Set
      • Partial Overlap Report – Matching titles with partially overlapping coverage dates. The report contains the same columns as the Complete Overlap Report.
      • Title Overlap Report – Matching titles with mutually exclusive coverage dates. The report contains the same columns as the Complete Overlap Report.
      • Unique Titles Report – Titles that are unique to the source set you created for the comparison. The report contains the columns:
        • Title
        • Identifier
        • MMS ID
        • Collection – Source Set
        • Portfolio ID – Source Set
        • Coverage – Source Set
    • Selected titles - Do not include titles from the Community option
      The following three reports are always processed when the Overlap and Collection Analysis job is run; and only when there are results to report, there is a link to the report in the Counters section on the Job Report page.
      • Selected Titles – Title Overlap Report
        This report contains matching titles that exist more than once in the repository. The identifier specified in the Excel spreadsheet also exists in the Alma repository and has more than one portfolio.
        The report contains the same columns as the Complete Overlap Report report.
      • Selected Titles – Unique Titles Report
        This report contains titles that exist only once in the repository. The identifier specified in the Excel spreadsheet also exists in the Alma repository and has only one portfolio.
        The report contains the same columns as the Unique Titles Report report.
      • Selected Titles – Not in DB Report
        This report contains titles that did not have any matches. The identifier specified in the Excel spreadsheet may 1) exist in the Alma repository but does not have any electronic inventory, or 2) does not exist in the Alma repository at all.
        The report contains only one column, Identifier.
      Each report link has a number in parentheses indicating the number of titles in the report. For example, Selected Titles - Title Overlap report (1) indicates that there is one (1) title in the Title Overlap Report as a result of the comparison that was done.
      Below is an example of a Partial Overlap Report that contains matching titles with partially overlapping coverage dates. This illustration is displayed in three sections showing rows 1 through 9 for columns A-C, D-G, and H-K of the report spreadsheet. Specifically, columns G and K show the source and target coverage overlap information. In row 2, for example, coverage years 2000 – 2011 overlap between the source and the target sets for "The South African archaeological bulletin" title.
      Partial Overlap Report Rows 1-9, Columns A-C
      Partial Overlap Report Rows 1-9, Columns D-G with Source Coverage
      Partial Overlap Report Rows 1-9, Columns H-K with Target Coverage
    • Selected titles - Include titles from the Community that are not in the Institution
      In addition to the Selected Titles – Title Overlap Report, Selected Titles – Unique Titles Report, and Selected Titles – Not in DB Report reports as described above, the following reports are provided:
      • Selected Titles – Not in Cz report
        This report contains titles that did not have any matches in the Community Zone.
        The report contains only one column, Identifier. This is the identifier that you specified in the Excel file you created for the analysis job.
      • Selected Titles – In Cz report
        This report contains titles in the Community Zone that are not in the Institution Zone that match titles in the Excel spreadsheet that you selected for the Overlap and Collection Analysis job.
        This report contains the following columns of information:
        • Title
        • Identifier (This is the identifier that you specified in the Excel file you created for the analysis job.)
        • MMS ID
        • Collection
        • Interface
        • Portfolio ID
        • Coverage
    • Selected titles - Include all titles from the Community
      In addition to the Selected Titles – Title Overlap Report, Selected Titles – Unique Titles Report, and Selected Titles – Not in DB Report reports as described above, the following reports are provided:
      • Selected Titles – Not in Cz report
        This report contains titles that did not have any matches in the Community Zone.
        The report contains only one column, Identifier.
      • Selected Titles – In Cz report
        This report contains titles in the Community Zone that match titles in the Excel spreadsheet that you selected for the Overlap and Collection Analysis job.
        This report contains the following columns of information:
        • Title
        • Identifier (This is the identifier that you specified in the Excel file you created for the analysis job.)
        • MMS ID
        • Collection
        • Interface
        • Portfolio ID
        • Coverage
        • Active (For resources in the Community Zone that are linked to from the Institution Zone, this column indicates whether the resource has been activated, Yes or No.)

    Primo Publishing Job Report

    This report contains data for the following four record types:
    • D (= Digital)
    • P (= Physical)
    • E (= Electronic collections and portfolios)
    • C (= Collection)
    For each record type, the job report indicates the number of new, updated, and deleted records.
    The report also indicates records that remained unchanged except for their update date.
    In addition, the job report includes the number of new, updated, and deleted bibliographic records—that is, bibliographic records that have no inventory (D, P, or E records) associated with them.
    There is a known display error that occurs when you try to download the ZIP file for manual FTP. As a temporary workaround: right click and save the report as HTML, open the saved HTML in a web browser, and then click Download zip file to manual FTP.

    Network Publishing Job Report

    This report includes three tables that contain the following counts:
    • For the Network Zone, the number of New, Updated, Deleted, and Not Published (not changed) records for each resource type. (Electronic Inventory and Bibliographic Records Inventory are currently the types supported).
    • For each institution, the number of records (filtered by type and status) that are linked to the Network Zone and used to enrich the Network Zone’s bibliographic records.
    • The number of each member’s proprietary records (not linked to the Network Zone), per resource type, that are New, Updated, Deleted, and Not Published (not changed)

    Overdue and Lost Item Job Report

    The Loans - Overdue and Lost Item job displays information for loans that are overdue and requiring action to notify the user, post a fine to the account, or mark an item as lost. The summary lists the numbers of transactions that were successfully and unsuccessfully processed. Below the summary, the following four sections offer additional detail:
    • Change to Lost - by Profile
    • Overdue Loan Fines Created - by Profile
    • Loans Which Notification Was Sent For - by Profile
    • Overdue Notifications Fees Created - by Profile
    Job Report Page
    The sections display the results of the job in terms of items changed to lost, fines created, and notifications sent. Expand a section and click Actions, then select either View failed records or View succeeded records to view the page listing the Job Events.
    Job Report Page

    EDI Job Reports

    The reports for outgoing POs are short, containing information on the success or failure of the job. Reports for incoming files are more detailed, containing statistics on the number of invoices and invoice lines processed with errors, the number of related PO lines for these invoices, and details of each of the processing errors.
    Example of EDI Job Report
    The Job Reports page includes some of the following sections and fields, depending on the type of EDI file processed:
    • A green checkmark if the job completed successfully, or a red checkmark if the job completed unsuccessfully.
    • Name – The job name
    • Created by – The user that created the jobAn info icon with user information about the job
    • Process ID – The job ID [Note: This should be "Job ID"]
    • Total run time
    • Started on – The job start date and time
    • Finished on – The job end date and time
    Alerts
    • If the job completed with errors, this section appears and contains a list of alerts about the file. Additional information is available in the second Alerts section below.
    Job Results Summary
    • Total records processed
    • Total files handled
    • Total invoices – The number of EDI invoice files
    • Total shelf ready order responses – The number of EDI Shelf Ready files
    • Total report task order responses – The number of EDI Order Report files
    • Total Journal Claim Order Responses – The number of EDI claim response files (vendor responses to claims that were previously sent from Alma)
    • Total PO lines – The total number of PO lines mentioned in the Order Response. Appears only for Order Responses.
    Alerts – For each alert, the following fields appear:
    • Error description
    • Error value
    • Entity number (does not appear for invoices)
    Invoice – Appears only for invoices. For each invoice, the following fields appear:
    • Invoice number
    • Number of invoice lines
    • Number of related PO lines
    Click Preview Records to view the invoice.
    Order Response Report Task – Appears only for Order Response: Order Report files. For each PO line, the following fields appear:
    • PO line in order response
    • Tasks updated
    • Tasks created
    Click Preview Records to view the PO line.
    Order Response Shelf Ready – Appears only for Order Response: Shelf ready files. For each PO line, the following fields appear:
    • PO line in order response
    • Items updated
    • Items not updated
    Order Response Journal Claim – Appears only for Order Response: Journal Claim files. For each PO line, the following fields appear:
    • PO line in order response
    • Items updated
    • Items not updated
    Click Preview Records to view the PO line.

    Export PO Lines (POL) Job Report

    The report includes the following:
    • Total records processed
    • Total files sent
    • Total POs processed
    • Total PO lines processed
    • For each PO, the number of PO lines
    • Alerts raised when running the job, if any
    The job Export PO Lines (POL) can export only up to 1,000 PO lines. If more than 1,000 PO lines are marked for export, the job exports 1,000 of them and the job report page includes an alert suggesting that the user rerun the job to export any remaining PO lines.

    Exported URLs Job Report

    The Exported URLs job report (see Export URLs in Running Manual Jobs on Defined Sets) appears as follows:
    Export URLs Job Report
    Click the link in Link to Exported records to view the results. See Viewing Files Exported Using Export Jobs.

    Dematic ASRS Job Report

    On the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs), select Actions > History for the Dematic ASRS Inventory Export Job.
    The Reports page includes the following sections:
    • Report run statistics (name, ID, user, and run time information)
    • Failure alerts for messages that could not be sent
    • Total counts of the messages processed
    • Date range for the report
    • Breakdown count of Inventory Add messages successfully sent and failed
    • Breakdown count of Inventory Delete messages successfully sent and failed
    ASRS Report
    The Inventory Add and Inventory Delete messages can be viewed in more detail by clicking Preview Records next to each line. Messages sent successfully show the barcodes that were sent. Messages that failed to send show barcodes and error messages.
    Inventory Add Messages - Successful
    Inventory Add Messages - Error
    Alma provides additional inventory updates to the Dematic Automated Storage Retrieval System (ASRS) database when the call number, author, or title changes for an item in the ASRS. These ASRS remote storage inventory updates are in addition to the updates that are triggered when there is a change to an item’s barcode or when items are added or removed from the remote storage inventory. With this additional function, be aware that changes in title or author resulting from a relink holdings operation is not a part of the inventory update capability.

    Analytics Job Report

    The Analytics jobs send Analytics refresh reports and dashboards to the subscribed users. After running, the results are written to a job report.
    Analytics Job Report
    The report includes one row for each report or dashboard generated by the job. The report includes successful and failed recipients, reports or dashboards with no subscribers, and “non-existent” reports, which can happen if, after the report or dashboard was scheduled, someone changed the name or location of the report or dashboard source in Design Analytics.

    Aleph Central Catalog Job Report

    For information regarding the job report results for the Aleph Central Catalog, see Retrieving Changed Records from the Aleph Central Catalog.

    Add Reminders Job Report

    The Add reminders job provides the following job report:
    Add Reminders Job Report
    For more information, see the Add Reminders job in Running Manual Jobs on Defined Sets.

    Delete Electronic Collection Job Report

    When clicking Delete in the repository search for an electronic collection (see Searching in the RepositorySearching in Alma), the Delete Electronic Collection job runs. The Delete Electronic Collection job report indicates how many records were processed, how many records were processed with exceptions, and how many portfolios were deleted.
    delete_electronic_collection_report.png
    delete_electronic_collection_report.png
    Delete Electronic Collection Job Report

    Identify Records that are not Used in the Network Job Report

    The Identify records that are not used in the Network job report is the result of running the Identify records that are not used in the network job (see Running Manual Jobs on Defined Sets).
    Identify records that are not used in the network job report
    Click the link to the new set that identifies the unused bibliographic records. See Viewing and Removing Members of Itemized Sets.
    To delete the unused records using the new output set that you just created, see Delete Bibliographic Records.

    Delete Electronic Service Job Report

    This report is generated when you delete a service from the Additional Information tab in the Services section in the Electronic Collection Editor (see the Managing Electronic Resources page). The report is named Delete Electronic Service:<number-service name>.
    The report is the same as the one generated when deleting an electronic collection; see Delete Electronic Collection Job Report.

    Delete Holdings Records Job Report

    The Delete holdings records job report is the result of running the Delete holdings records with no items job (see Delete holdings records with no items on the Running Manual Jobs on Defined Sets page). The report provides the following information:
    • Total records processed
    • Total number of holdings records
    • Total number of successfully deleted holdings
    • Total number of unhandled records
      If a holdings record is attached to a PO line or has items, it is not delete and is counted with the unhandled records.
    • Total number of holdings records which failed to delete
    Delete Holdings Records Job Report
    Click Preview records in a row actions list to view the MMS IDs of the records related to that section. In the example below, you can see the MMS IDs for the deleted holdings records.
    Deleted Holdings Records

    Unlink a Set of Records from the Network Job Report

    The Unlink a set of records from the network job report results from running the Unlink a set of records from the Network job (see Unlink a set of records from the Network in Running Manual Jobs on Defined Sets). The report provides the following information:
    • Total records processed
    • Total records unlinked
    • Total records skipped
      Skipped records are valid records (not records with errors) that are already local records so there's nothing to unlink or records that are linked to the Community Zone and the link to the Community Zone is maintained.
    • Total records with errors
    Unlink a Set of Records from the Network Job Report
    Click Preview records in a row actions list to view the MMS IDs of the records related to that section. In the example below, you can see the MMS IDs for the deleted holdings records.
    Skipped Records MMS IDs

    Rollover Ledgers Job Report

    The Rollover Ledgers Job Report page displays the following:
    • Fund type
    • Number of successful rollovers for each fund type
    • Number of failed rollovers for each fund type
    Rollover Ledgers Job Report Page

    Rollover PO Lines Job Report

    The Rollover PO Lines Job Report page displays the following information:
    • Job parameters, including:
      • Process ID
      • Name of the process
      • Date and time on which the process started
      • Date and time on which the process finished
      • Total run time of the process
      • User that created the process
      • Process
      • Date and time on which the process status was recorded
      • Total number of records processed
      • Number of records for which processing failed (exceptions)
    • Job events, containing the following:
      • A link to PO lines that succeeded with the rollover (PO line rollover success)
      • Links to PO lines that failed, with a description of the failure reason and the number of PO lines that failed in the link
      • An Export to Excel button which enables viewing the problematic PO lines in an Excel file. The PO lines are grouped by the error message with which they are associated, and the Excel tabs are named according to the generated error messages.
    • Continuity type
    • Number of PO line successes for each community type
    • Number of PO line failures for each community type
    • A table of errors, if relevant. The table contains:
      • Error type
      • Number of failed PO lines as a result of the error
    Rollover PO Lines Job Report Page

    HealthCheck Job Report

    Viewing Job Events

    Events reports list additional information about completed jobs, highlighting the significant actions such as successful completion of a job and information about any errors that occurred during the running.
    To view job events for a completed job, on the Completed tab of the Monitor Jobs page (Administration > Manage Jobs and Sets > Monitor Jobs), select Actions > Events in the row actions list. The events related to the job appear on the Events Report page.
    Events Report Page
    Events vary according to the type of job and the job’s tasks and parameters.
    Hover your cursor over any event description to view the complete description.
    To view job events for imports, see Viewing Import Job Events.