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

    Creating a Request from the Institution

    Translatable
    For more information on requests, see Requests in Alma.
    A Circulation Desk Operator/Manager creates a request by searching for titles or items in the institution (see Searching in Alma), and then doing one of the following:
    • Creating a request for a title
    • Creating a request for an item
    For details on creating a request for a title or item, see Creating a Request.
    You can also create a work order request, as needed (see Creating a Work Order Request).
    You can move requests from one circulation desk to another using the Transfer Requests option (see Transfer Requests).

    Creating a Request

    To create a request, you must have the following role:
    • Fulfillment Services Operator
    After locating a specific title or item in the institution’s repository, you can create a request for it.
    • The type of request that you can create, and its limitations, depend on whether the title/item is physical or electronic, whether the titles have holdings and if these are monograph or serial, and the policies of the item (see Configuring Item Policies), the fulfillment unit that will service the request (see Configuring Policies), and the institution (see Configuring Terms of Use).
    • A patron may be blocked from borrowing items, or an item may be blocked from being borrowed (see Blocking and Unblocking Users and Configuring Block preferences).
    • You can request an item belonging to a bibliographic record for which an item is already on loan to the requesting patron. To do so, ensure that the enable_request_during_loan_for_different_policy value is true in the Customer Parameters Mapping Table (see Configuring Other Settings).
    For item-level requests and title-level requests with only one item, Alma can be configured to mark the requested item as not available. The item being requested will be marked as Item not Available and will have a Process status of Requested. In such cases, if you release or cancel the request, the item’s Status becomes Item in Place. To enable this functionality, contact Ex Libris Support.
    To create a request:
    1. Search for an item (see Searching in Alma). For physical items, clickselect Request underneath a title/item from the row actions list. For electronic titles/items, clickselect Document Delivery from the row actions list. The Create Request page appears.
    2. From the Request type drop-down list, select the type of request.
      • Booking request - Reserve resources for a patron during a specified time frame. For details on creating a booking request, see Creating Booking Requests.
      • Move permanently / Move temporarily - Permanently or temporarily change the location of a physical title or item. The To drop-down list appears, enabling you to select a library.
        Move Permanently Request
        For additional fields in this area, see step 3.
        When moving a title, all items associated with the title are moved.
      • Patron digitization request / Patron Electronic Digitization Request - Create a digital copy (in full or in part) of a physical/electronic title or item on behalf of a patron. The Requester and Managing Department drop-down lists appear, enabling you to select the patron and the digitization department.
        If there is only one available department to manage the request, Managing Department will be automatically populated with that department.
        Click Calculate Digitization Fee to show the digitization fee that will apply to this request, if any has been configured. This will not apply the fee to the request. The fee is applied when the request is completed or approved.
        If there are items with different fee policies that may be used to fulfill the request, the fee calculation may change when the digitization is done.
        For more information about configuring and using digitization request fees, see the Digitization Request Fees video (4:02 mins).
        Select Copyright Declaration Signed by Patron to indicate that the patron selected his or her agreement with the copyright when submitting the request.
        For an article, additional fields are described in step 3.
        The digitization request generates a temporary move request to move the item to the digitization department. After digitizing, another request is generated to return the item to its permanent location.
        Patron Digitization Request
        If you select Partial Digitization in the Add Request Attributes area (see step 4), the fields Chapter/Article Title, Chapter/Article Author, two sets of fields for Required Pages (from and to), and Full Chapter appear below this.
        For additional fields in this area, see step 3.
      • Patron physical item request - Create a request to loan a physical title or item to a patron. The Requester and Pickup At drop-down lists appear, enabling you to select the patron and the destination for pickup.
        Physical Item Request
        The Pickup At field includes the locations specified in the Borrowing Terms of Use by the Pick Up Location policy.
        Click Override ‘On Shelf Request Policy’ to override the configured fulfillment policy that determines where you can pick up resources. This enables you to request any pickup location.
        For title-level requests, Alma chooses an appropriate item based on the following criteria:
        You can enable a physical item request to be delivered to a user’s home or office. For details, see Creating Personal Delivery Requests.
        For additional fields in this area, see step 3, below.
        • All items must be available in the repository.
        • When multiple items in the same location are located for a request, an item is chosen randomly.
        • By default, a remote storage facility item receives the lowest priority to fulfill the request. In these cases, a request is registered on a remote storage item only if no other item is found.
          You can configure remote storage locations to take priority over non-remote storage locations by selecting the Prefer over other locations setting when configuring remote storage locations (see Adding a Remote Storage Facility).
        • An item whose location is the same as the request’s pickup location receives the highest priority to fulfill the request.
      • Staff Digitization Request / Staff Electronic Digitization Request / Library physical digitization request - Create a digital copy (in full or in part) of a physical title or item on behalf of a staff member. The staff member’s request may be the result of a request by an instructor. Library physical digitization request is used for items associated with reading list citations; there can only be one open request of this type for any citation.
        The Managing Department drop-down list appears, enabling you to select a digitization department that receives the digitization request. If there is only one available department to manage the request, Managing Department will be automatically populated with that department.
        The digitization request generates a temporary move request to move the item to the digitization department. After digitizing, another request is generated to return the item to its permanent location.
        If you select Partial Digitization in the Add Request Attributes area, the fields Chapter/Article Title, Chapter/Article Author, two sets of fields for Required Pages (from and to), and Full Chapter appear below the Note field.
        In addition, several fields appear in the Copyright Attributes section. These fields are used to record intended usage information. If copyright approval is required by the digitization rules, an approval task appears on the Approval Requests List page; see Digitization Processing. Fill in the fields:
        Staff Digitization Request
        • Number of Students – The number of students that will be using the digitized material.
        • Number of Copies for Students – The number of copies per student.
        • Number of Copies for Staff – The number of copies per staff member.
        • Resource Total Pages – Total pages in the requested item.
        • Required Chapters – Chapter numbers needed for the request.
        • Total Chapters Count – Total number of chapters in the requested item.
        • Required Pages (if Partial Digitization was not selected) – Two sets of fields for From and To pages that will be digitized.
        • Includes Images(s) – Whether the pages to digitize include images.
        • Total Required Pages – This field is prefilled automatically.
        • Source for Copyright – For regions with a copyright authority (see copyright_region parameter in Configuring Other Settings), select a value if one is relevant.
        • Date Available From / Date Available To – The date range in which any copies will be made available.
        • Note 1/2/3 – Private notes, if any.
      • General Hold Request - Appears only when placing a request for a holding that contains no items. For details on creating a general hold request, see Creating a General Hold Request.
    3. The following additional fields may appear:
      • Enter any notes in the Notes field. Note that this field is limited to 1000 characters.
        The remaining fields in this step appear only for physical serial items, or for physical titles that contain at least one serial item.
      • Select one of the following radio buttons:
        • Description – Use the description that appears in the Description field, below.
        • Manual – Enter a manual description in the Manual Description field, below.
        These buttons appear when there are no items associated with the title. In this case, Manual is assumed.
        If you select Description, the following fields appear:
        • Year – Year for the request.
        • Volume – Volume for the request.
      • Description – The descriptions of the items. The option All appears if you did not select both Year and Volume and there are items without descriptions. Select All to indicate all items (including those without descriptions).
        If you select Manual, or if the title has associated holdings but no items, the following fields appear:
      • Holding – Select a holding for the item. See Creating a Non-Cataloged Serial Item Request.
      • Manual Description – Enter a description. See Creating a Non-Cataloged Serial Item Request.
        For holdings in remote storage, if the Allow Manual Description Requests option has been disabled on the configuration for the remote storage facility, selecting Manual will cause the holdings in remote storage to be suppressed from the available items for this request. See Configuring Remote Storage Facilities.
    4. Add request attributes in the Add Request Attributes area. After selecting each attribute and its corresponding value, click Add Request Attribute. The attribute appears in the Additional Request Attributes area. The available attributes depend on the selected Request Type:
      Request Attributes
      Request Type Attribute Description
      Booking Request See Creating Booking Requests.
      Move Permanently
      or
      Move Temporarily
      Number of Copies The number of copies requested
      Destination Locations Where to deliver the copies
      Due Back
      For Move Temporarily only
      When the items are due back
      Call Number Type See call_number_type in Configuring Other Settings.
      Call Number The call number
      Item Policy The item’s override policy for loan rules. For more information, see Configuring Item Policies.
      Patron Digitization Request /
      Patron Electronic Digitization Request /
      Staff Digitization Request /
      Staff Electronic Digitization Request /
      Library physical digitization request
      Partial Digitization Select to indicate that the request is for only part of the item, not the entire item.
      The fields Chapter/Article Title, Chapter/Article Author, two sets of fields for Required Pages (from and to), and Full Chapter are added to the Create Request area.
      Material Type
      Not available for Patron Electronic Digitization Request
      Select the desired material type from the available types.
      Date Needed By Select the date that the request is needed from the calendar tool.
      Patron Physical Item Request Material Type Select the desired material type from the available types.
      Date Needed By Select the date that the request is need by from the calendar tool.
      Loan Period The amount of time the user has before having to return the item.
      General Hold Request See Creating a General Hold Request.
      To remove an attribute, click Remove in the Additional Request Attributes area.
    5. Click Submit. The request is created with a unique identification number and processed (see Resource Requests). A completed request appears on the Resource Request Monitoring page with the following information:
      • Workflow Step: Pickup from shelf
      • Process Status: New
      • Managed by Library: The library where the available inventory is located
      • Managed by Desk: The circulation desk where the available inventory is located
      A patron receives notification that an item is ready for pickup from the hold shelf after the Hold Shelf Processing status is complete.
    For details on the resource request workflow, see Resource Requests Workflow.
    For a digitization request, the request appears on the In Process Items page (see Digitizing Items). For more information, see Digitization Processing.

    Creating a Work Order Request

    To create a request, you must have the following role:
    • Fulfillment Services Operator
    A work order indicates that a process needs to be run on a physical item. Work order types are created on the Work Order Types page, accessible from the General Configuration menu (see Configuring Work Order Types).
    You can monitor the progress of work orders on the Resource Request Monitoring page (Fulfillment > Resource Requests > Monitor Requests & Item Processes).
    To create a work order request:
    1. From a physical item search (see Searching in Alma), select Work Order underneath an itemfrom the row actions list. The Work Order option appears only when searching for physical items. The Place Item in Process page opens.
    2. In the Process Type drop-down list, select a work order.
      The displayed work orders are created on the Work Order Types page, accessible from the General Configuration menu (see Configuring Work Order Types).
    3. In the Do not pick from shelf field:
      • If you want to create a work order for an item on the pickup shelf, do not select Do not pick from shelf.
      • If you want to create a work order for an item which already exists at the circulation desk, select Do not pick from shelf. These items do not appear on the Pick Up Requested Resources page (Fulfillment > Resource Requests > Pick From Shelf).
      For an item that is in a process, the Do not pick from shelf setting is ignored – the system handles the item as it does a regular request, and the item is registered at the department to which it is returned.
    4. Enter a note in the Note field, as needed.
    5. Select a destination for the work order from the Managing Department field. The options in this field are the departments associated with the selected work order type.
    6. Click Submit to submit the work order.
    You can also create a work order in one of the following ways:
    • Scan an item’s barcode on the Scan In Items page when scanning an item, and select Work Order from the row actions list to open the Create Request page. Follow step 2 through step 6 in the procedure above.
    • Scan an item at a work order department (you must be at a work order department; see Switching Library Desks/Departments). You then select the item’s status in the Set status to field. For details on creating item statuses, see Adding a Work Order Type Status.
    • Select Work Order from the row actions list for an item on the List of Items page, which appears when clicking Items for a physical titles search result. For details on the List of Items page, see Working with the List of Items.
    To create a work order for a set of physical items, define and run the Create Physical Item Work Orders job.
    For details on scanning items, see Scanning Items.
    For an in-depth overview of work orders, see Fulfillment - Conservation Laboratory Work Orders.

    Creating a General Hold Request

    To create a general hold request, you must have the following role:
    • Fulfillment Services Operator
    A general hold request is created when you request a holding that has no items. When the item is added/inserted into Alma, it is placed on the hold shelf until it is picked up by the requesting patron.
    To provide general hold requests to end users and customize the label on the Get It tab, perform the following configurations, respectively:
    • Add rules for general hold requests on the Discovery Interface Display Logic page ( Fulfillment > Fulfillment Configuration > Configuration Menu > Fulfillment > Discovery Interface Display Logic > Display Logic Rules). For more information, see Configuring Display Logic Rules.
    • Customize the label for the c.uresolver.getit2.request.noItems parameter on the Discovery Interface Labels Code Table page ( Fulfillment > Fulfillment Configuration > Configuration Menu > Fulfillment > Discovery Interface Display Logic > Labels). For more information, see Configuring Labels.
    To create a general hold request:
    1. Search for a title and locate a result that has a holding but no items.
      Repository Search Result – Holding Without Item
    2. Click Request. The Create Request page appears.
    3. In the Request/Process Type field, select General hold request (the only option available). The page refreshes.
    4. In the Requester field, select the user that is requesting the item.
      For additional fields in this area, see step 3 in Creating a Request.
    5. In the Pickup at field, select a location for the item to be picked up when it becomes available – this is the place where the Hold Request will be created.
    6. In the Additional Request Attributes section, select Date Needed By and a date by which the item is needed and click Add Request Attribute. The date appears in the Additional Request Attributes section.
      Create Request Page – Added Request Attribute
    7. Click Submit. A confirmation message appears at the top of the page, indicating that the request was successfully submitted.
      Repository Search Page – Successful Request Submission Message
    8. On the Resource Request Monitoring page (Fulfillment > Resource Requests > Monitor Requests & Item Processes), search for the request using the request ID displayed with the confirmation message. The request appears with the following values:
      • Workflow Step = Pickup From Shelf
      • Request Type = General Hold Request
    9. Create an item and scan it into Alma, as follows:
      1. Ensure your location is the library that is managing the hold request (specified in the Managed by: value on the Resource Request Monitoring page; see Switching Library Desks/Departments).
      2. On the Scan In Items page (Fulfillment > Resource Requests > Scan In Items), enter a barcode in the Scan item barcode field and click Create Item. The Choose Holding Type dialog box appears.
      3. Select Existing and click Choose. The Quick Cataloging page appears, with the created barcode appearing in the Barcode field.
        Quick Cataloging Page
      4. In the Title field, search for the title for which you created the General Hold Request.
        The Library and Location fields are populated automatically with the library/location where the item is to be placed on the hold shelf.
      5. Click Save. The items is created.
      The item is placed on the hold shelf of the specified library, and the item’s Destination value on the Scan In Items page is On Hold Shelf.
      An Acquisition Technical Services work order is created. For an in-depth overview of work orders, see Fulfillment - Conservation Laboratory Work Orders

    Automatically Converting a Hold Request to a Resource Sharing Request

    To configure policies and Terms of Use to allow automatic conversions, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    To better serve patrons, unfulfilled hold and patron digitization requests may be converted into resource sharing requests. If the request has Automatically Convert to Resource Sharing set to true, and the request is going to be canceled due to execution of either of the jobs, Requests - Handle Expiration Stepor Requests - Recalculate After Inventory Update, the request is converted.
    Before converting, the following validations are performed:
    • Pickup location is a library (not a circulation desk).
    • Resource sharing library needs to have a Deliver To relationship with the pickup location.
    • There is a default location for the resource sharing library.
    • The date needed is not in the past.
    If any of these are not true, the request is not converted.
    A cancellation letter with the reason Converted to Resource Sharing Request is sent to the patron when a hold request is converted to a resource sharing request. Existing requests are canceled with the cancellation reason Converted to Resource Sharing Request.
    The status of new requests is Created borrowing request.
    To set a policy for converting:
    1. On the Terms of Use and Policies table ( Fulfillment > Fulfillment Configuration > Configuration Menu > Fulfillment > Physical Fulfillment > Terms of Use and Policies), click Add a Terms of Use.
    2. Select Request and click Next.
      Terms of Use - Automatic Conversion Policy
    3. From the drop-down box next to Automatically convert to resource sharing, select Convert to resource sharing, and click Next.
    4. Confirm the settings for this policy and click Save.
    The policy is activated only if either of the above mentioned jobs are active and determine that a hold request must be canceled due to the expiry of an existing matching physical inventory that can fulfill the request.

    Creating a Request for a Non-Cataloged Serial Item

    To create requests for non-cataloged serial item, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    To scan a serial item and attach it to a request, you must have the following role:
    • Requests Operator
    When a serial item exists in a library, but is not yet cataloged in Alma, you can still create a request for the item; after adding the item to the repository, you can attach the item to the request.
    When creating the request, you must manually add a description. When adding the item to the repository, you must use the same description.
    To create a request for a non-cataloged serial item:
    1. Search for a physical title or item of a serial item that is not in the inventory (see Searching in Alma).
    2. Click Request beneath the title or item.Select Request from the row actions list. The Create Request page appears.
    3. In the Request/Process Type field, select a request or process type other than Booking. The page refreshes.
      General Hold Request New UI.png
      Create Request Page
    4. Under the Request/Process Type field, select Manual.
    5. In the Requester field, select a requesting patron.
    6. In the Holding field, select a holding for the item.
    7. In the Manual Description field, enter a description for the request. Ensure that the value you enter is not identical to the description of any existing items. The value you enter here must exactly match the description of the inventory item you add later.
    8. Click Submit. A confirmation message appears on the search results page.
      Confirmation Message
    To create an item and attach it to a request:
    1. On the Scan In Items Page (Fulfillment > Resource Requests > Scan In Items), click Create Item and select Existing in the resulting dialog box. The Quick Cataloging page appears.
    2. In the Title field, browse for the relevant title. The Library and Location fields enable you to select the existing holdings of the title.
      Quick Cataloging Page
    3. In the Barcode field, enter a barcode for the item.
    4. In the Description field, enter the value that you entered in the Manual Description field in step 7.
      If you add a different value than the value of the Manual Description field, the title might still be attached to the request, if Alma can identify the title based on its other parameters.
    5. Optionally add a material type, item policy, and/or public note.
    6. Click Save. The item appears on the Scan In Items page.
      Scan In Items Page
      An Acquisition Technical Services work order is created. For an in-depth overview of work orders, see Fulfillment - Conservation Laboratory Work Orders.
    7. Select Attach to Request from the row actions list. A dialog box appears, where you select the request’s title to attach.
    8. Select the check box for the title, and click Attach. The Scan In Items page displays the scanned item. The item’s destination (for Patron physical item requests) is the request destination (the item’s pickup location).

    Supporting Personal Delivery for Requests

    To configure Alma to support personal delivery for requests, you must have one of the following roles:
    • General System Administrator
    • Fulfillment Administrator
    Alma allows personal delivery of requested physical items to a user's home or office. If configured as described below, an item that is taken off a shelf to fulfill a personal delivery request is put in transit to a desk that is configured to support personal delivery. If the desk at which the item is scanned in does not support personal delivery, the item is transferred to a desk in the item's owning library that supports personal delivery. When scanned in at such a desk, the item is automatically checked out to the patron, and a Personal Delivery Notification email is sent to the patron.
    Personal Delivery Request - Create Request Page
    For more information on requests, see Creating a Request from the Institution.
    To enable and use this functionality, the following must be configured:
    • The Supports personal delivery option must be configured at the circulation desk. For more information, see Adding a Circulation Desk.
    • A Personal delivery request policy must be attached to the terms of use to allow personal delivery of items. In addition, you can configure a Personal delivery fee request policy to include delivery fees. For more information, see Configuring Terms of Use.
    • There must be no patron blocks preventing home/office delivery. If patron blocks do exist, the item is sent to the hold shelf. If the blocks are removed, the patron can then receive the item from the hold shelf.
    • Addresses with types Home and Office must be configured in the requesting user’s User Details record. For more information, see Editing Users.
    Note that the Personal Delivery desk must have a hold shelf because if the loan fails to be activated (for example because of a block), the item remains on the hold shelf.
    For more information about configuring home/office personal delivery, see the Home and Office Delivery video (7:52 mins).