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    Working with Lists and Tables

    Translatable
    This section presents information to help you work with the lists and tables that appear various locations in Alma.

    Common Table/List Types

    The following are the common types of lists and tables in Alma:

    Lists

    Pages with lists display one or more elements vertically down the page (see, for example, the Repository Search Page in Facet Filters). Lists appear with:
    Each item in the list appears with:
    • Its number in the list
    • The item's name, typically linked to a page where you can view more information about the item
    • Various other information fields about the item
    • One or more action links beneath the item that enable you to perform actions on the item
    • If you are returning to this page after having viewed or edited an item in the list, that item is highlighted (see Last Item Edited Indicator).

    List Tables

    List tables display one or more elements vertically down the page in a table format (see, for example, the Reading Lists Task List in Facet Filters). List tables appear with:
    Each item in the list appears with:
    • Its number in the list
    • Various information fields about the element
    • Either a single action to perform on the element (such as View or Delete) or an Actions menu (see The Actions Menu).
    • If you are returning to this page after having viewed or edited an item in the list, that item is highlighted (see Last Item Edited Indicator).

    Code Tables

    Code tables are typically available only to administrators. They display a list of options that may be available in a drop-down list in some other area of Alma. Code tables appear with:
    • The page title Code Table
    • A header with basic information about the table
    • The option to import information to the table (see Importing Code Table Information)
    • An option to export the table to Excel (see Export to Excel)
    • Translation-related options for multi-language institutions (see Table Label Translation)
    • A Quick Add area to add elements to the table (see Quick Add)
    • The option to Cancel your changes or Save / Customize to save your changes
    Each item in the list appears with:
    • Its number in the list
    • The option to enable/disable the element by clicking a check mark; a yellow check mark indicates that the element is enabled; a gray check mark indicates that the option is disabled. These check marks are not functional on all code tables.
    • The options to move an item down or up the list by clicking the up or down arrows in the Move Up and Move Down columns.
    • The code and description of the item. These can often be changed, either directly or after clicking Customize in the item's row. Click Save after making any changes to the table.
    • The option to select one of the items as the default value. Only one value can be selected. For some tables, this value may be disabled or may have no relevance.
    • The user who last changed the element and the date of the last change.
    • Either a single action to perform on the element (such as Customize or Delete) or an Actions menu (see The Actions Menu).

    Mapping Tables

    Mapping tables are typically available only to administrators. They display configurable elements that control other areas of Alma. Mapping tables appear with:
    • The page title Mapping Table.
    • A header with basic information about the table.
    • An option to export the table to Excel (see Export to Excel).
    • A Quick Add area to add elements to the table (see Quick Add). Note that this does not appear on some mapping tables.
    • The option to Cancel or Save changes to the table.
    Each item in the list appears with:
    • Its number in the list
    • The key and other information for the item. These values, other than the key, can often be changed, either directly or after clicking Customize in the item's row. Click Customize after making any changes to the table.
    • The user who last changed the element and the date of the last change.
    • Either a single action to perform on the element (such as Customize or Delete) or an Actions menu (see The Actions Menu).

    Rules Tables

    Rules tables are typically available only to administrators. They contain a series of checks that Alma performs automatically during the course of some process. For example, there are rules to determine whether an invoice is sent for review or automatically approved, and rules to determine whether a purchase request is automatically generated for a citation added to a reading list.
    purchasing_review_rules_ux.png
    Purchasing Review Rules
    • Each rule has one or more criteria that defines whether the rule applies to the current object being evaluated.
    • When the relevant process occurs in Alma, for example a patron hold request, Alma checks each enabled rule in the relevant rules table, in order, starting with the first rule in the list. If Alma finds a rule whose criteria matches the object being evaluated, Alma performs the action specified by the rule. Once Alma finds a match, Alma does not check any other rule in the list.
    • If none of the enabled rules match the object being evaluated, the default rule is checked, if there is a default rule.
    • If none of the enabled rules match the object being evaluated, and the default rule also does not apply (or if there is no default rule), Alma performs the default action. Typically this is "do nothing", but a different default action may apply for a particular process. In some cases, the default action can be specified using a customer parameter.
    • See the relevant documentation pages for details or exceptions to the above.
    You can perform the following actions on rules tables:
    • Add a rule: Click Add Rule above the table. The new rule is added to the end of the list. By default, each new rule is enabled.
    • Edit a rule: Click Actions > Edit in the row.
    • Duplicate a rule: Click Actions > Duplicate in the row. Edit the rule as required. The new rule is added to the end of the list. By default, each new rule is enabled.
    • Delete a rule: Click Actions > Delete in the row.
    • Enable/disable the rule: Click the check mark; a yellow check mark indicates that the rule is enabled; a gray check mark indicates that the rule is disabled.
    • Change the rule order: Click the up or down arrows in the Move Up and Move Down columns for the rule that you want to move up or down in the list.
    When you add or edit a rule, a page similar to the following one appears:
    Shipping Cost - Lender Rules
    • Each rule requires a name. You can also enter an optional description.
    • In the Input Parameters area, you can enter multiple criteria for the rule. On most pages, add the criteria elements and click Add Parameter (in Acquisitions pages, all aspects are already present on the page in their own row).
    • Each criteria consists of three elements:
      • Name - The aspect you want to evaluate (such as the user group of the user who scanned a book or the date a request was made).
      • Operator - An evaluation operator, such as =, <, >, Not equals, inList, NotinList, is empty, is not empty, or contains.
      • Value - The matching value or values (for inList and NotInList, select all that apply).
    • Each input parameter (Name) can be selected only once for each rule.
    • In the Output Parameters area, (on some pages this area is called Workflow Setup), enter or select the action to perform, as described on the relevant documentation page. The value may simply be True or False, indicating whether or not Alma performs a certain process. Or there may be several values to enter or select.
    • After making any changes, click Save.
    In the above example, if this rule is triggered, a 10 USD fee is added to the shipping cost when lending an item to the resource sharing partner East FN. Note that if another rule is triggered first, the action specified by this rule (add 10 USD to the shipping fee) is not applied, even if the criteria match the lending request.

    Table and Row Level Customization

    For some code and mapping tables, each row of the table functions as an independent unit and is customized independently, while other tables function as a single unit so all of the rows are customized together. The Customization mode field indicates whether the table is configured at the table level (Entire table needs to be customized) or at the row level (Specific rows can be customized). If you have customized a table whose customization mode is Entire table needs to be customized, new rows added by Ex Libris to this table in future releases will not be added to your table. If you have customized a table whose customization mode is Specific rows can be customized, new rows added by Ex Libris to this table in the future will be added to your table as well.
    Table Level Customization
    Row Level Customization

    Table Label Translation

    Multi-language institutions can configure translations of code and mapping table labels used in Alma. The workflow is different depending on whether the table is one that is configured at the table level or the row level. See Configuring Institution Languages.
    To customize translations of tables customized at the table level:
    1. Change the language filter to a language other than English.
    2. Edit the text in the Translation column.
    3. Click Save.
      Table Level Customization
    To restore the translation changes in the table, click Restore Default Translations.
    To customize translations of tables customized at the row level:
    1. Change the language filter to a language other than English.
    2. Click Customize for the row you want to customize or click Customize All to make all of the rows of the table available for customizing.
    3. Edit the text in the Translation column.
    4. Click Save.
      Row Level Customization
    To restore the translation changes in the table, select Actions > Restore Translations for the row that you want to restore or click Restore Default Translations to restore the translations for all of the rows of the table.

    Facet Filters

    Facets on top of, or on the left hand side of, a list (Limit Results To) enable you to filter the items in a list. Facets match one or more of the fields or columns on the page. Beneath each facet is one of the available values for that field, followed by (in parentheses) the number of currently unfiltered items that match that value. Select one of the values to limit the items in the list to only those that match the selected value.
    The following page displays facets on the left side of the page.
    Repository Search Page
    The selected value appears above the list (Search Limited To) in a box with an X. Select the X to remove that value from the filter.
    The following page present facets as auto-complete drop-down boxes at the top of the page.
    Reading Lists Task List

    Find/in Filter

    The Find/in filter above a list or table enables you to enter text to search and a field to search in. Enter * in the Find field to represent zero or more characters. Select the in field and begin typing to find the desired field using auto-complete. Click Go to filter the list or table to display only those items that contain the entered text in the selected field.
    Find/in Search Filter
    Facets and the Find/in filter apply simultaneously.

    Pagination

    Some lists or tables that contain a large amount of elements are paginated. For example:
    In Process Items Page
    The numbers of the records that currently appear on the page, as well as the total number of records, is displayed at the top and bottom of the list. Typically, each page displays 20 records. To navigate to other pages:
    • Click one of the double arrows << or >> to display the previous or next page.
    • Click a page number to display that page.
    • Enter a page number in the small text box and click Go to display that page.
    Alma does not preserve selections that you make as you navigate from page to page. All actions on the page apply only to the visible selections you make on that page.

    Last Item Edited Indicator

    For most lists in Alma, after editing an item in a list and returning to the list, the page automatically scrolls to the item that you were working on and a bar is displayed next to the item. For example:
    Last Item Edited Indicator

    Working with Table Columns

    You can customize columns in list tables throughout Alma in the following ways:
    • For columns that have up/down triangles, you can sort the rows in the table by that column by clicking the column heading. Click the column heading again to toggle between ascending and descending order.
      Sorting a table changes the order of the lines in the table, and your selected sort is retained when you leave and return to the page. However, the sort has no effect on how items in the table appear in other areas of Alma. For example, if you sort the users in descending alphabetical order (Z to A) on the Find and Manage Users page, the relevant list of users still appears in ascending alphabetical order (A to Z) when selecting to assign a task to a user.
    • Click between two column headings to change the width of table columns.
    • Click and drag a column heading left or right to change the order of table columns.
    • You can hide and display columns using the Columns drop-down list:
      Column Display
      • Clear the check box of a column and click Done to hide the column.
      • Select the check box of a hidden column and click Done to have it appear.
      • Click Restore list defaults to restore all of the changes made to a table.
    • Select Actions > View Hidden to display a pop-up of the hidden fields for that row. For example:
    View Hidden Columns
    Customizations are retained for each list after moving to another page, logging out, and so forth.
    For a video describing this feature, see Show Hidden Columns.

    Actions Menus

    On many pages with lists, the last column in each list row contains an Actions menu. Click Actions and select a menu option to perform an action on the item corresponding to that row. Typical actions include View, Edit, Activate, or Delete. The available options will vary from row to row, based on the characteristics of the item in the row, as well as your user role and your library/location.
    In Process Items Page

    Export to Excel

    On pages that contain lists of items, you can export the list to Excel by clicking Tools. There is a limit of 100,000 lines that can be exported at one time to Excel. If the amount of information to be exported exceeds the limit, the limit appears in the tooltip when you hover your mouse over the Excel option. Filter the list to be under the limit. Otherwise, note that only the first 100,000 are exported.
    During the export, Alma displays a progress bar:
    Progress Bar
    Downloads proceed in the foreground. While the download is in progress, you can click Cancel to cancel the download in progress.
    If you do not want to wait for a download, you can instead create a set and run a job to export the set. For more information, see Running Manual Jobs on Defined Sets.
    Code and mapping tables that have an Enabled column are exported with the values Yes for enabled or No for disabled.
    When exporting a table with hidden columns to Excel, you can choose to export only the visible columns or all of the columns, including the hidden ones.
    export_all_fields.png
    Export All fields

    Quick Add

    You can add rows to code and mapping tables in Alma using the Quick Add feature. The Quick Add feature has a distinctive look that differentiates it from the rest of the page. The advantages of this feature are that you can add information quickly because only the Quick Add area refreshes instead of the whole page, and the page does not redisplay from the top after adding information. In addition, pressing the Enter key has the same functionality as clicking Add.
    Make sure you click Save at the top or bottom of the page after adding rows to the table.
    Quick Add - Code Table
    Quick Add - Mapping Table

    Importing Code Table Information

    On many code tables, an Import button appears. Importing information to a code table overrides all of the existing entries in the table.
    Import Button
    For tables that can be edited, click Import to upload the table from an Excel file. The file format must match exactly the Excel file that you receive when you export the table (see Export to Excel), except that the file must be named CodeTable. It is recommended that you export the file, make your changes, and then import the changes, as described below.
    To import table information:
    1. Export the file using Tools > Excel (see Export to Excel).
    2. Open the Excel file and rename the Excel file CodeTable.
    3. Make your changes and save the file.
    4. Click Import on the relevant page. The Import Tables page appears.
    5. Click Browse to locate your file.
    6. When available, select the Language of the table contents.
    7. Click Import to upload the file. The contents of the file appear on the page.
    8. Review your changes and click Import to import the changes to Alma.