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    Searching in Alma

    Translatable
    Any user can search in Alma (but see the table below for restrictions on certain kinds of searches).
    Searching Alma is available from the persistent search box located at the top of every page. You can also save search queries and reuse them at any time (see Saving and Reusing Search Queries).

    What You Can Search For

    You can search many items in Alma's repository, including:
    • Metadata records compiled by Ex Libris or local to your institution or collaborative network (see Metadata Management and Inventory). These records include:
      • Local inventory, including holdings for physical items, electronic portfolios, and digital representations and files
      • Bibliographic titles, including top-level collections, physical titles, electronic collection and portfolio titles, and digital titles
      • Authority records
    • Depending on your role, you can also search for:
    The searchable fields depend on the search type. For example, when you search All Titles, the searchable fields are based on metadata that is common to all record formats, but does not include fields that are specific to physical, electronic, or digital inventory. You can search on these specific fields when searching the relevant format.
    Every physical item, electronic portfolio/collection, and digital file is indexed with the bibliographic metadata to which it is linked, in addition to its inventory (institution/network) specific data. See Search Indexes for more information. Searching is the same regardless of the format of the catalog records (for example, MARC 21 or Dublin Core).
    The persistent search box offers you the following methods of searching:

    Performing a Simple Search

    The persistent search box appears at the top of each page. This tool initially provides a simple search interface for searching the repository (books, articles, authorities, and so forth) and other areas of Alma (PO lines, vendors, and so forth). For a list of the keyword indexes searched during a repository search, see Search Indexes. The default search is a repository search for All titles.
    To rerun a recent simple or advanced search (including the search type, field, and search string), click the text box and select a previous search from the drop-down list that appears. The search runs immediately. Otherwise perform the following steps.
    To perform a simple search:
    1. Select the search type from the drop-down list.
      Persistent Search Drop-Down List of Options
      Users with the following roles can perform each type of search.
      User Roles for Search Types
      Search type User roles
      All titles All
      Physical items All
      Electronic portfolios All
      Funds Fund Manager, Fund-Ledger Viewer, Ledger Manager, Purchasing Manager, Purchasing Operator, Selector
      Collection All
      Electronic collection All
      Digital titles All
      Order lines Invoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator, Selector, Trial Manager, Trial Operator
      Invoices Invoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator, Selector
      Requests Receiving Operator, Receiving Operator Limited, Circulation Desk Manager, Circulation Desk Operator, Fulfillment Services Manager, Fulfillment Services Operator, Requests Operator, Work Order Operator
      Vendors Vendor Manager
      Licenses License Manager, Selector, Purchasing Operator, Purchasing Manager
      Users User Administrator, User Manager, General System Administrator
      Authorities All
      Deposit Deposit Manager, Deposit Operator, Deposit Operator Extended, General System Adminstrator
    2. Select the field on which to search in the second drop-down list, or select Keywords or All (depending on the selection in the first drop-down list) for a general search on multiple fields. For more information, see Search Field Descriptions. For PO lines, see PO Line Search Fields.
    3. Enter a search string in the text box.
      To jump to this text field on any page that does not have any other kind of search box, press / (forward slash) on your keyboard.
      Regarding the search string:
      • You may either include or omit words that are articles (such as the, a, an) in your search content.
      • All ISBNs are in ISBN-13 format.
      • Special characters, such as hyphen, dash, slash, and so forth, are ignored. For additional special characters, see Searching for Special Characters.
      • You can use an asterisk ( * ) wildcard character if the asterisk is preceded by at least three non-special characters.
        • Wildcards are not supported when the string contains a dash, for example: $a (Aleph)003858461UCD01-Aleph.
        • The question mark (?) is not supported as a wildcard character.
      • Alma finds characters with diacritics when you search using standard English characters.
        If the users in your institution search using characters with diacritics, ensure that Ex Libris has configured that searches return matches for diacritics. Search language configuration is available for German, Norwegian, Danish, Swedish, Korean, Chinese, and Hong Kong TSVCC.
      • Contact Ex Libris to enable the following enhanced search options:
        • Search in traditional Chinese/Kanji or simplified Chinese/Kanji and return results in both traditional Chinese/Kanji and simplified Chinese/Kanj
        • Search in Hangul (Korean) and return results in both Hangul and Hanja
        • Search in Hiragana (Japanese) and return results in both Hiragana and Katakana
      • An administrator can configure several additional items regarding search. For more information, see Configuring Search.
    4. Click the magnifying glass or press Return on the keyboard to perform the search. The items that match your search query appear on the page.
      For locations that have RFID (see RFID Support), click the RFID read icon to enter content (barcode), and click the magnifying glass.
      RFID Read Icon
      New for August! Searching for physical items when RFID is enabled displays the Security Status when it is available. The field contains either Checked Out or Available. Checked out indicates that the item is on loan and may leave the library. An item that is available cannot leave the library.

    Performing an Advanced Search

    See Performing a Simple Search for search information that pertains to both types of searches. An advanced search supports a more powerful, refined search, including multiple fields and search fields of other resource types. For example, when searching physical titles, you can search for a bibliographic title in a particular holdings location.
    To rerun a recent simple or advanced search (including the search type, field, and search string), click the text box and select a previous search from the drop-down list that appears. The search runs immediately. Otherwise perform the following steps.
    To perform an advanced search:
    1. In the persistent search box, click Advanced. The persistent search box expands to include the option to add additional rows of search criteria (additional fields and values).
      Advanced Search
      The search type drop-down moves to the top left. The search starts with a single row. Each row contains a search field drop-down list (you can enter some text to filter the options), a comparison drop-down list, a search criteria text box/selection list, and some icons. Fields in the field drop-down list may be grouped by the entity to which they apply. For example, when searching electronic titles, the fields in each row are grouped into title, electronic collection, and electronic portfolio fields.
    2. Select the repository to search: local (Institution Zone), Alma (Community Zone), or your collaborative network (Network Zone).
    3. To add additional rows, click the duplicate row icon () or add row icon (). To remove a row (other than the first), click the delete row icon (). For more information bout the fields, see Search Field Descriptions.
      advanced_search_multiple_options.png
    4. By default, each row represents additional search criteria that must also match (AND). Select OR in any row (other than the first) to change the combination type to OR. An implied parentheses is added around all search rows connected by ANDs.
    5. Depending on the field you select, select the match type in the comparison drop-down box. Typical match types include Contains Keywords (words in any order, separated by spaces), Contains Phrase, Is Empty (see Searching for Items Without Specific Information), Starts With, Equals, Not Equals, Greater Than, Greater Than or Equal To, Less Than, Less Than or Equal To, Not In, Not Contains Keywords, Not Contains Phrase, and Is Not Empty
      Currently, there is a known issue with conditions for Electronic Collection where the comparison options for the conditions in the Title drop-down list do not include the following:
      • Title – Not Contains Keywords, Not Contains Phrase, Is Not Empty, Not Equals, and Is Empty
      • Names – Not Contains Keywords, Not Contains Phrase, Is Not Empty, Not Equals, and Is Empty
      • Series – Not Contains Keywords, Not Contains Phrase, Is Not Empty, Not Equals, and Is Empty
      • Other System Number – Not Contains Keywords, Not Contains Phrase, Is Not Empty, Not Equals, and Is Empty
      • Electronic location and note – Not Contains Keywords, Not Contains Phrase, Is Not Empty, and Not Equals
      Advanced_Search_Title_Drop_Down_List_02_TC.png
      Advanced Search Title Drop-Down List
    6. Depending on the match type you select, enter or select the full or partial value(s) in the last field in the row. This field may be a text field to enter free text, a drop-down list, or a calendar selection tool. For certain drop-down lists, such as library and permanent physical location, you can select multiple matching values (see the example for Library, above).
    7. Click Search or press Return on your keyboard. The results of an advanced search appear on the page, below the advanced search form. You can edit the advanced search and run a new search from the results page. Your current search logic appears at the top of the results, as in the following example.
      Advanced Search Results

    Search Field Descriptions

    Most of the fields are self-explanatory. See the following table for additional information. For a list of search index MARC and non-MARC bibliographic tag mappings, see Search Indexes. For PO lines, see PO Line Fields.
    Additional Information for Advanced Search – Add Conditions Options
    Option Description
    Activation Date (electronic collections, portfolios) Locate electronic resources based on the date on which they were activated.
    • Authority ID
    • Authority Vocabulary
    Search
    $0 (identifier)
    $2 when the second indicator is 7
    In the following fields:
    100, 110, 111, 130, 600, 610, 611, 630, 700, 710, 711, 730, 800, 810, 811, 830, 648, 650, 654, 651, 655, 751, 754, 245, 440, 490, 382, 050, 060, 070, 090, 091, 092, 093, 094, 095, 096, 097, 098, 099, 052, 055, 080, 082, 083, 084, 085, 086
    • Available for group (portfolios)
    • Available only for group (portfolios)
    • Collection available for group (electronic collections)
    • Collection available only for group (electronic collections)
    Select the inventory management group to which this resource is restricted. See the list below for a comparative description of the available for advanced search options:
    • Available for - Locate resources available for a particular campus or institution.
    • Available for group - Locate resources available for groups of campuses or institutions.
    • Available only for - Locate resources explicitly available for a campus or an institution.
      The resource may be available for other campuses or institutions, but was explicitly identified in the available for settings as available for a specific campus or institution.
    • Available only for group - Locate resources explicitly available for groups of campuses or institutions.
      The resource may be available for other campuses or institutions, but was explicitly identified in the available for settings as available for specific groups of campuses or institutions.
    The selectable criteria vary depending on how the available for settings are defined.
    View the video below to see a demonstration of how this advanced search capability is implemented.
    For more information, see Search Results with Restricted Access. For information on restricting availability for electronic resources, see Configuring Inventory Management Groups.
    For more information about searching for electronic resources by inventory management groups, see the Search by Available For Groups video (4:11 mins).
    Binding Note Search 563 $a
    Brief Level Select a specific brief level to search for. For more information, see Working with Brief Record Levels.
    Collection Access Type Select Current or Perpetual.
    Content Related Data Search 580 $a, 773 $t
    Contributed By (for electronic collections and electronic portfolios) Use in the Community Zone tab to locate electronic resources that were contributed.
    Coverage In Use Select Only Local, Global AND Local, Global OR Local, or Only Global.
    Locate electronic resources based on the type of coverage used.
    Current location Search for items in the current location.
    Date Information Override Select No or Yes
    DOI - Digital Object Identifier Stored in $a of the 024 if $2 contains doi.
    General retention policy When searching for physical titles, search for position 12 of the 008 field in the holdings record.
    Has Items Select No or Yes to search for holdings without items or holdings with items, respectively.
    Has Local Coverage Information Select from date override or embargo.
    Locate electronic resources that have local coverage.
    Is linked Locate records that are linked (or not) to the Community Zone.
    When this index (for All Titles searches) is used in advanced searches from the Institution tab, all bibliographic records that are linked to the Community Zone appear.
    Is Local (for local electronic collections and local portfolios) Select No or Yes
    Locate locally managed electronic resources.
    ISNI - International Standard Name Identifier May be stored in $0 of various fields, especially the 1XX, 6XX, and 7XX.
    Item PID Search the internal, system-generated ID for the item.
    MMS Creation Date Available when doing an Authorities Advanced Search. You may find this helpful when working with the Authority Control Task List.
    Modification Date From the MMS record’s modification date column
    ORCID - Open Researcher and Contributor ID This ID may be stored in $0 of various fields, especially the 1XX, 6XX, and 7XX.
    Originating system Search the name of the system from which the item was imported into Alma.
    Originating system ID Search the record ID created in the system from which the item was imported.
    Other Classification Number Search any classification number from a scheme not covered by one of the other number fields.
    Provenance code Search a code, defined by the institution indicating the origin of the material.
    Record Format Select which registry/record format to search (DC=Dublin Core).
    Resource Type This index is constructed from existing bibliographic fields such as the LDR and 008. It supplements, but does not replace, the existing Material Type field. See The Resource Type Field.
    Tag sync external catalog Whether the MMS record must be synchronized with an external catalog such as OCLC WorldCat.
    Temporary library Search based on the actual physical location of the item.
    Temporary physical location Search for items identified in the system’s temporary location field regardless of whether the item is currently in the temporary location (that is, even when Item is in temporary location=No).
    Url This is an option under Electronic Collection when searching for Electronic Titles.
    With this option, you can search for URLs in order to maintain their accuracy.
    There is a known issue with this condition, and it is not functioning properly. See the July 2016 release notes.
    The following Dublin Core (DC) fields are are available as conditions for the Alma search:
    • dc:contributor
    • dc:coverage
    • dc:creator
    • dc:date
    • dc:description
    • dc:format
    • dc:identifier
    • dc:language
    • dc:publisher
    • dc:relation
    • dc:rights
    • dc:source
    • dc:subject
    • dc:title
    • dc:type
    In addition to these fields (or conditions) based on the type of search, Alma supports RDA fields and subfields for systems that use RDA.
    Bibliographic, authority, and holdings types appear under subheadings in the table below. Repeatable fields are marked "(R)" in the description. Non-repeatable fields are marked "(NR).”
    RDA Fields Supported in Alma
    Field Description
    Bibliographic
    028 Publisher Number (R)
    264 Production, Publication, Distribution, Manufacture, and Copyright Notice (R)
    336 Content Type (R)
    337 Media Type (R)
    338 Carrier Type (R)
    340 Physical Medium (R)
    344 Sound Characteristics (R)
    345 Projection Characteristics of Moving Image (R)
    346 Video Characteristics (R)
    347 Digital File Characteristics (R)
    377 Associated Language (R)
    380 Form of Work (R)
    381 Other Distinguishing Characteristics of Work or Expression (R)
    382 Medium of Performance (R)
    383 Numeric Designation of Musical Work (R)
    384 Key (NR)
    Authority
    046 Special Coded Dates (R)
    336 Content type (R)
    368 Other Attributes of Person or Corporate Body (R)
    370 Associated Place (R)
    371 Address (R)
    372 Field of Activity (R)
    373 Associated Group (R)
    374 Occupation (R)
    375 Gender (R)
    376 Family Information (R)
    378 Fuller Form of Personal Name (NR)
    377 Associated Language (R)
    380 Form of Work (R)
    381 Other Distinguishing Characteristics of Work or Expression (R)
    382 Medium of Performance (R)
    383 Numeric Designation of Musical Work (R)
    384 Key (NR)
    Holdings
    337 Media Type (R)
    338 Carrier Type (R)

    PO Line Search Fields

    When searching for PO lines, you can enter the following additional criteria (some of these are described in Manually Creating a PO Line):
    • Workflow - Matches a workflow step or PO line status; select one
    • Material supplier - Matches a vendor code
    • Material supplier account - Matches a vendor account code
    • Access provider - Matches the access provider's code
    • Acquisition method
    • Fund code
    • Fund name
    • License code
    • Rush - Select Yes or No
    • Cancellation restriction - Select Yes or No
    • Reporting code - Note that you cannot search by secondary or tertiary reporting code.
    • PO line type - Select one from the drop-down box (see Enabling/Disabling PO Line Types)

    Searching for Items Without Specific Information

    You can search for the absence of a field (for records that contain a specific field that is not populated). For example, you can search for physical titles/items without barcodes or other information. Select Is Empty as an option after selecting the desired field. See the table below for a sample list of conditions with this option.
    Is Empty Sample List
    All Titles
    (Not Present)
    Holdings
    (Not Present)
    Physical Items
    (Not Present)
    LC call number Permanent call number type Inventory number
    Dewey decimal class number Permanent physical location Public note
    UDC Library Fulfillment note
    Other classification number Call number suffix Internal note 1
    Additional publication year Summary holdings Internal note 2
    Language Holdings note Internal note 3
    LC control number Item sequence number
    ISBN PO line
    ISSN Alternative call number
    ISSN link Alternative call number type
    Other standard ID Creation date
    Government document number Current library
    National bibliography number Currently location
    Publisher number Due back from temp location date
    Standard number Expected receiving date
    Other system number Inventory date
    Notes Is Magnetic
    Local notes Item policy
    Description Last shelf report date
    MMS SIP ID (a number assigned to a set of records affected by a job) Material type
    Physical description Modification date
    Country of publication On shelf date
    Genre form On shelf seq
    Publisher location Pages
    Material type Pieces
    Medium type Process type
    Originating system ID
    Originating system
    Tag suppressed
    Tag sync external catalog
    Local field 900
    Relator
    For example, to find physical titles without barcodes:
    1. In the advanced search, select Physical Titles as the search type.
    2. Select Physical Item > Barcode for the field.
    3. Select Is Empty available from the comparison drop-down list.
      Is Empty Advanced Search Condition
    4. Click Search. The search results display all the physical items without barcodes.

    Searching for Special Characters

    When using the Alma repository search (or when searching users, purchase requests, and fulfillment requests), you can search for special characters and characters with diacritics. Search language configuration (set by Ex Libris when your system is installed) is available for German, Norwegian, Danish, Swedish, Korean, Chinese, and Hong Kong TSVCC. For most of these languages, Alma uses the standard implementation for working with special characters. See the following sections for more information:
    Normalization for these languages is specific to text fields such as title and author. Normalization, however, is not done for numeric fields or fields that contain a normalized value such as a call number.

    German Characters

    When your system is configured for German as the default searching language, German language characters are treated by the system as follows:
    German Language Character / Character Combinations Stored in the Alma Database
    ß ss
    ä, Ä ae
    ö, Ö oe
    ü, Ü ue
    ae ae
    oe oe
    ue (when not following a vowel or q) ue
    With your system configured for German as the default language and the special German language characters stored in the system as identified in the above table, you can search using the special umlaut and Eszett characters or the extended Latin version of these characters (as shown in the second column above) and results will be treated equally. So, for example, if you search for Müller, the system will return results for both Müller and Mueller, but not Muller.
    For systems whose default language is not German, a search for Müller will return search results for Müller and Muller but not Mueller.
    When your institution (and network, in consortial environments) is configured for German as the default searching language, this standard German language special character search capability is available in the Institution Zone, Network Zone, and Community Zone.
    For institutions that have German configured as the default searching language, the repository search results, user search results, and fulfillment request search results are sorted using the DIN 5007-1/2, section 6.1.1.4.1/2 standard. In addition to consideration for the special German language characters, hyphens are ignored when search results are sorted.
    When sorting bibliographic and authority headings content, Alma removes dashes for sorting purposes in institutions that have the searching language parameter set to German.
    When you use the Alma Browse Bibliographic Headings feature, the same sorting standard (DIN 5007-1/2, section 6.1.1.4.1/2) is used to sort the bibliographic headings. See Browsing Bibliographic Headings for more information.

    Scandinavian Characters

    Alma normalizes the interchangeable Scandinavian characters æ Æ ä Ä ö Ö ø Ø and folded variants (aa, ao, ae, oe and oo) by transforming them to æ Æ å Å ø Ø.
    Sorting the Norwegian and Danish special language characters is handled in the following manner:
    Norwegian and Danish Sorting
    ...
    Ad/ad
    Ae/ae
    Af/af
    ...
    Od/od
    Oe /oe
    Of/of
    ...
    Ud/ud
    Ue/ue
    Uf/uf
    ...
    X/x
    Y/y + Ü/ü (except for tremas like Leüs)
    Z/z
    Æ/æ + Ä/ä
    Ø/ø + Ö/ö
    Å/å + Aa/aa
    Sorting the Swedish special language characters are not handled in the same manner as the Norwegian and Danish special language characters. The Swedish special language characters are handled in the following manner:
    Swedish Sorting
    ...
    Ad/ad
    Ae/ae + Æ/æ
    Af/af
    ...
    Od/od
    Oe /oe
    Of/of
    ...
    Ud/ud
    Ue/ue
    Uf/uf
    ...
    X/x
    Y/y + Ü/ü
    Z/z
    Å/å
    Ä/ä
    Ö/ö + Ø/ø
    Normalization for Norwegian and Danish is handled in the manner described in the Scandinavian Normalization Filter. For Swedish, Alma normalizes the Scandinavian characters in the same manner.

    Chinese and Korean Characters

    Alma does hiragana to katakana transliteration, traditional Chinese to simplified Chinese transliteration, and splits words into bigrams and unigrams. See the ICU Transform Filter for more information.
    Alma also does Hanja to Hangul transliteration. The sorting is unique to the Korean language.

    Hong Kong TSVCC

    In addition, Alma implements the Hong Kong Innovative Users Group (HKIUG) TSVCC (Traditional, Simplified, and Variant Chinese Characters) standard Version 1.0. released on 18 July 2006. In addition to handling the traditional and simplified Chinese characters, Alma also handles the variant Chinese characters when doing the following:
    • Searching metadata records
    • Browsing bibliographic headings
      This includes searching for TSVCC characters entered as a value in Browse Bibliographic Headings and properly sorting headings that appear for browsing. When the same title occurs in different Chinese forms (including variant Chinese characters), all titles that are equivalent are sorted together in the headings list for browsing.
    • Searching for Chinese user names
    TSVCC Chinese character handling is available for institutions that have the Alma searching language parameter set for Hong Kong. Contact Ex Libris Support if you need to have this institution parameter enabled.
    For the complete HKIUG TSVCC table (UNICODE version), see http://hkiug.ln.edu.hk/unicode/hkiug_tsvcc_table-UnicodeVersion-1.0.html.

    Saving and Reusing Search Queries

    For many search results, you can save searches for later use. Saving a query is another name for creating a logical set. A logical set is dynamic, recalculated each time it is accessed—in other words, the search is rerun and the results are the set. When you save a query (set), you are saving a set of search criteria that can be reused. Each time you run a query, the results may be different if the records have changed since the previous run. In contrast, an itemized set is a fixed collection of items that may have been entered by hand, uploaded from a file, or the result of a previous search (but no longer associated with the query terms). Note that you can turn logical sets into itemized sets.
    For more information about sets, see Managing Search Queries and Sets.
    To save a query:
    1. After performing a search, click Save Query on the search results.
      The Set Details page appears.
      Set Details Page
    2. Follow the procedure in Creating Logical Sets.

    Performing a Search Using a Saved Query

    To run a saved query; on the Manage Sets page (Administration > Manage Jobs and Sets > Manage Sets), locate the saved query (logical set) and select Actions > Results. (see Managing Search Queries and Sets).
    Your most recent searches (saved or unsaved) can be run by selecting one from the drop-down list that appears when you click in the search text field.

    Repository Search Results

    Search results are a numbered list of matching results displayed according to the type of resource chosen for your search. You can configure the fields and actions that appear in or under each result; for more information see Repository Lists.

    Sorting Search Results

    By default, search results are sorted according to an internal ranking mechanism that is based on Apache Solr; for more information, see http://www.solrtutorial.com/solr-search-relevancy.html. Ranking factors include:
    • Term Frequency - The higher the term frequency in the document, the higher the document score.
    • Inverse Document Frequency - The rarer a term is across all documents in the index, the higher its contribution to the score.
    • Coordination Factor - The more query terms found in a document, the higher its score.
    • Field Length - The more words a field contains, the lower its score. This factor penalizes documents with longer field values.
    For some search types, you can change the sort using the Sort by drop-down list, using the following options:
    • Rank
    • Title – Asc
    • Title – Desc
    • Creator – Asc
    • Creator – Desc
    • Publication Date – Asc
    • Publication Date – Desc
    This option is available for search types:
    • All titles
    • Physical titles
    • Electronic titles
    • Digital titles
    For information about terminology used on the repository search results list, see the “Managed by Department” Changed to “In Process” video (2:58 mins).
    The sort order for holdings displayed within a single search result is handled in the following manner:
    • Temporary holdings appear first.
    • Among holdings from the same type (permanent / temporary), the holdings with more available items appear first.
    • Among holdings from the same type (permanent / temporary) and the same number of available items, the holdings are sorted alphabetically.
    The holdings sort order is not configurable.

    Filtering Search Results

    You can filter search results using the facets in the left pane of the search results. The available facets depend on the type of search and the items in the search results.
    Search Result Facets
    Search Type Facets Provided
    All titles Inventory
    Material type
    Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)
    Publication year
    Resource Type
    Physical titles Item Material type
    Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)
    Publication year
    Resource Type
    Electronic titles Material type
    Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)
    Resource Type
    Digital titles Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)
    Publication year
    Entity type
    Preservation type
    Resource Type
    Digital files Entity type
    File MIME type
    File size bytes
    File extension
    Resource Type
    Physical items Item material type
    Library
    Process type
    Resource Type
    Electronic portfolio Type
    Interface
    Electronic collection type
    Service
    Electronic material type
    Availability
    Resource Type
    Collection Library
    Resource Type
    Electronic collection Type
    Interface
    Electronic collection type
    Availability
    Resource Type
    Authorities Heading Usage
    Vocabulary
    For Electronic Collection Type facets, the results are affected by the following considerations:
    • Community Zone records are updated with the correct electronic collection type such as Journal, Book, and so forth.
    • Locally migrated electronic collections are migrated with the type Journal in all cases (regardless of what type they are).
    • New local electronic collections have no electronic collection type.
    Facets include a count in parentheses next to the facet label.
    Facet Count in Parentheses
    The numbers in parentheses are directly related to the total count provided with your search results.
    Total Count in Search Results
    Sometimes the total count is labeled approximately. This may occur when searching for a frequently occurring term in a general index (for example, an All Titles search with keyword studies). To provide reasonable response time with a large number of search results, Alma provides an approximate count. It is assumed that an exact count is not necessary, since with a number of results this high, you are not planning on browsing through all of the results. If necessary, you can determine the exact number of results by saving the results to a set and itemizing (see Converting Logical Sets to Itemized Sets). The number of items displayed for the itemized set (when creating the set, viewing the set creation job report, and viewing the itemized set) is exact.
    Approximate Total Count
    Click the facet to narrow the search results. You may select more than one facet when multiple facets are available (see below). You can also clear your selection of facets that you previously selected by clicking the X icon beside the selected facet. Click Clear all to clear all your facet selections.
    Multiple Facets

    Institution, Community, and Network Tabs

    The results from your institution appear in the Institution tab. The Community tab includes results for records in the Community Zone; these are records that are available to all Alma institutions (see Introduction to Resource Management). If your institution is a member of a collaborative network working with a Network Zone, the Network tab is also available. The Network tab includes results from your Network Zone. For more information regarding the Network tab, see Repository Search in Collaborative Network.
    An administrator can configure which tab is pre-selected by default for certain simple search types; see Customizing the Repository Search.

    Search Result Icons

    The following icons may appear beside a search result, depending on the tab you are viewing. Linked records are updated when their target records (in the Community Zone or in the Network Zone) are updated.
    Search Result Icons
    Tab Icon Record is Click Icon to Open Item in
    Institution Record does not appear
    NOT defined in the institution
    N/A
    Restricted by an inventory management group N/A
    No icon Unlinked, non-electronic resource N/A
    Suppressed N/A
    Unlinked, deactivated electronic resource N/A
    Unlinked, activated electronic resource N/A
    Linked to a Community Zone record
    Community tab
    Linked to a Network Zone record
    Network tab
    Community Record does not appear NOT defined in the Community Zone N/A
    No icon Linked to a record in the Network Zone
    AND
    Restricted by an inventory management group
    N/A
    Linked to a record in the Network Zone
    AND
    NOT linked to a record in the institution
    AND
    NOT restricted by an inventory management group
    Note: This icon also appears if an institution record is linked to the above Network Zone record.
    Network tab
    Linked to a record in the institution Institution tab
    Linked to a record in the Network Zone
    AND
    Linked to a record in the institution
    Whichever link was added last.
    Network Record does not appear NOT defined in the Network Zone N/A
    No icon NOT linked to a Community Zone record
    AND
    NOT linked to a record in the institution
    N/A
    Linked to a Community Zone record
    AND
    NOT linked to a record in the institution
    Community tab
    Linked to a record in the institution Institution tab
    Alma attempts to display a thumbnail image for titles (either for digital titles only, or for all title types - see Customizing the Thumbnail Display). If the title has a digital file, a thumbnail of that file appears. If the title has only physical items, Alma attempts to acquire a thumbnail image of the cover using the title’s ISSN or ISBN. If no thumbnail is available, a generic image of the material type (book, video, music, and so forth) appears.

    Viewing Inventory/Other Details

    For title search results, inventory tabs (Physical, Electronic, and/or Digital), Available For information (see Search Results with Restricted Access), and an Other Details tab appear below each result. The number of items/portfolios/representations appears in parentheses in the name of the tab. Select a tab to expand or collapse more information about the result.
    If you want all physical or electronic inventory information to appear expanded by default for every search, select the relevant option for Expand. You must re-select this every time you log in to Alma.
    Search Results

    Performing Actions on the Repository Search Results Page

    See the table below for a description of the actions that you can take while using the repository search results.
    The actions that appear depend upon the search type and the roles of the user. Not all actions appear for all users.
    Search Results List Actions
    Search Type Action Description
    All Titles Release Assignment Release the bibliographic record if it is assigned to another staff user. If you want to remove all bibliographic record assignments for a particular staff user, see MD Editor Menu and Toolbar Options. This action appears only if you have the role Catalog Manager.
    The results for an All Titles search include physical, electronic, and digital titles, and the actions beneath each record vary according to the record type. See the following titles-related sections in this table for the descriptions of the remaining actions.
    Physical Titles Holdings View holdings information. Opens the MARC simple Record View page (single record) or the List of Holdings page (multiple records). For more information, see Viewing Metadata Read-Only in the Simple Record View Page and Working with the List of Holdings.
    Items View items information. Opens one of the following pages:
    Edit Record Edit the bibliographic record. Opens the MD Editor (see Opening the Metadata Editor).
    Locked records appear in the search results without any indication. A message that the record is locked appears only when you open the record in the MD Editor.
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Request Initiate a fulfillment request on the title. Opens the Create Request page (see Creating a Request).
    From the Create Request page, you can select a Physical titles request such as Move temporarily or Patron digitization request from the Request Type drop-down list.
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Add to Collection Add the title to a collection. This action appears only if you have collections configured. For more information refer to Managing Collections.
    Publishing Information View publishing information. Opens the Publishing Information page with the following information (available only for General System, Repository, and Catalog Administrators, and Deposit Managers):
    • PID
    • Last publication date
    • Last publication value
    • RTA link
    • Job history (if available - displays jobs that have run since January 2017)
    Select the relevant profile in the Publishing Profile field.
    Learn about debugging publishing information in the Debugging Publishing Information video (1:52 mins).
    Linked Data View linked data. See Using Linked Data from the Repository Search Results below for more information.
    Reminders Create and edit reminders for the bibliographic record by entering the following pieces of information:
    • Date for the reminder to occur
    • Type of reminder
    • Status of the reminder
    • Text describing the reminder
    For more information, see Working with Reminders.
    More Info View more information. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Requests/Work Orders - Number of requests/work orders (or No Requests/Work Orders). This value does not include expired booking requests, and indicates only the number of requests/work orders linked to the title; it does not indicate anything about the request’s place in the queue.
    • Courses - Number of linked courses (No Course)
      Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Electronic Titles (Institution tab) Electronic Collection List View the list of portfolios associated with this title. Opens the Portfolios List page. For more information see Working with the Portfolio List.
    View It View the electronic service associated with this title. Opens the Alma Link Resolver Electronic Services page.
    For more information regarding the Alma Link Resolver Electronic Services page, see Using the OpenURL Link Resolver Electronic Services Page.
    To enable direct linking to electronic services via Alma Link Resolver Electronic Services, see Configuring Direct Linking.
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    When you place orders for electronic resources (from bibliographic-/title-level search results) that contain multiple URLs (856 $u fields), Alma creates a portfolio for each URL (see the example below for Commentaries on the Constitution of the United States).
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Document Delivery Initiate a resource request for this title. Opens the Create Request page (see Creating a Request).
    Add to Collection Add the title to a collection. This action appears only if you have collections configured. For more information refer to Managing Collections.
    Publishing Information View publishing information for this title. Opens the Publishing Information page that provides the following information (available only for General System, Repository, and Catalog Administrators, and Deposit Managers):
    • PID
    • Last publication date
    • Last publication value
    • RTA link
    • Job history (if available - displays jobs that have run since January 2017)
    Select the relevant profile in the Publishing Profile field.
    Learn about debugging publishing information in the Debugging Publishing Information video (1:52 mins).
    Linked Data View linked data. See Using Linked Data from the Repository Search Results below for more information.
    Reminders Create and edit reminders for the bibliographic record by entering the following pieces of information:
    • Date for the reminder to occur
    • Type of reminder
    • Status of the reminder
    • Text describing the reminder
    For more information, see Working with Reminders.
    More Info View more information for this title. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Requests/Work Orders - Number of requests/work orders (or No Requests/Work Orders). This value does not include expired booking requests, and indicates only the number of requests/work orders linked to the title; it does not indicate anything about the request’s place in the queue.
    • Licenses - Number of licenses (or No Licenses)
    • Courses - Number of linked courses (No Course)
      Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Electronic Titles (Community tab) Electronic Collection List View the list of portfolios associated with this title. Opens the Portfolios List page. For more information see Working with the Portfolio List.
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    When you place orders for electronic resources (from bibliographic-/title-level search results) that contain multiple URLs (856 $u fields), Alma creates a portfolio for each URL (see the example below for Commentaries on the Constitution of the United States).
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action only appears if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Edit Edit the bibliographic record. Opens the MD Editor (see Opening the Metadata Editor).
    Locked records appear in the search results without any indication. A message that the record is locked appears only when you open the record in the MD Editor.
    Digital Titles View It View the digital object. Opens the Alma Link Resolver Electronic Services page from which you can view the object (if you have permission/access to the object).
    For more information regarding the Alma Link Resolver Electronic Services page, see Using the Alma Link Resolver Electronic Services Page.
    Representations Edit the digital representation. Opens the Digital Resource Editor. For more information, see Managing Digital Resources.
    Export Export the title. A note appears at the top of the Repository Search page (above the Search Criteria options) providing the location of the exported digital title.
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Publishing Information View publishing information for this title. Opens the Publishing Information page that provides the following information (available only for General System, Repository, and Catalog Administrators, and Deposit Managers):
    • PID
    • Last publication date
    • Last publication value
    • RTA link
    • Job history (if available - displays jobs that have run since January 2017)
    Select the relevant profile in the Publishing Profile field.
    Learn about debugging publishing information in the Debugging Publishing Information video (1:52 mins).
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Linked Data View linked data. See Using Linked Data from the Repository Search Results below for more information.
    Reminders Create and edit reminders for the bibliographic record by entering the following pieces of information:
    • Date for the reminder to occur
    • Type of reminder
    • Status of the reminder
    • Text describing the reminder
    For more information, see Working with Reminders.
    More Info View more information for this title. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Requests/Work Orders - Number of requests/work orders (or No Requests/Work Orders). This value does not include expired booking requests, and indicates only the number of requests/work orders linked to the title; it does not indicate anything about the request’s place in the queue.
      For more information on the request queue/priority, see The Request Queue.
    • Courses - Number of linked courses (No Course)
      Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Digital Files View It View the digital object. Opens the Alma Link Resolver Electronic Services page from which you can view the object (if you have permission/access to the object).
    For more information regarding the Alma Link Resolver Electronic Services page, see Using the Alma Link Resolver Electronic Services Page.
    Representations Edit the digital representation. Opens the Digital Resource Editor. For more information, see Managing Digital Resources.
    Download Download the digital file.
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Physical Items Edit Edit the item. Opens the Physical Item Editor page (see Updating Item-Level Information).
    Holdings View holdings information. Opens the MARC simple Record View page (single record) or the List of Holdings page (multiple records). For more information, see Viewing Metadata Read-Only in the Simple Record View Page and Working with the List of Holdings.
    Items View item information. Opens one of the following pages:
    Request Initiates a fulfillment request (see Creating a Request).
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Work Order Initiate a work order for the item, such as to request binding or process a withdrawal (see Creating a Request).
    More Info View more information about the item. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Requests/Work Orders - Number of requests/work orders (or No Requests/Work Orders). This value does not include expired booking requests, and indicates only the number of requests/work orders linked to the item; it does not indicate anything about the request’s place in the queue.
      When clicking this value, requests bound to the item, as well as requests that the item can fulfill, appear.
    • Number of Loans
    • Last Loan Date
    • Number of In-House Uses
    • Last In-House Use Date
    • Year to Date Loans (indicates the number of loans submitted during the current calendar year)
    • Courses - Number of linked courses (No Course)
      Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Electronic Portfolio (Institution tab) Edit Edit the portfolio. Opens the Electronic Portfolio Editor page. For more information, see Editing a Portfolio Using the Electronic Portfolio Editor.
    View View the portfolio. Opens the Electronic Portfolio Editor page in view mode.
    Activate / Deactivate Activate or deactivate the portfolio. The resource’s icon changes when the activation status changes. For example, when an unlinked portfolio is activated, the icon appears in color (). When the portfolio is deactivated, the icon appears gray ().
    Order / Additional Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Link to Community Initiate the process to link a local portfolio to a Community Zone portfolio. This option is available only if a local portfolio was created as a standalone portfolio and not as part of an electronic collection.
    You may, for example, use this option when you have created a local portfolio during the acquisition process and later want to link the portfolio to an electronic collection in the Community Zone.
    When you click Link to Community, the Link Standalone Portfolio to Community Zone Collection wizard opens, in which you 1) select a matching Community Zone portfolio, 2) select a local electronic collection with which to associate the standalone portfolio, and 3) select to use the descriptive metadata from the Community Zone bibliographic record or retain the Institution Zone descriptive metadata.
    If you choose to retain the Institution Zone descriptive metadata, the portfolio’s descriptive metadata will not be synchronized with updates from the Community Zone.
    After the local portfolio is linked to a Community Zone portfolio, the Link to Community search results action no longer appears and the icon changes from the Institution Zone icon to the Community Zone icon (see Search Result Icons).
    Create E-Activation Task Create an electronic activation task and displays a confirmation message when successful.
    Test Access Test access to the portfolio and display the results on the Alma Link Resolver Electronic Services page (see Using the Alma Link Resolver Electronic Services Page).
    Delete Delete a local portfolio.
    Report to Ex Libris Send a portfolio update, add, remove, or coverage request to Ex Libris. Opens the Send to Ex Libris page. The contact information provided on the Send to Ex Libris page is defined by an administrator; see Configuring CRM Contacts.
    For information on using this option in the Institution tab, see the “Send to Ex Libris” for Local Collections video (3:03 mins).
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action only appears if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    More Info View more information about this portfolio. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Additional Orders - Number of additional orders
    • Licenses - Number of licenses
    • Courses - Number of linked courses (No Course)
    • Combined Usage (last 12 months) - Number of usages. Click to view graphed data from the Journal Usage Counter of the COUNTER reports in Analytics (Usage Data Details > Usage Data). Specifically, this is the usage by title – graph that is located under Shared Folders/Alma/Usage/Reports.
      The number of months that appear for the last twelve month period depends upon which months are included in the COUNTER reports loaded by the library. Fore more information see Managing COUNTER-Compliant Usage Data.
    Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Electronic Portfolio (Community tab) Activate Initiate the process to add and activate portfolios from the Community Zone for a library.
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Report to Ex Libris Send a portfolio update, add, remove, or coverage request to Ex Libris. Opens the Send to Ex Libris page. The contact information provided on the Send to Ex Libris page is defined by an administrator; see Configuring CRM Contacts.
    Resource Sharing Request Initiate a resource sharing borrowing request on the title. Opens the Resource Sharing Borrowing Request page (see Adding a Resource Sharing Borrowing Task from a Search). This action appears only if you have one of the roles Fulfillment Services Operator or Fulfillment Services Manager in the scope of the resource sharing library.
    Collection Edit Edit the collection. Opens the MD Editor.
    Edit Collection Resource Manage the collection. Opens the Collections Resource Editor page where you can view summary information for the collection, look up reports and services related to this collection, view titles in the collection, and add sub-collections to the collection.
    View Collection Resource View all related services and components of the collection without the ability to change or add data.
    Electronic Collection (Institution tab) Edit Edit the electronic collection. Opens the Electronic Collection Editor.
    Delete
    Delete the electronic collection.
    A confirmation dialog box presents the option to delete the electronic collection (along with deleting associated electronic collection services, portfolios, and e-activation tasks, and unlinking PO lines) and a drop-down list of options (delete, suppress, or do nothing) for handling childless bibliographic records when deleting the electronic collection.
    Electronic_Collection_Delete_Confirmation_02_TC.png
    Electronic Collection Delete Confirmation
    After you click Confirm, a background job runs, deleting the e-collection and its associated components.
    While the job is running, the action buttons for the record are not available. The job ID appears at the top of the page. To monitor the job and view the job report, see Delete Electronic Collection Job Report.
    If the job runs for a long time and the actions are still disabled, you can request Ex Libris Support to restore the action buttons.
    If the e-collection is empty, the deletion is handled online—that is, without running a job.
    View View the electronic collection. Opens the Electronic Collection Editor page in view mode.
    Portfolio List (number) View the portfolio list. Opens the Portfolios List page. For more information see Working with the Portfolio List.
    Order / Additional Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Link to Community Initiate the process to link a local electronic collection to an electronic collection in the Community Zone. Linking local electronic collections to the Community Zone provides the benefit of Community Zone updates to the electronic collections that you link to the Community Zone. See Linking a Local Electronic Collection to the Community Zone for more information.
    Create E-Activation Task Create an electronic activation task and displays a confirmation message when successful.
    Publishing Information View publishing information about the electronic collection. Open the Publishing Information page with the following information (available only for General System, Repository, and Catalog Administrators, and Deposit Managers):
    • PID
    • Last publication date
    • Last publication value
    • RTA link
    • Job history (if available - displays jobs that have run since January 2017)
    Select the relevant profile in the Publishing Profile field.
    Learn about debugging publishing information in the Debugging Publishing Information video (1:52 mins).
    Edit Service Edit the electronic service. Opens the Electronic Service Editor. See Modifying an Electronic Service.
    Report to Ex Libris Send a portfolio update, add, remove, or coverage request to Ex Libris. Opens the Send to Ex Libris page. The contact information provided on the Send to Ex Libris page is defined by an administrator; see Configuring CRM Contacts.
    More Info View more information about the electronic collection. Opens the More Info dialog box with the following information:
    • Title
    • Related Records - Number of related records (or No Related Records)
    • Orders - Number of orders (or No Orders)
    • Additional Orders - Number of additional orders
    • Licenses - Number of licenses
    • Courses - Number of linked courses (No Course)
      Click the links to access additional details.
    For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    Electronic Collection (Community tab) Portfolio List (number) View the portfolio list. Opens the Portfolios List page. For more information see Working with the Portfolio List.
    Descriptive Record View a simple view of the electronic collection. Opens the Community Zone level bibliographic record available for the electronic collection in the MARC Record Simple View page. See Viewing Metadata Read-Only in the Simple Record View Page and Working with Electronic Collection Bibliographic Records and URLs Added to the Community Zone for more information.
    Activate Activate the electronic collection. Opens the Activation Wizard (refer to Activating an Electronic Collection Using the Activation Wizard).
    Order Initiate a purchase order. Opens the PO Line Owner and Type page (see Creating PO Lines).
    Report to Ex Libris Send a portfolio update, add, remove, or coverage request to Ex Libris. Opens the Send to Ex Libris page. The contact information provided on the Send to Ex Libris page is defined by an administrator; see Configuring CRM Contacts.
    Authorities (Institution tab)
    There is a known issue where the search result links for GND authority records do not work as expected.
    As available, the Seen from information is provided in the search results. This information is pulled from the 4XX fields.
    See also
    As available, the See also information is provided in the search results with links to this information. This information is pulled from the 5XX fields.
    Search Bibliographic Records Matching This Value
    When you click the Search Bibliographic Records Matching This Value link, Alma searches for bibliographic records that use the authority record from which you clicked this link.
    Edit Edit local authority information.
    Authorities (Community tab)
    There is a known issue where the search result links for GND authority records do not work as expected.
    As available, the Seen from information is provided in the search results. This information is pulled from the 4XX fields.
    See also
    As available, the See also information is provided in the search results with links to this information. This information is pulled from the 5XX fields.
    Search Bibliographic Records Matching This Value
    When you click the Search Bibliographic Records Matching This Value link, Alma searches for bibliographic records that use the authority record from which you clicked this link.
    In addition, the Tools button that appears at the top of the page for all search types provides the option to export search results to an Excel file. The columns of information in the Excel file vary depending on the search type that you have used.
    Excel files for all search types except Collections and Authorities have an MMS ID column.
    For more information, see Export to Excel.

    Example Repository Search Results

    Since the repository search facility in Alma provides the flexibility to conduct a variety of searches, the search results include information related to physical, electronic, and digital resources. As a result, the content of the search results vary and are specific to the type of search you are conducting. For example, the titles (all, physical, electronic, and digital) search results include bibliographic information; and the inventory (such as items, portfolios, and files) search results include details from imported data or data that you have entered using the Physical Item Editor (see Updating Item-Level Information) or the Electronic Portfolio Editor (see Editing a Portfolio Using the Electronic Portfolio Editor). In general, the repository search results include:
    • Material type - See Material Types in Search Results for more information regarding bibliographic material types. See Search Indexes for a list of the MARC tags associated with all the displayed fields.
    • Resource Type (see The Resource Type Field for more information)
    • Content type
    • Media type
    • Carrier type
    • Creator
    • Publication place
    • Publication date
    • Publisher
    • Subject
    • Library
    • Location
    • Copy
    • Barcode
    • Item policy
    • Identifying numbers:
      • Alma record number (the first number in 035a, the Other System Number)
      • ISSN, ISBN
      • Call number
    • Dates
    • Availability - Provides a link for accessing additional record details.
    • Availability of related records
      The Availability of Related Records appears in the search results when a bibliographic record is found and contains a 773 field with linking information to another bibliographic record with items.
      You can configure the appearance of the location and library in the Availability line. For more information, see Customizing How Library and Location Appear.
      For information about enhanced visibility of related records, see the Enhanced Visibility For Related Record Inventory video (1:42 mins).
    • Service
    • Icons - See Search Result Icons
    The illustrations below highlight the following search result examples. For non-bibliographic/authority related searches, see the page referred to at the end of Performing a Simple Search.
    All titles search results (Institution tab):
    Repository Search.png
    Repository Search Page with the Results of All Titles Search
    Physical titles search results (Institution tab):
    Repository Search Results for a Physical Titles Search
    Electronic titles search results (Institution tab):
    Repository Search Page with Results of an Electronic Titles Search
    Digital titles search results (Institution tab):
    Repository Search Page with Results of a Digital Titles Search
    Digital files search results (Institution tab):
    Digital Files Search Results List
    Physical items search results (Institution tab):
    Repository Search Page with Results of a Physical Items Search
    Electronic portfolio search results (Institution tab):
    Electronic Portfolio Search Results
    Collection search results (Institution tab):
    Collection Results (partial)
    Electronic collection search results (Institution tab):
    Electronic Collection Search Results – Institution Tab
    Electronic collection search results (Community tab; requires advanced search):
    Electronic Collection Search Results – Community Tab
    Authorities search results (Institution tab):
    Authorities Search Results on the Institution Tab
    Authorities search results (Community tab):
    Authorities Search Results on the Community Tab

    The Resource Type Field

    The Resource Type field is constructed based on existing bibliographic fields such as the LDR and 008. This field supplements (but does not replace) the Material Type field. The Resource Type field is searchable, available as a facet, and is extracted to Analytics. It is much more detailed than the Material Type field. As a result, it is a useful means of constructing detailed reports. For details regarding the Resource Type field and the criteria for its creation, see the following table.
    Rules Used to Create the Resource Type Field
    Resource Type Rule
    The following notation is used in this table:
    • != means not equal - For example, "008 pos. 06 != d" means 008 position 6 will be anything except d
    • , (comma) means or - For example, "008 pos. 23 != a,b,c,o,f " means 008 position 23 does not equal a or b or c or o or f
    • Physical = printed books, printed serials, music-CD’s, CD-roms, DVD’s, and so forth (except microforms)
    • Electronic = online (ebooks, e-serials, and so forth)
    2D non-projectable graphic – Electronic LDR pos. 06 = k AND LDR pos. 7 = m AND 008 pos. 33 = a,c,i,k,l,n,o AND 008 pos. 29 = o
    2D non-projectable graphic – Physical LDR pos. 06 = k AND LDR pos. 7 = m AND 008 pos. 33 = a,c,i,k,l,n,o AND 008 pos. 29 != a,b,c,o,f
    3D artifact – Physical LDR pos. 06 = r AND 008 pos. 33 = r,w AND 008 pos. 29 != o
    Atlas – Electronic LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 = o AND 008 pos. 25 = e
    Atlas – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 != a,b,c,o AND 008 pos. 25 = e
    Audio musical – Electronic LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23 = o
    Audio musical – Physical LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f
    Audio nonmusical – Electronic LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23 = o
    Audio nonmusical – Physical LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f
    Book – Electronic LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 = o
    Book – Physical LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f
    Braille Book – Physical LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 = f
    Braille Map – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 = f
    Braille Music – Physical LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 = f
    Braille Serial – Physical LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 23 = f
    Collection LDR pos. 06 = a AND LDR pos. 7 = c
    Journal – Electronic LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 = p AND 008 pos. 23 = o
    Journal - Physical LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 = p AND 008 pos. 23 != a,b,c,o,f
    Kit – Physical LDR pos. 06 = o AND 008 pos. 33 = b AND 008 pos. 29 != a,b,c,o,f
    Manuscripts – Electronic3 LDR pos. 06 = d,t AND LDR pos. 7 = m AND 008 pos. 23 = o
    Manuscripts – Electronic4 LDR pos. 06 = f AND LDR pos. 7 = m AND 008 pos. 29 = o
    Manuscripts – Physical1 LDR pos. 06 = d,t AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f
    Manuscripts – Physical2 LDR pos. 06 = f AND LDR pos. 7 = m AND 008 pos. 29 != a,b,c,o,f
    Map – Electronic LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 = o AND 008 pos. 25 != e
    Map – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 != a,b,c,o AND 008 pos. 25 != e
    Microforms 008 pos. 23 = a,b,c
    Newspaper – Electronic LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 = n AND 008 pos. 23 = o
    Newspaper – Physical LDR pos. 06 = a,e AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 = n AND 008 pos. 23 != a,b,c,o,f
    Notated music – Electronic LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 = o
    Notated music – Physical LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f
    Other material – Electronic LDR pos. 06 = m
    Other Serial – Electronic LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 != n,p AND 008 pos. 23 = o
    Other Serial – Physical LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06 != d AND 008 pos. 21 != n,p AND 008 pos. 23 != a,b,c,o,f
    Projected medium – Electronic LDR pos. 06 = g AND LDR pos. 7 = m AND 008 pos. 33 = d,f,m,p,s,t,v AND 008 pos. 29 = o
    Projected medium – Physical LDR pos. 06 = g AND LDR pos. 7 = m AND 008 pos. 33 = d,f,m,p,s,t,v AND 008 pos. 29 != a,b,c,o,f
    Undefined Everything that is not in the defined categories. This category could work as a checklist to find mistakes in the control fields as well.
    1 music and text manuscripts
    2 cartographical manuscripts
    3 music and text manuscripts
    4 cartographical manuscripts
    After a record is saved or indexed, the Resource Type field information appears in the search results.
    Resource Type Field
    Resource Type is also available as a facet and an option in the advanced search.

    Material Types in Search Results

    The following bibliographic material types are identified in Alma’s search results:
    • Books
    • Journals
    • Computer files
    • Maps
    • Music
    • Visual materials
    • Mixed materials
    Bibliographic material types are identified using the MARC 21 format for bibliographic data (described in the Scope of the Bibliographic Format table and the Fields that Identify the Bibliographic Material Type table, both below).
    Scope of the Bibliographic Format
    Scope of the Bibliographic Format
    (MARC 21 - www.loc.gov/marc/bibliographic)
    MARC 21 Format for Bibliographic Data is a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, journals, visual materials, and mixed materials. Bibliographic data commonly includes titles, names, subjects, notes, publication data, and information about the physical description of an item. The bibliographic format contains data elements for the following types of material:
    • Books (BK) - used for printed, electronic, manuscript, and microform textual material that is monographic in nature.
    • Journals (CR) - used for printed, electronic, manuscript, and microform textual material that is issued in parts with a recurring pattern of publication (e.g., periodicals, newspapers, yearbooks). (NOTE: Prior to 2002, Journals (CR) were referred to as Serials (SE)).
    • Computer files (CF) - used for computer software, numeric data, computer-oriented multimedia, online systems or services. Other classes of electronic resources are coded for their most significant aspect. Material may be monographic or serial in nature.
    • Maps (MP) - used for all types of printed, electronic, manuscript, and microform cartographic materials, including atlases, sheet maps, and globes. Material may be monographic or serial in nature.
    • Music (MU) - used for printed, electronic, manuscript, and microform music, as well as musical sound recordings, and non-musical sound recordings. Material may be monographic or serial in nature.
    • Visual materials (VM) - used for projected media, non-projected media, two-dimensional graphics, three-dimensional artifacts or naturally occurring objects, and kits. Material may be monographic or serial in nature.
    • Mixed materials (MX) - used primarily for archival and manuscript collections of a mixture of forms of material. Material may be monographic or serial in nature. (NOTE: Prior to 1994, Mixed materials (MX) were referred to as Archival and manuscript material (AM)).
    These material types are identified from the bibliographic fields highlighted in Fields that Identify the Bibliographic Material Type table below.
    Fields that Identify the Bibliographic Material Type
    LDR POSN 6 LDR POSN 7 007 POSN 00 Alma Bibliographic Material Alma Material Type Term
    a a c d m BK Book
    t BK Book
    a b i s CR Journal
    c d i j MU Music
    e f MP Map
    g k r o VM Visual Material
    m CF Computer File
    p MX Mixed material
    <Default> BK Book

    Search Results with Restricted Access

    Search results for electronic resources may include details about access restrictions by groups of libraries, campuses, and/or institutions. When restrictions are enabled, an Available For label/row appears in the search results followed by a list of groups that have access. Hover your mouse over the list to see the complete list.
    The search result facets include which groups are associated with the campus or library.
    Available For in Search Results
    For information on restricting availability for electronic resources, see Configuring Inventory Management Groups.

    Linked Data in Repository Search Results

    You can view linked data in repository search results for the following types of searches:
    • All titles
    • Physical titles
    • Electronic titles
    • Digital titles
    For more information about linked data, see https://developers.exlibrisgroup.com/alma/integrations/linked_data.
    To access linked data:
    1. Complete a titles search for the resource for which you want to access the linked data elements.
    2. Select the action Linked Data. A list of linked data appears.
      Linked Data List Page
      The list displays the following information:
      • Vocabulary field
        According to context. The default context is https://open-na.hosted.exlibrisgroup.com/alma/contexts/bib. If there is an active Linked Data integration profile (see Linked Data) with a path to a context, this context is used.
        A Linked Data integration profile does not have to be defined to access linked data in the search results. However, a Linked Data integration profile is required to expose linked data in JSON-LD format (see Linked Data for more information).
      • Linked data URI
      • Label
        For ISBN, ISSN, and OCLC, the field content appears. For creator and subject, the value of the heading appears.
    3. Click a link to access the linked data.
    For more information, see the Linked Data Services video (1:50 min.).
    Also see Using Linked Data While Working with Bibliographic Records for information regarding linked data in the MD Editor.

    Ghost (Deleted) Records in the Repository Search Results

    Ghost records are records that appear to exist but do not; they are leftover information about deleted records. On the rare occasion that a ghost record appears in search results, Alma proactively identifies and eliminates the record automatically.
    A ghost record appears with the message Indexing issue was identified with record and will be fixed for next search.
    Ghost Record Message
    The next time that you search, the message and the ghost record are gone. Since the record is actually a deleted record, it does not appear in Analytics reporting.
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