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    The Alma User Interface

    Translatable
    The following sections present elements that appear or remain consistent in the UI for all users throughout the Alma UI.
    For information on the differences between the new and classic Alma UI, see What's New in Alma's New User Interface. For information on the documentation and Alma's new UI, see the New Alma User Interface section of the June 2017 release notes.
    To see training videos about the new user interface, see Introduction to New Alma User Interface.

    The Alma Home Page

    The home page is the initial page that appears when you log in to Alma. You return to the Alma home page when you click the logo in the persistent menu or when you cancel certain actions in Alma.
    Alma Home Page Elements
    The elements on the Alma home page and items available in the menus depend on your user role and the information available at your institution. However, the home page always presents:
    • Persistent Menu – For information, see The Persistent Menu.
    • Persistent Search Box – For more information, see Searching in Alma.
    • Welcome Message – Includes your user name.
    • Recent Pages Widget – Displays the pages you have most recently visited. Click to go directly to one of the pages.
    • Widgets / Manage Widgets Button - Widgets are a small pane on information or actions that are relevant to your user role and Alma's current status. Some widgets contain links that you can click to view more information. See Managing Widgets.
    • Maintenance Message (if there is one to display) – A message about upcoming maintenance may appear under the persistent menu. Click X to dismiss the message and prevent its reappearance.
      Maintenance Message

    Managing Widgets

    Widgets are a small pane on information or actions that are relevant to your user role and Alma's current status. Example widgets include a task list, a library calendar, the status of scheduled jobs, and outstanding student loans. You can display or (with the exception of the Recent Pages widget) remove widgets from the Alma home page.
    An administrator can configure the availability and contents of the widgets. For more information, see Configuring Widgets.
    To display or hide a widget on the Alma home page:
    1. Click the Manage Widgets button on the Alma home page (see the figure Alma Home Page Elements). The Manage Widgets overlay appears. For example:
      Add Widget
    2. Click the empty check box to the left of the widget that you want to display. Click the blue selected check box to the left of the widget that you want to hide.
    3. Click X when you are done.
    You can also hide a widget by selecting Remove in the drop-down menu at the top right corner of the widget.
    Tasks Widget - Remove

    List of Widgets

    The following widgets are available in Alma, depending on your user roles. Items in plain font are categories of widgets, rather than the actual name of a pre-defined widget.
    Available Widgets
    Widget Screenshot Roles Description
    Analytics As defined by the widget
    There may be multiple Analytics object widgets with various names, descriptions, and information. You must have at least one of the roles defined for the widget to be able to view it.
    For more information on Analytics widgets, see Running Analytics Reports and Displaying Them in Alma.
    Tasks All Displays tasks in the task list (see Tasks in the Task List), including a count of how many tasks. Tasks are grouped by expandable headers. Click a row to open the Alma page that enables you to deal with the task.
    Notifications All Notifications to all users from your administrators. For information on configuring these notifications, see Configuring the Home Page Notification Widget.
    Organizational Calendar All Information about institution and library hours and special events. A few days are shown in the widget; click View Full Calendar to open a pane with the full calendar. For information on configuring hours and events, see Managing Institution/Library Open Hours.
    Scheduled Job Status All The status of scheduled jobs that ran in your institution, organized by type over the last five days. If there are any failed jobs, a red ! appears for that type on that date. Click the More Info link to view the Monitor Jobs page with those jobs pre-filtered to appear. See Viewing Completed Jobs. For more information about this widget, see Viewing Scheduled Job Summary Status.
    Primo Dashboard All The status of the last publishing job to Primo. Click Publishing Jobs List to view the Monitor Jobs page with that job pre-filtered to appear. See Viewing Completed Jobs. To configure this widget, see Adding Primo Search Box to the Alma Home Page.
    Consortia Member Links All This widget is available for all institutions, but it only has meaning for institutions that are members of a collaborative network implementing a Network Zone (see Managing Multiple Institutions Using a Network Zone). Select a member institution to open a new tab, enabling you to log in to that institution.
    Sandbox(es) All The status of your institution's sandboxes, if any. If any sandboxes appear, click to open a new tab, enabling you to log in to that sandbox. Otherwise, click More Info to open the Sandbox Management page. For more information, see Sandbox Management.
    New UI Usage General System Administrator
    This widget provides information about how many people in your institution have switched over to using the new UI.
    This widget is temporary and will be removed in 2018.
    Administrator-created As defined by the widget Administrators can create widgets linked to information on any website. For more information, see Configuring Widgets.

    The Persistent Menu

    Every page in Alma has the same header, which is called the persistent menu.
    Persistent Menu
    The persistent menu contains the following elements:
    1. Logo – The logo of your consortia or institution. Click the logo on any page to return to the Alma home page.
    2. Quick Links Menu – See Quick Links Menu.
    3. Main Menu Navigation Bar – The main menu used to navigate in Alma. Throughout this document, any reference to this menu uses a path of menu and sub-menu elements as follows: main section > sub-section > specific option, for example Fulfillment > Checkout/Checkin > Manage Patron Services. If the resulting page is also a menu of options, these options may appear in the documentation as additional elements to the path.
      Main Menu Navigation Bar
      Select an option to navigate to the relevant page and close the menu. The main areas are described in the following areas of the documentation:
      • Acquisitions - Purchasing physical and electronic materials, as well as managing invoices, vendors, and licenses.
      • Resources - Cataloging and managing inventory, as well as importing and publishing inventory information.
      • Fulfillment - Managing patron services, as well as courses and reading lists, resource sharing with other libraries, and other patron requests.
      • Admin - Administration activities, including managing users and jobs. Also see the Configuration Menu in Configuring Alma.
      • Analytics - Creating, running, and viewing reports about Alma usage. Some pre-packaged reports are available from this menu.
      The options in the Alma main menu depend on several factors, in particular the library/location to which you are logged in (see the table below) and your user role (see Managing User Roles). For the roles that are required to see each option, see User Roles – Descriptions and Accessible Components.
    4. Main Menu Icons – Icons include (from left to right):
      Icon Description
      Library/desk selector – Alma presents you with the features and options that are relevant to your user role and your logged in desk or department. You can switch locations using this menu: select the new location in the drop-down menu.
      If your institution is working with a Network Zone and you are permitted to switch between member institutions (you have a user account in multiple institutions), you can also switch between institutions. For more information, see Switching Between Institutions.
      The current location does not appear in the persistent menu by default. To display the current location in the persistent menu, select Always show current location in the library/desk selector menu.
      Library/Desk Selector Menu
      Current Location in Persistent Menu
      (not shown) Institution selector (appears only when enabled and for a user who has credentials in multiple member institutions working with the same Network Zone). For more information, see Switching Between Institutions.
      (not shown) RFID connection icon (appears only when an RFID integration profile is defined). For more information, see RFID Support.
      User menu – Your user name appears as a link. Click the link to open the user menu. The options in this menu are as follows:
      • In some institutions, the first item in the menu is a language selector that you can use to change the language used in the UI. To change your language, select a new language from the drop-down list. The user interface changes to the selected language. Currencies and numbers in the UI and exported Excel files change to match the standard defined by the language (with commas, periods, and spaces in the appropriate locations). See Configuring Institution Languages.
      • Change Password – Change your password. To change your password, enter your existing password and your new password twice and click Save. Your new password is saved.
        Change Password Dialog Box
        Depending on your institution’s setup, you may be required to use passwords of a certain length, to include certain characters in your password, or to change your password at certain times.
      • User Details – Display details about your user on the User Details page. For more information, see Editing Users.
      • Detach from social account – If your user account has been associated with a social account and you want to disassociate the two, click this option to do so. This appears only if the user account is associated with a social account.
      • Sign Out – Log out. See Logging Into and Out of the User Interface.
      Tasks list - A list of task types that may require your attention. Each line indicates the task type and the number of tasks of that type. Select a line to open the page that enables you to manage these task types. For more information see Tasks in the Task List and Assigned To Me, Unassigned, Assigned To Others Tabs.
      Configuration page link. For more information, see Configuring Alma.
      Help link – A menu of help options. Select one of:
      • Browse Online Help – Open the Online Help.
      • Help For This Page – Open the Online Help page that is relevant to the current UI page that you are on.
      • What’s New Videos – View a page with links to the most recent video tutorials.
      • Hide (or View) 'Show Me How' – Relevant only when "Show Me How" walk-throughs are available.
      • Alma Release Schedule – Display a pop-up with the last several, and next several, Alma sandbox and production release dates.
        Release Dates Pop-up
        The current release version and build number appear at the bottom of the Help menu.
      • Suggest an Idea – Suggest an idea to Ex Libris. Click to open the Ex Libris Idea Exchange page in a new window.
        Ex Libris Idea Exchange
        Your administrator may have removed this link. See Configuring Other Settings.

    Page Headers

    The persistent search box (see Searching in Alma) appears below the persistent menu on every page.
    A page header row appears below the persistent search box.
    Purchase Order Line Details Page
    The page header row contains:
    • A back icon , if this page was opened from a list or as part of a larger procedure.
    • The page title.
    • Any relevant actions (as buttons) to perform page-level actions on the page.
      • The default action (typically Save) is highlighted in blue.
      • If there are too many actions to display, additional actions are available in the or ... menu to the right of the displayed actions.
    On many pages, a summary header about the page's main contents (for example, information about an inventory item, PO line, or user) appears below the page header row. The summary header typically includes the entity's identifying number, status, and an info icon.
    If you scroll down the page, the persistent search box and summary header are hidden, but the page header row remains visible. Table headers of partially obstructed tables also remain sticky until you scroll past the entire table.
    Purchase Order Line Details Page
    The hidden elements reappear when you scroll back to the top of the page. To quickly return to the top of the page, click the up arrow on the bottom right of the page.

    Quick Links Menu

    The quick links menu appears in the persistent menu. You can add any options from any menus in the Main Menu Navigation Bar to this menu. This provides you with a quick means of accessing options that you frequently use.
    An option that is a quick link is marked with a blue star in the Main Menu Navigation Bar. The star appears when you hover your mouse to the left of any other option. Select the star to mark the item as a quick link. Select the star again to remove it from the quick links menu.
    Main Menu Navigation Bar
    Click the Quick Links Menu icon to view the list of options that you have marked as quick links. Click the Main Menu Navigation Bar icon to redisplay the complete main menu. If you have selected several options for the quick links menu, select the three dots ... to view the rest of your quick links.
    Quick Links Menu Extended

    Tasks in the Task List

    Several pages in Alma contain tasks that may be assigned to you or others. These tasks may also appear in the tasks list that is accessed from the persistent menu. The following tasks can appear in the task list. Note that the task list is also available as a home page widget (see Managing Widgets). For more information, see Assigned to Me, Unassigned, Assigned to Others Tabs.
    • Borrowing requests - New - with no partner
    • Borrowing requests - Overdue
    • Borrowing requests cancelled by partner
    • Borrowing requests recalled
    • Borrowing requests returned by patron
    • Borrowing requests with active general messages
    • Borrowing requests with active notes
      For information about managing borrowing requests, see Managing Resource Sharing Borrowing Requests.
    • Electronic resources - activation - assigned to you
    • Electronic resources - activation - passed due date - assigned to you
    • Electronic resources - activation - passed due date - unassigned
    • Electronic resources - activation - unassigned
      For information about activating electronic resources, see Managing Electronic Resource Activation.
    • Import (EOD) - match issues
    • Import (EOD) - validation issues
    • Import - match issues
    • Import - validation issues
      For information about resolving import issues, see Resolving Import Issues.
    • Invoices - approval - assigned to you
    • Invoices - approval - without assignment
    • Invoices - review - assigned to you
    • Invoices - review - without assignment
      For information about reviewing and approving invoices, see Reviewing Invoices and Approving Invoices.
    • Items - deposit
    • Items - digitization
    • Items - document delivery
    • Requests - Digitization - need approval
      These tasks appear only when you are at a digitization department. For information about managing digitization requests, see Digitization Processing.
    • Items - in department
    • Requests - All - pickup from shelf
      For information about managing items, see Managing Requests and Work Orders and Pickup at Shelf.
    • Lending requests - New - assigned to you
    • Lending requests - New - unassigned
    • Lending requests - Overdue - assigned to you
    • Lending requests - Overdue - unassigned
    • Lending requests - Recalled - assigned to you
    • Lending requests - Recalled - unassigned
    • Lending requests failed locate - assigned to you
    • Lending requests failed locate - unassigned
    • Lending requests with active general messages - assigned to you
    • Lending requests with active general messages - unassigned
    • Lending requests with active notes - assigned to you
    • Lending requests with active notes - unassigned
      For information about managing lending requests, see Managing Resource Sharing Lending Requests.
    • Order Lines - deferred - assigned to you
    • Order Lines - packaging
    • Order Lines - review - assigned to you
    • Order Lines - review - unassigned
    • Order Lines - waiting for renewal
    • Order Lines in evaluation - analysis
    • Order Lines in evaluation - draft
    • Order Lines in evaluation - requested
    • Order Lines with claims
    • Orders - approval
    • Orders - review
      For information about managing PO lines, POs (orders), renewals, deferrals, and evaluations, see Reviewing PO Lines, Reviewing POs, Processing Renewals, Reviewing Deferred PO Lines, and Managing Trials.
    • Purchase requests - assigned to you
    • Purchase requests - unassigned
      For information about managing purchase requests, see Managing Purchase Requests.
    • Reading lists - unassigned - Complete
    • Reading lists - unassigned - Processing
    • Reading lists - assigned to me - reading for processing
    • Reading lists - unassigned - citation has a new note
    • Reading lists - assigned to me - citation has a new note
      For information about managing reading lists, see Managing Reading Lists.

    Configuring Alma

    Some configuration options are available to non-administrators, and these options are described in the documentation, where applicable. The majority of Alma's configuration options are available on dedicated configuration pages, and are relevant only for administrators. These pages located in the Ama Configuration menu, which you access by clicking the Configuration page link in the persistent menu.
    new_ui_configuration_menus.png
    Alma Configuration Manu
    Click Back to Alma to return to Alma. For information about configuration, see the following sections.
    The Alma Configuration page includes a Location drop-down box to select the location to configure.
    When you enter text in the search box, the list of configuration options is filtered to include only the options that match your entered text, with the text highlighted in the matching options. The number of matching options in each Alma area appears next to the area tab on the left.
    new_ui_configuration_menus_filtered.png
    Alma Configuration Page, Filtered

    Global Alma Hot Keys

    The following global keyboard shortcuts (shortcut keys) are available in Alma:
    • General Actions
      • F2 – Open/close the main menu navigation bar
        • Use the right/left arrows to jump to other areas of the main menu navigation bar. Use the up/down arrows to focus on navigation links in the visible area.
      • / – Place your cursor in the persistent search box, or in a secondary search box (see Facets, Filters, and Secondary Search) if one exists on the page.
      • Shift+F2 – Open the Alma home page
      • Alt+B – Click Back button
      • Alt+N – Click Next button
      • Alt+E – Click Edit button
      • Alt+S – Click Save button
      • Alt+C – Click Cancel/Close button
      • Ctrl+Alt+S – Open the Scanning interface
      • Alt+R – Open the Returns interface
      • Alt+P – Open the Pick From Shelf interface
      • Alt+W – Open the Patron Workbench
    • List Navigation
      • Alt+> (or Alt+. if . is the same key as >) – Next
      • Alt+< (or Alt+, if , is the same key as >) – Previous
      • Alt+[ – First page
      • Alt+] – Last page
    Additional shortcuts are available on the Patron Services (see Managing Patron Services) and Manage Item Returns (see Returning Items) pages.
    For information on the keyboard shortcuts available in the MD Editor, see MD Editor Menu and Toolbar Options.

    Icons

    This section presents icons that appear in various places in Alma. Also see Search Result Icons.

    Info Icon

    You can see additional information about certain items by clicking the Info icon on some pages in Alma, for example the Purchase Order Lines Details page. When you click the Info icon, a pop-up appears with information about the item on the page: created by, last updated by user/job, and (where applicable) modified by information.
    Info Icon Pop-up

    User Information Icon

    You can display user information by clicking the User Information icon beside a user name on various pages and pop-up windows, such as the User Details page.
    Creator Info Icon
    Click the icon to display user information:
    User Information
    An administrator can define which user information fields are displayed in this pop-up box. See Configuring User Information for Pop-ups.

    Translate Information Icon

    If your institution supports multiple languages, Alma translates system-defined UI elements, such as messages and field names into the language selected by the user. You may also want to enable the user to view certain entered information in the user's selected language. See Configuring Institution Languages.
    A limited number of fields in Alma support this ability. When multiple languages are enabled, these fields appear with a Translate Information icon . For example:
    Organization Unit Details Page
    Click the icon to open a dialog box that enables you to enter the field's information in the other enabled languages.
    Translate Dialog Box

    Tabs

    Many pages contain too much information to fit on one page, or information that is better grouped together on subpages. These pages contain tabs at the top of the information. On some pages, the name of the page and some information at the top of the page (above the tabs) remains as you navigate between tabs. On other pages, navigating to a new tab may change the page name and remove or replace the top information.
    In addition, many pages contains tabs with similar functionality. For more information, see Common Alma Tabs.

    "Has Content" Indication

    When a page contains multiple tabs, a blue icon indicates that the tab has user-configured or system-generated content.
    For example:
    Example of Has Indicator Indication
    The tabs in the Electronic Collection Editor are sensitive only to the list information that they contain. Although these tabs may contain information in the form sections, the “Has Content” indication does not appear.

    Common Alma Tabs

    Many pages in Alma contain tabs with similar functionality.

    Assigned to Me, Unassigned, Assigned to Others Tabs

    Several pages in Alma contain tasks that may be assigned to you or others. Tasks are items or requests that are waiting for attention from an operator. Pages with tasks are divided into three tabs, as follows.
    • Assigned to Me - These items are assigned to you. This tab provides the most options, typically including the option to unassign the item or assign the item to another operator.
    • Unassigned - These items are not assigned to any operator. You may be able to perform most actions on this page, but not as many as you can perform on the Assigned to Me tab. If you have the relevant permissions, this tab also allows you to unassign the item or assign the item to yourself or to another operator.
    • Assigned to Others - These items are assigned to another operator. This tab provides the fewest actions to perform. If you have the relevant permissions, this tab allows you to unassign the item or assign the item to yourself or to another operator.
    When you click to change the assignment, a dialog box appears. You can enter the target operator and an optional note, and whether to send the operator an email about the assignment.
    Assign To Dialog Box

    Notes Tab

    The Notes tab enables you to view, add, or remove notes that are relevant to the page. It appears on many Alma pages, such as:
    • The PO Line Summary page when editing a PO line
    • The Physical Item Editor page when editing item records
    • The License Terms Details page when editing license details
    • The Vendor Details page when editing vendor information
    Add a note using by clicking Add Note. To edit a note, select Edit from the row actions menu.
    Notes Tab
    Edit Note
    To delete a note, select Delete from the actions row menu and click Confirm in the confirmation dialog box.

    Attachments Tab

    The Attachments tab enables you to view, attach, and remove attachments relevant to the page. It appears on many Alma pages, such as:
    • The Trial Details tab when editing trial information
    • The Invoice Details page when editing invoices
    • The Resource Sharing Borrowing request page when editing a borrowing request.
    Attachments Tab
    • To add an attachment, click Add Attachment. Browse for a file, add a URL and/or note, if required, and click Add Attachment.
    • To edit an attachment, select Edit in the row actions menu.
    • To delete an attachment, select Delete in the row actions menu and click Confirm in the confirmation dialog box.
    • To download a file, select Download in the row actions menu, browse to the download folder, and click OK.

    History Tab

    The History tab displays the history of changes to the fields on the page. It appears on many Alma pages, such as:
    • The PO Line Summary page when editing a PO line
    • The Physical Item Editor page when editing item records
    • The License Terms Details page when editing license details
    History Tab
    In some instances, the History tab contains radio buttons that allow you to change the types of changes appearing in the list. For example:
    History Tab with Radio Buttons
    The History tab of the Monitoring Jobs page has a different functionality. For more information, see Viewing Running Jobs.

    Drop-Down and Quick Pick Lists

    In the various drop-down lists, you can enter part of the field name and then select it from the list of matching terms that appears.
    new_ui_partially_matched_field_names.png
    Terms Matching Entered Text
    For some drop-down lists, terms are grouped into expandable/collapsible sub-menus.
    advanced_search_field_filters.png
    Terms in Multi-Level Drop-Down List
    Recent terms that you selected appear at the top of the list.
    new_ui_recent_field_searches.png
    Recently Searched Terms at Top of List
    Quick pick lists also allow you to select an item from a list, but provide more information and context for the selection. A quick pick list can be identified by the icon in the field.
    new_ui_selection_icon_on_page.png
    Quick Pick Field
    When selecting an item from a quick pick list (vendors, funds, users, and so forth), the list appears in an overlay pane, rather than on a new page.
    new_ui_selection_popup.png
    Funds and Ledger Selection List
    Select an item by clicking the item's row. If you have previously selected items of this type, click the Recent icon in the selection field to select any recently selected item.
    new_ui_selection_recent.png
    Recent Selection in Quick Pick List

    Lists and Tables in Alma

    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:

    Repository Lists

    Pages with repository lists display one or more repository elements vertically down the page, for example search results (see Searching in Alma) and borrowing requests (see Managing Resource Sharing Borrowing Requests).
    new_ui_repository_list_results.png
    Search Results
    Borrowing Requests Page
    Lists appear with:
    Each item in the list appears with:
    • Its number in the list
    • A check box, if there is a page-level action that can be performed on multiple items 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
    • A row actions list that enables you to perform actions on the item. See List, Table, and Row Actions
    • 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).
    You can configure the fields, columns, and actions that appear on repository lists. Click the Configuration icon in the table actions list to open a configuration pane.
    Repository List
    The pane may not appear fully expanded. Click Show all to expand the pane.
    Repository Search - Configuration Pane Contracted
    Repository Search - Configuration Pane Expanded
    You can configure the fields that appear for each item in the repository list. Click a column layout to change the number of columns. Drag and drop fields between columns. Hide a field by clearing the field's check box.
    You can drag and drop actions to configure which ones appear as the two action buttons. You can also clear an action so that it does not appear when you right click the repository item (note that the action continues to appear when you select the ... menu).

    List Tables

    List tables display one or more elements vertically down the page in a table format. for example, the Reading Lists Task List page. They are often used to present tasks to the user: the list of resources, tasks, orders, or users that require operator attention (see Tasks in the Task List and Assigned to Me, Unassigned, Assigned to Others Tabs).
    Reading Lists Task List Page
    List tables appear with:
    Each item in the list table appears with:
    • Its number in the list
    • Various information fields about the item
    • A row actions list that enables you to perform actions on the item. See List, Table, and Row Actions.
    • 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 as a drop-down list in some other area of Alma.
    Shipping Method Code Table
    Code tables appear with:
    Each item in the list appears with:
    • Its number in the list
    • The option to enable/disable the element by toggling a slider; a blue slider indicates that the element is enabled; a gray slider indicates that the element is disabled. These sliders 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 actions list. 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
    • A row actions list, typically containing at least the option Customize if you have not yet customized the list, or Restore if you have. Click Restore resets the row to its original value. After clicking a row action, click Save at the top of the page to save your changes. When available, click Delete to remove the row.

    Mapping Tables

    Mapping tables are typically available only to administrators. They display configurable elements that control other areas of Alma.
    VAT Codes Mapping Table
    Mapping tables appear with:
    • The page title Mapping Table
    • A summary header with basic information about the table
    • A table actions list, if any. See List, Table, and Row Actions.
      • Add Row enables you to add a new row, when available (see Adding Lines to Tables).
      • The last link export_menu_ux.png is an option to export the displayed elements in the table to Excel (see Export to Excel).
    • The option to Cancel your changes or Save to save your changes
    Each item in the list appears with:
    • Its number in the list
    • The option to enable/disable the element by toggling a slider; a blue slider indicates that the element is enabled; a gray slider indicates that the element is disabled. These sliders are not functional on all mapping tables.
    • The key (code) 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 actions list. Click Save after making any changes to the table.
    • The user who last changed the element and the date of the last change
    • A row actions list, typically containing at least the option Customize if you have not yet customized the list, or Restore if you have. Click Restore resets the row to its original value. After clicking a row action, click Save at the top of the page to save your changes. When available, click Delete to remove the row.

    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 if an invoice is sent for review or automatically approved, and rules to determine is 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 for Alma to check to see if 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 any.
    • 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 in the table actions list. The new rule is added to the end of the list. By default, each new rule is enabled.
    • Edit a rule: Click Edit in the row actions list.
    • Duplicate a rule: Click Duplicate in the row actions list. 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 Delete in the row actions list.
    • Enable/disable the rule: Toggle the slider. A blue slider indicates that the rule is enabled; a gray slider 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, click Add Parameter to add criteria (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 a lower numbered rule is triggered, the action specified by this rule (add 10 USD to the shipping fee) is not applied, even if the criteria matches the lending request.

    List, Table, and Row Actions

    A page containing a table or list may present actions that apply to the entire table or list, or to all selected items in the table or list. This list is called the table actions list and it appears at the top of the table. If there are too many actions to display, additional actions are available in the Actions menu to the right of the displayed actions. If any of the actions can apply to selected items only, or if a page-level action (such as Select) can apply to selected items only, each item in the table or list appears with a check box.
    Table Actions List
    All table actions lists include the Export Menu icon export_menu_ux.png, with options to export all or some of the list to a Microsoft Excel file. See Export to Excel. Another common table action above a table is Add Row; see Adding Lines to Table. Code tables allow you to add lines in bulk; see Importing Code Table Information.
    Rows in the table or list contain the row actions list, which are actions that apply to the specific item in the row. You can access the row actions list from the ... menu at the right of the list or by right-clicking the item anywhere in the row as long as you are not right-clicking directly on a link). For some lists, one or two actions may be visible directly in the row.
    right_click_menu.png
    Row Actions List

    Adding Lines to Tables

    For most tables, you can add a new item by clicking Add Row above the table. A pane to enter the new row's information appears.
    new_ui_quick_add.png
    Add Row Table Action
    Enter any required or optional information, or select the values from the drop-down lists, and click Add Row in the pane. All (non-obvious) fields are described on the relevant documentation page in this guide.
    Areas within pages in which you can add multiple lines (such as locations for ordered items) also use Add <X> at the top of the area.
    new_ui_add_x_dropdowns.png
    Add Row to Table

    Importing Code Table Information

    On many code tables, you can click Import in the table actions list to import data to the table in bulk. Importing information to a code table overrides all of the existing entries in the table.
    Import Button
    The file format must match exactly the Excel file that you receive when you export the table (see Export to Excel), except that the sheet 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 sheet 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. See Configuring Institution Languages.
    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.

    Export to Excel

    On pages that contain lists or tables, you can export the list to Excel by clicking the Export Menu icon export_menu_ux.png and selecting Excel. When exporting a table with hidden columns, you can choose to export only the visible columns or all of the columns, including the hidden ones.
    Export Options
    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.
    Tables that have an Enabled column are exported with the values Yes for enabled or No for disabled.

    Table and Row Level Customization Mode

    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

    Code Table Label Translation

    Multi-language institutions can configure translations of some code table labels. See Configuring Institution Languages. The workflow is different depending on whether the table is one that is configured at the table level or the row level (see Table and Row Level Customization Mode).
    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 in the table actions list.
    To customize translations of tables customized at the row level:
    1. Change the language filter to a language other than English.
    2. Click Customize in the row actions list to customize a row, or click Customize All in the table actions list 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 Restore Translations in the row actions list of the row that you want to restore or click Restore Default Translations in the table actions list to restore the translations for all of the rows of the table.

    Facets, Filters, and Secondary Search

    You can filter the items in a list or list table using facets, filters, and the secondary search. Some or all of these appear on a page containing a list.
    Facets on the left of a list match one or more of the fields or columns on the page. Beneath each of these facets 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 filter the items in the list to only those that match the selected value. The selected value appears above the list with an X. Select the X to remove that value from the filter.
    Repository Search Page
    Some filters are permanent and appear over the list when the page first loads. The initial value of the filter may be pre-selected to the most common value, such as (in the above figure for borrowing requests) Active requests only.
    Facets and filters are all single-select: you cannot select multiple values for a particular facet or filter.
    Also in the above figure you can see the secondary search box. Select a value from the drop-down list of fields, enter text, and click the search icon to filter the list. You can move keyboard focus to the secondary search box on a page by pressing forward slash / on your keyboard.
    Secondary Search

    Pagination

    Some lists and list tables that contain a large amount of elements are paginated. For example:
    Pagination
    The pagination includes the current page and the total number of pages. Typically, each page displays 20 records. To navigate to other pages:
    • Click one of the 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

    After editing (or viewing) an item in a list or table, and then returning to the list or table, the page automatically scrolls to the item that you were working on and a bar appears next to the item. For example:
    Last Item Edited Indicator

    Working with Table Columns

    You can customize columns in lists and 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 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.
    • Hide and display columns by clicking configure_repostory_list_icon_ux.png in the table actions list. To configure repository list columns, see Repository Lists.
      Hide/Display Columns Pane
      • 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 columns to their original settings.
    • Select the row list action View Hidden to display a pop-up of any hidden fields for that row. For example:
    Hidden Columns List
    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.