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    Searching in the Repository

    Translatable
    Any user can search the repository (but see the table below for other kinds of searches).
    You can search for bibliographic titles or for bibliographic titles that are linked to specific types of inventory such as physical items, electronic portfolios, or digital representations. You can also search for authority records. Depending on your user role, you can also search for non-title related repository information, including patron requests, deposits waiting for approval, users, and acquisitions information, including PO lines, funds, invoices, vendors, and licenses.
    Inventory searches may be conducted for any of the following inventory types:
    • Electronic portfolios or collections
    • Physical items
    • Digital files
    • Collections
    The searchable fields depend on the search type you select. 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 or electronic inventory. You can search on these specific fields when searching the relevant format. For the list of available search types, see Performing a Simple Search for a Repository Item.
    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.
    Searching Alma is available from the persistent search box located at the top of every page (see Using the Persistent Search Box). You can also search on the Repository Search page (Resource Management > Search > Repository Search). Note that some types of searches that can be done in the persistent search box cannot be done on the Repository Search page.
    • 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 from your institution 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 items regarding search. For more information, see Configuring Search.

    Performing a Repository Search

    The repository search enables you to search the repository for physical items, electronic portfolios, electronic collections, collections, digital files, or authorities. The repository search offers you the following methods of searching:
    For information regarding search indexes, see Search Indexes.
    You can also save search queries and reuse them at any time (see Saving and Reusing Search Queries).

    Using the Persistent Search Box

    The Persistent Search box 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). Searching using the persistent search box is the same as performing a simple search with keywords (see Performing a Simple Search for a Repository Item). For a list of the keyword indexes searched when using the persistent search box, see Keyword Search Indexes - MARC 21. The default search is for All titles.
    To use the Persistent Search box:
    1. At the top of any page, select the search type from the Persistent Search drop-down list.
      Persistent_Search_Drop_Down_List.png
      Persistent Search Drop-Down List of Options
    2. Enter a search string in the Persistent Search box and click Find or press Return on your keyboard.
      For locations that have RFID, you can click the RFID read icon to enter content (barcode), and click Find .
      RFID Read Icon
      The following table presents the results page, depending on the search type, as well as the user roles that can perform that search type.
      Results Page and User Roles for Search Types
      Presearch Criteria Results Displayed In Appears For User Roles
      All titles Repository Search page All
      Physical items Repository Search page All
      Electronic portfolios Repository Search page All
      Funds Funds and Ledgers page Fund Manager, Fund-Ledger Viewer, Ledger Manager, Purchasing Manager, Purchasing Operator, Selector
      Collection Repository Search page All
      Electronic collection Repository Search page All
      Digital titles Repository Search page All
      Order lines Search for PO Line page (see Searching for PO Lines) Invoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator, Selector, Trial Manager, Trial Operator
      Invoices Find Invoices page (see Searching for Invoices) Invoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator, Selector
      Requests Resource Request Monitoring page (see Managing Requests and Work Orders) Receiving Operator, Receiving Operator Limited, Circulation Desk Manager, Circulation Desk Operator, Fulfillment Services Manager, Fulfillment Services Operator, Requests Operator, Work Order Operator
      Vendors Search Vendors page (see Managing Vendors) Vendor Manager
      Licenses Licenses and Amendments (see Managing Licenses and Amendments) License Manager, Selector, Purchasing Operator, Purchasing Manager
      Users Find and Manage Users page (see Managing Users) User Administrator, User Manager, General System Administrator
      Authorities Repository Search page All
      Deposit Approve Deposit page (see Searching for Deposits Waiting for Approval) Deposit Manager, Deposit Operator, Deposit Operator Extended, General System Administrator

    Performing a Simple Search for a Repository Item

    You can perform a simple search on the Repository Search page (Resource Management > Search > Repository Search). Also see Using the Persistent Search Box; note that some types of searches that can be done in the persistent search box cannot be done on the Repository Search page.
    A simple search comprises the following elements:
    • Find – Select a resource to search (see Using the Persistent Search Box).
    • Where – Select the index or field on which to perform the search. The available indexes vary depending on the resource type that you selected with the Find option.
      Local search indexes that appear in the Where drop-down list can be configured. See Configuring Search Indexes for additional information.
      The Keywords search index is a general index that contains values from many fields but not from all the fields. For a list of the keyword indexes searched when using the persistent search box, see Keyword Search Indexes - MARC 21.
    • Contains – Enter your search content.
      For locations that have RFID, you can click the RFID read icon (or press Alt+A) to enter content (barcode).
      RFID Read Icon for the Contains Box
      Regarding search content:
      • 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. This enables consistent search results when you need to match records on content entered for an ISBN search.
      • Special characters, like the hyphen, dash, slash, and so forth, are ignored.
      • The asterisk ( * ) wildcard character may be used in your search string if the asterisk is placed at the end of the search string.
        Wildcards are not supported when the content contains a dash, for example: $a (Aleph)003858461UCD01-Aleph.
        The question mark (?) is not supported as a wildcard character.
    After entering your search elements, click Go. The items that match your search query appear on the Repository Search page.
    On the Repository Search page, you can:

    Performing an Advanced Search for a Repository Item

    The logic of how advanced searches are built changed in Alma's new UI from Alma's classic UI. As a result, saved advanced search queries (logical sets) built in the classic UI cannot be edited in the new UI (and vice versa). See Advanced Search Logic: Differences Between the Classic and New UI.
    You can perform an advanced search on the Advanced Search page (Resource Management > Search > Repository Search, click Advanced Search). Also see Performing a Simple Search for a Repository Item and Using the Persistent Search Box; note that some types of searches that can be done in the persistent search box cannot be done on the Repository Search page.
    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 use the Advanced Search:
    1. On the Repository Search page (Resource Management > Search > Repository Search), click Advanced Search. The Advanced Search page appears.
      Advanced Search Page
    2. Select an option from the Find drop-down list and click Add Conditions. The Advanced Search – Add Conditions dialog box appears.
      The options available in the Advanced Search – Add Conditions dialog box vary based on your selection from the Find drop-down list.
      Advanced Search – Add Conditions Dialog Box (when Physical Titles is Selected from the Find Option)
      Most of the options in the Advanced Search – Add Conditions dialog box are self-explanatory. See the following table for additional information regarding the advanced search options. For a list of search index-MARC bibliographic tag mappings, see All Titles - MARC 21.
      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. Also see Search Results with Restricted Access.
      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 / 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 Can be used in advanced All Titles searches. If defined as Yes, locate bibliographic records that are linked to the Community Zone. If defined as No, locate bibliographic records that are not linked to the Community Zone.
      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)
      Record Format
      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. An example of the fields are shown below.
      Add Conditions with RDA Fields
      The following RDA fields are supported by Alma.
      Bibliographic, authority, and holdings types appear under subheadings in the table below. Repeatable fields are marked by "(R)" in the description. Non-repeatable fields are marked by "(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)
    3. Build the advanced search conditions to match your search requirements.
      1. From the Advanced Search – Add Conditions dialog box, select one or more conditions for your search and click Add Conditions. The Advanced Search page refreshes and opens showing the selected search fields.
        Advanced Search Page with Search Fields
      2. Select the condition logic for your search. The following options are available:
        • Contains Keywords
        • Not Contains Keywords
        • Contains Phrase
        • Not Contains Phrase
        • Starts With – The values that you specify for this parameter need to be whole words such as Harry Potter and the Goblet, not Harry Potter and the Gob* for the book Harry Potter and the Goblet of Fire. Also, when entering values for this parameter, be aware that quotation marks are ignored.
        • Equals
        • Not Equals
        • >
        • <
        • >=
        • <=
        • In
        • Not In
        • Before
        • After
        • Is Empty – Use this condition to find all physical items that do not have a defined element, such as a barcode. See Searching for Items Without Specific Information Using the Advanced Search.
        • Is Not Empty
        • And/Or – Select And or Or logic operators when you use the same condition such as location more than once.
        The search logic statement built from the options that you select appears on the Repository Search page. See step 4 below.
      3. Enter your Add Condition content criteria (free-form text or a value selected from a search or drop-down list).
      4. Optionally:
        • Repeat these steps to further narrow your search
        • To remove a specific condition, use the remove condition icon (the broom)
        • Use Clear Conditions to remove all the conditions
    4. Click Go. Your current search logic appears at the top of the Repository Search page, as in the following example.
      Current Search: Physical Titles where Title (Title equals "Science in general education.") and Physical item (Current library equals "Main Library" and Current location equals "Media Collection" or Current location equals "Reference")
      In addition, the search results that match your search criteria appear on the Repository Search page, like they do for simple search results.
      Repository Search Page – with Results
    5. On the Repository Search page, you can:

    Searching for Items Without Specific Information Using the Advanced Search

    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 items without barcodes or other information. Select the Is Empty 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 items without barcodes:
    1. On the Repository Search page (Resource Management > Search > Repository Search), click Advanced search.
    2. Confirm that your Find option is set to Physical Items and click Add Conditions.
    3. From the Physical Items column, select Barcode and click Add Conditions.
    4. Select Is Empty from the condition drop-down list.
      Is_Empty_Advanced_Search_Condition_06.png
      Is Empty Advanced Search Condition
    5. Click Go.
      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.

    Working with German Language 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 Also 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
    When your system is configured for German as the default language and the special German language characters are 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.

    Working with Scandinavian Language Characters and Search Results

    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.

    Working with Chinese and Korean Language Characters and Search Results

    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.

    Working with Hong Kong TSVCC

    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 in the repository
    • Browsing bibliographic headings
      This includes searching for TSVCC characters entered for the Search 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 inventory search results on the Repository Search page (Resource Management > Search > Repository Search), 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. Click Save Query on the Repository Search page (Resource Management > Search > Repository Search) after a search.
      The Set Details page appears.
      Set Details Page
    2. Follow the procedure in Creating Logical Sets.

    Performing a Search Using a Saved Query

    Run a saved query using the Saved Queries link on the Repository Search page or from the Manage Sets menu link (see Managing Search Queries and Sets).
    To access and use saved queries from the Repository Search page:
    1. On the Repository Search page (Resource Management > Search > Repository Search), click the Saved Queries link. The Select Set page appears.
      Select Set Page
    2. Select the set you want to use and click Select Set. Alma performs a search according to the settings in the saved query, and the Repository Search page appears showing the results of the search.
      Repository Search Page with Results

    Using the Repository Search Results List

    Search results on the Repository Search page are a numbered list of matching results displayed according to the type of resource chosen for your search. 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.
    You can manually apply primary and secondary sorting using the drop-down lists at the top of the search results. Both drop-down lists offer the following options (where Asc=ascending and Desc=descending):
    • Rank
    • Title – Asc
    • Title – Desc
    • Creator – Asc
    • Creator – Desc
    • Publication Date – Asc
    • Publication Date – Desc
    These sort options are available with the following searches in all result tabs (see Working with the Institution, Community, and Network Tabs):
    • 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 in 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.
    Holdings Sorted in a Single Search Result
    The holdings sort order is not configurable.

    Working with Facets in the Repository 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
    Collection
    Usage 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
    Collection Library
    Electronic collection Type
    Interface
    Electronic collection type
    Availability
    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. In the illustration below, the total count is 10. In the previous illustration (from the same search results), the facet counts add up to 10 for each facet type.
    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 this set (Actions > Itemize). 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 illustration below). You can also de-select facets that you previously selected by clicking the “X” beside the selected facet in the Search limited to row.
    Multiple Facets

    Working with the 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 search types; see Customizing the Repository Search.

    Working with the 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.

    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 links that appear depend upon the search type and the roles of the user. Not all links 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 link only appears if you have the role Catalog Manager.
    Add to Reading List When reading lists are assigned to you, use this option to add titles to those assigned reading lists. See Managing Reading Lists for more information.
    Display in Discovery
    Use this option to open the title in Primo’s Full Display page.
    This option is only presented when Primo VE is installed.
    Display Services Page
    Use this option to open the title in Primo's Services page.
    This option is only presented when Summon over Alma is installed.
    The results for an All Titles search include physical, electronic, and digital titles, and the links 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).
    Search results include records that may be locked due to another staff member editing the record. Locked records appear in the search results without any indication of being locked. A message that the record is locked appears only when you open the record in the MD Editor. Click Edit Record from the search results to open the record in the MD Editor.
    Locked By Notation
    This notation indicates that there is an open draft for the record and that someone other than you is working on it. This record cannot be edited until the operator that has it locked does a Release or Save and Release in the MD Editor or the setting for the working_copy_lock_timeout parameter has expired. The default setting for working_copy_lock_timeout is one hour. See working_copy_lock_timeout for more information. Note that the previous editor's name appears on the draft even after it is released, until the next editor begins working on the draft.
    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 link only appears 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 link only appears 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.
    Add Reminder 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 link only appears 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 link only appears 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.
    Add Reminder 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 link 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 Record Edit the bibliographic record. Opens the MD Editor (see Opening the Metadata Editor).
    Search results include records that may be locked due to another staff member editing the record. Locked records appear in the search results without any indication of being locked. A message that the record is locked appears only when you open the record in the MD Editor. Click Edit Record from the search results to open the record in the MD Editor.
    Locked By Notation
    This notation indicates that there is an open draft for the record and that someone other than you is working on it. This record cannot be edited until the operator that has it locked does a Release or Save and Release in the MD Editor or the setting for the working_copy_lock_timeout parameter has expired. The default setting for working_copy_lock_timeout is one hour. See working_copy_lock_timeout for more information. Note that the previous editor's name appears on the draft even after it is released, until the next editor begins working on the draft.
    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 theAlma 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.
    Add Representation
    (New for December!)
    Add a new representation. For more information, see Managing Digital Resources.
    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 link only appears 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.
    Add Reminder 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 Request Priority.
    • 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 theAlma 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 link only appears 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 link only appears 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 Modifying 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 link 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 appears. This number is linked to graphed data. Click the number link to view the graphed data from the Journal Usage Counter that comes from the COUNTER reports which are in the Usage Data subject area > Usage Data Details folder of Alma Analytics. Specifically, this is the usage by title – graph that is located under Shared Folders/Alma/Usage/Reports in Alma Analytics.
      The number of months that appear for the last 12-month period depends upon which months are included in the COUNTER reports that have been loaded by the library. For 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 link only appears 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 bibliographic record (title record) for the collection. Opens the MD Editor.
    Collection
    Manage the collection. Opens the Collections Resource Editor page where you can view summary information for the collection, look up the history related to this collection, view titles in the collection, and add sub-collections to the collection.
    Title List Displays the list of titles in 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 is displayed at the top of the page. To monitor the job and view the job report, access Monitor Jobs (Administration > Manage Jobs > Monitor Jobs).
    If the job runs for a long time and the action links 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.
    Electronic_Collection_Delete_Confirmation_with_No_Portfolios_02_TC.png
    Electronic Collection Delete Confirmation with No Portfolios
    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 a 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.

    Working with What Appears in the Repository Search Results (Examples)

    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 includes bibliographic information; and the inventory (such as items, portfolios, and files) search results includes 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 Modifying a Portfolio Using the Electronic Portfolio Editor). In general, the Repository Search results include:
    • Material type
      Bibliographic Material Type in Search Results
      See Bibliographic Material Types Identified 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
      This component of the search results provides a link for accessing additional record details.
      Availability in the Search Results
    • 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.
      Availability of Related Records
      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.
    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):
    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

    Working with 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, refer to the following table.
    Rules Used to Create the Resource Type Field
    Resource Type MARC 21 / KORMARC UNIMARC / CNMARC   New for December!
    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 LDR pos. 6  = k  AND 106 $a/0 = s
    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 LDR pos. 6  = k
    3D artifact – Physical LDR pos. 06 = r AND 008 pos. 33 = r,w AND 008 pos. 29 != o LDR pos. 6  = r
    Atlas – Electronic LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 = o AND 008 pos. 25 = e LDR pos. 6 = e, f  AND 121 $a/8 = c AND 106 $a/0 = s
    Atlas – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 != a,b,c,o AND 008 pos. 25 = e LDR pos. 6 = e, f  AND 121 $a/8 = c
    Audio musical – Electronic LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23 = o LDR pos. 6  = j   and 106 $a/0 = s
    Audio musical – Physical LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f LDR pos. 6  = j
    Audio nonmusical – Electronic LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23 = o LDR pos. 6  = i   and 106 $a/0 = s
    Audio nonmusical – Physical LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f LDR pos. 6  = i
    Book – Electronic LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 = o,q,s LDR pos. 6 = l AND LDR pos. 7 = m
    Book – Physical LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f,q,s LDR pos. 6 = a  AND LDR pos. 7 = m
    Braille Book – Physical LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23 = f LDR pos. 6 = a, b AND LDR pos. 7 = m AND 106 $a/0 = f
    Braille Map – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 = f LDR pos. 6 = e, f AND LDR pos. 7 = m AND 106 $a/0 = f
    Braille Music – Physical LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 = f LDR pos. 6 = c, d AND LDR pos. 7 = m AND 106 $a/0 = f
    Braille Serial – Physical LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 23 = f LDR pos. 6 = a, b AND LDR pos. 7 = s AND 106 $a/0 = 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 LDR pos. 6 = l  AND LDR pos. 7 = s
    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 LDR pos. 6 = a  AND LDR pos. 7 = s
    Kit – Physical LDR pos. 06 = o AND 008 pos. 33 = b AND 008 pos. 29 != a,b,c,o,f LDR pos. 6  = m
    Manuscripts – Electronic3 LDR pos. 06 = d,t AND LDR pos. 7 = m AND 008 pos. 23 = o LDR pos. 6  = b  AND LDR pos. 7 = m and 106 $a/0 = s
    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 LDR pos. 6 = b
    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 (LDR pos. 6  l AND 120 $a/0 = a,b) OR (LDR pos. 6 = e, f AND  106 $a/0 = s)
    Map – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29 != a,b,c,o AND 008 pos. 25 != e LDR pos. 6 = e, f AND LDR pos. 7 = m
    Microforms 008 pos. 23 = a,b,c LDR pos. 6  = a  AND  106 $a = t
    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 LDR pos. 6 = l  AND LDR pos. 7 = s and 110  $a/0 = c
    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 LDR pos. 6 = a  AND LDR pos. 7 = s and 110  $a/0 = c
    Notated music – Electronic LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 = o LDR pos. 6  = c   and 106 $a/0 = s
    Notated music – Physical LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23 != a,b,c,o,f LDR pos. 6  = c
    Other material – Electronic LDR pos. 06 = m LDR pos. 6 = l
    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 LDR pos. 6 = l  AND LDR pos. 7 = s and 110  $a/0 = b, e
    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 LDR pos. 6 = a  AND LDR pos. 7 = s and 110  $a/0 = b, e
    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 LDR pos. 6  = g   and 106 $a/0 = s
     
    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 LDR pos. 6  = g
    Undefined Everything that is not in the defined categories. This category could work as a checklist to find mistakes in the control fields.  
    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
    It is also available as a facet.
    Resource Type as a Facet
    Resource Type is available as an option in Advanced Search.
    Resource Type in Advanced Search

    Working with Bibliographic Material Types Identified 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

    Working with 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.
    Available For Group Details in Search Results
    The search result facets include which groups are associated with the campus or library.
    Tooltip for Available For Facets to Identify Groups/Members
    For information on restricting availability for electronic resources, see Configuring Inventory Management Groups.

    Using Linked Data from the Repository Search Results

    You can access linked data elements from the Repository Search results for the following types of searches:
    • All titles
    • Physical titles
    • Electronic titles
    • Digital titles
    For more information regarding linked data, see https://developers.exlibrisgroup.com/alma/integrations/linked_data.
    To access linked data elements:
    1. Complete a titles search for the resource for which you want to access the linked data elements.
    2. In the search results, click the Linked Data link.
      Linked Data Link
      The Linked Data List page appears.
      Linked Data List Page
      The Linked Data List page 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 need to be created in order to access linked data from the Alma Repository Search results. However, one is required to expose linked data in the 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.).
    See Using Linked Data While Working with Bibliographic Records for more 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.