To add and/or manage physical resources, you must have the following roles:
- Physical Inventory Operator
- Physical Inventory Operator Extended (required for delete operations)
You create, edit, and delete physical resources – inventory that corresponds to physical items in your library – using various editors and jobs.
With Quick Cataloging, physical items can be added to your inventory. The following types of items can be added:
If your library already has bibliographic and holdings records for a title and you only need to add a new item (new inventory), you can use Quick Cataloging to add the new item. You must know the item’s barcode to complete this procedure.
To add an item to an existing title:
- From the Choose Holdings Type dialog box (Resource Management > Create Inventory > Add Physical Item), select the Existing option and click Choose.
Choose Holdings TypeThe Quick Cataloging page for existing resources appears.Quick Cataloging for Physical Items Added to Existing Titles
- In the Resource Information section, find the title of your item in one of the following ways:
- Type all or part of the title, click the magnifying glass icon, and select your complete title from the drop-down list
- Click the find (arrow) icon that opens a Repository search form for you to search and select your title
- Enter the barcode for the item and, optionally, add the following parameters:
Quick Cataloging for Physical Items Added to Existing Titles ExampleFor locations with RFID and an active RFID connection as indicated by the connection icon ( ), the barcode can be added for the Barcode parameter by clicking the RFID read icon (or Alt+A).Quick Cataloging for Physical Items with the RFID Read Icon for the Barcode
- Description – The text you enter appears in the list of holdings for the item (see Working with the List of Holdings).
- Material Type – Use the magnifying glass drop-down menu or the find (arrow) icon to find and select a value for Material Type. The material type appears only in Primo’s Get It and Details tabs. For information on customizing the labels of the material types, refer to Configuring Physical Item Material Type Descriptions.
- Item Policy – Use the magnifying glass drop-down menu or the find (arrow) icon to find and select a value for Item policy.
- Click Save. The item is added to the inventory. The Quick Cataloging page closes, and you are returned to the Alma home page.
For locations with RFID and an active RFID connection as indicated by the connection icon ( ), you have the additional option to Write to RFID and Save.Quick Cataloging for Physical Items with the Write to RFID and Save CapabilityWhen you click Write to RFID and Save, the information is written to the RFID. When the information has successfully been written to the RFID, the information is saved to the Alma database. For additional information, see RFID Support.If you only want to update information in the Alma database, click Save.
You can add a new item together with a new bibliographic and holdings record.
To add a new physical item to the inventory:
- From the Choose Holdings Type dialog box (Resource Management > Create Inventory > Add Physical Item), select the New option.
New Holdings Type and Citation Type Selection
- Select the Citation Type (Book or Article) and click Choose. The Quick Cataloging form appears. The parameters for book and journal entries are different.
- Enter values in the Resource Information fields for the book or article using the table below. Where noted, some parameters are relevant only for a book or an article. In addition, the order of the parameters is different for books and articles.
Resource Information Fields Field Description Title /
The title of the book, article, or chapter Journal Title (article) The title of the journal that contains the article Author The author of the book or article Author Initials The author’s initials Edition (book) Edition number of the book Volume (article) The volume number of the journal that contains the article Issue (article) The issue number of the journal that contains the article ISBN/ISSN The International Standard Book Number (ISBN) or International Standard Serial Number (ISSN) that identifies the book or article LCCN The Library of Congress Control Number OCLC Number The Online Computer Library Center number Other Standard ID This value of this field can be set in the 024$$a field in the MD Editor. Barcode This identifies the resource's barcode. Remote Record ID MMS ID Publisher The publisher of this edition of the book or journal Publication Date Date of the book or article’s publication DOI Digital object identifier for the item PMID PubMed database ID Place of publication The place in which the book or article was published Additional person name The name of an additional contact Source Data source of the item (MARC21 field 786 or 590) Series Title Number Title number of the series in which the item is located Call number (book) The call number of the book. Indicates the library shelf on which the book is located Note A field for notes, as needed Volume (article) Volume number of the journal Part (article) Part number of the journal Chapter The chapter number in the journal that contains the article Pages The page number range in the journal that contains the article (i.e., pages 57-69). Pages do not necessarily need to be numeric. Start Page First page in the journal on which the article appears (or book on which the chapter appears) End Page Last page in the journal on which the article appears (or book on which the chapter appears) Course Restricted Whether you want the item to be searchable in Primo only within a Courses search scope (once you set up the appropriate Primo search rules).This field appears only if the course_restricted_field parameter is set (see Configuring Other Settings). Suppress from discovery Whether to block the bibliographic record from publishing to Primo. Record Format The type of record to create.This field appears only if your system supports multiple record formats. Contact Ex Libris support to enable this feature.
- In the Item Information section, enter and select the name of the library where you want the item to be located, or click the arrow icon to open a list of the libraries and select one. Once you select a library, the page refreshes and additional fields appear below the Library field, including one additional required field. Enter the values for the Item Information section using the table below that provides a description of the parameters.
Additional Quick Cataloging Fields After Library Selection
Item Information Fields Field Description Library The name of the library where the item is stored. Click the arrow to see a list of all existing available libraries. To change the library after entering it, click the broom icon to delete it and repeat the selection. Location The location within the library where the physical item is kept. Use the drop-down menu feature or click the arrow to open a list of available locations for this library. Barcode Enter the item's barcode.If you leave this parameter blank and you chose during your Alma implementation to implement barcode generation, a barcode will be automatically generated for the item when it is saved. If you have configured multiple barcode counter sequences, the default barcode counter sequence is used. See Configuring the Barcode Generation Method and Barcode Validation for more information.For locations with RFID and an active RFID connection as indicated by the connection icon ( ), the barcode can be added for the Barcode parameter by clicking the RFID read icon (or Alt+A).For additional information, see RFID Support. Material Type The material type of the item. Use the drop-down menu or the arrow to open a list of possible types. The material type manifests itself only in Primo’s Get It/Details tabs. (For information on customizing the material type labels, see Configuring Physical Item Material Type Descriptions.) Item Policy The check-out policy for the item, as in term length and other restrictions. Use the drop-down menu or the arrow to open a list of available policies. Public Note A note that appears in Primo’s Get It/Details tab.
- Click Save. Alma saves the Quick Catalog record and opens a Repository Search screen with the new item as the search result.
New Physical Item After Saving
An Acquisition Technical Services work order is created. For an in-depth overview of work orders, see Fulfillment - Conservation Laboratory Work Orders
This function is used for quick cataloging on the spot. The work order is used for complete cataloging at a later time.
For locations with RFID and an active RFID connection as indicated by the connection icon ( ), you have the additional option to Write to RFID and Save.
Quick Cataloging Page - Write to RFID and Save
When you click Write to RFID and Save, the information is written to the RFID. When the information has successfully been written to the RFID, the information is saved to the Alma database. If you only want to update information in the Alma database, click Save.
For additional information, see RFID Support.
Alma supports prediction patterns to enable you to more easily manage serials. With prediction pattern support, it is possible to create serial items in advance of their receive date based on a prediction template.
This capability uses the 853-855 holdings record fields for the predicted item information such as enumeration, chronology, date, and so forth. With this feature, Alma provides many predictive pattern templates from which you can select to enter the 853-855 field information.
For holdings that have a prediction pattern, the c.uresolver.getit2.item_list..ACQ.with_expected_date label is invoked in the Primo Get It tab and appears as On order until <date>.
Once you have created the predicted items, they can be viewed using the Acquisitions Received Items List to manage their receipt. See the procedure To receive new physical material for more information regarding receiving continuous physical materials and processing claims.
For the PO lines that you associate with predicted items, the PO line must include the following values:
- Subscription from date
- Subscription to date (end date, related to renewal date)
- Claiming grace period
For more information about prediction pattern support for managing serials, see the Prediction Patterns for Periodical Holdings video (5:05 mins).
For examples of prediction patterns, see Serials - Prediction Patterns Guide and Examples.
Creating a Holdings Record with Predictive Pattern Content
To create a holdings record with predictive pattern content:
- Locate the holdings record (connected to a physical subscription order type) to which you want to add the predictive pattern information and open it in the MD Editor.
(The order provides the vendor Subscription interval information that is used in combination with the Next Predicted’s Item Information (see below) to calculate the expected arrival date information.)Open Holdings Record
- Select Edit > Expand from Template, select a relevant predictive pattern template that fits your requirements from the ones provided in Alma, and click OK.
Since the journal used in this procedure is a quarterly publication, the Serial prediction quarterly months template is selected.Quarterly PublicationExpand from Template Predictive Pattern OptionsThe system adds an 853 field row (or 854/855 field depending on which template you selected) to the holdings record and a 590 field row that contains a description of the template.853/590 Rows Added to the Holdings RecordOptionally, you can manually enter the 853/854/855 field. See http://www.loc.gov/marc/holdings/hd853855.html for more information.You can also duplicate and edit a prediction pattern template to create your own prediction pattern template. See To create/customize prediction pattern holdings templates for more information.
- Click the magnifying glass icon in the 853 (or 854/855) row to open the form with the next predicted item’s information. You can also click F3 to open the form when the 853 (or 854/855) is the active row or you can select Tools > MARC21 Holdings > Next predicted item’s information. (You can also use F3 to open the form when you have manually entered the 853/854/855 field and no magnifying glass icon is displayed.)
Next Predicted Item's Information
- Make any changes you require for the next predicted item and click Close. Your entries on this form (enumeration, chronology, and issue date) determine the beginning of the prediction pattern starting with the next predicted item. The issue date is the date of the first serial in the prediction patttern. Clicking Remove clears the form.
- Select Tools > MARC21 Holdings > Open predicted item to view the pattern that Alma created for this holdings record. The predicted pattern that is created includes the expected arrival date (see the figure below).
Each prediction cycle is for one year. If you want to create predicted items for more than one year, you can repeat the Open predicted item step.The Subscription interval field in the linked order must be populated with a value that is less than the number of days between the publication of issues. If the Subscription interval field in the linked order contains a value that is greater than the number of days between the publication of issues, Alma displays an error message.Predicted Items Created
- Click Save to save the predicted items that have been created, or click Discard if you do not want to save the predicted items. This closes the Predicted Items form.
- Click the Save Record icon when you have completed making your changes.
Creating/Customizing a Prediction Pattern Holding Template
To create/customize prediction pattern holdings templates:
- Open the MD Editor.
- Click the Templates bar in the left pane, expand the MARC21 Holdings folder, and expand the Shared folder.
- Click one of the prediction pattern templates provided by Ex Libris similar to the one you want to create and click Duplicate.
Duplicate OptionThe Template Properties dialog box appears.Template Properties
- Optionally, make changes to the template properties such as Name and Description, and click Save. The system creates a duplicate of the template that you can customize.
- Click the copied template and click Edit.
Edit OptionThe template details appear in the right pane of the MD Editor.Template Details
- Customize the template to match your requirements and save your changes.
To view the holdings changes that you have made after creating predicted items:
- In the MD Editor, open the bibliographic record that has the holdings for which you created the predicted items.
- Click View Inventory (Tools > MARC21 Bibliographic > View Inventory).
The predicted items that you created increment the No. of Items total that appears on the Holdings tab in the MD Editor (Tools > MARC Bibliographic > View Inventory) for the bibliographic record of this continuous holdings record.Number of Items Increments for Bibliographic Record Holdings
- Click View Items.
The four predicted items of the cycle (quarterly per year) were created with no receiving date (because they have not yet been received).List of Items Page - No Receiving DatesWhile viewing the details of the List of Items page, Open Predicted Items can be used to create another cycle of predicted items. See the next procedure, below, to create another cycle. For more information about the List of Items page, see Working with the List of Items .
- For one of the predicted items, select Actions > Edit to open the Physical Item Editor page. Expected receiving date was set by the prediction pattern.
Expected Receiving Date
Creating Additional Predicted Items Using Open Predicted Items
To create additional predicted items using Open Predicted Items from the List of Items page using Repository Search:
- Using Repository Search, enter the search criteria for the record to which you want to create an additional cycle of predicted items, and click the Items link. Depending on your workflow and the number of holdings records, you can also click Holdings to open the List of Holdings page (see Working with the List of Holdings), and then select Actions > View items.
Search ResultsThe List of Items Page appears with Open Predicted Items. For more information about the List of Items page, see Working with the List of Items.List of Items Page for Holdings with Predicted Items
- Click Open Predicted Items. The list of new Predicted Items appears.
Predicted Items List from Repository Search Results List of Items PageTools enables you to view/save the list in Excel format.Predictive Pattern List in Excel
- Click Save Items to save the predicted items and close the list.
- Click Back to return to your search results page.
Receiving Predicted Items
To process/manage receiving predicted items:
Like when receiving materials, you must be at your library’s acquisitions desk; see Receiving Physical Material.
- Open the Receive New Material page (Acquisitions > Receiving and Invoicing > Receive), and select the Continuous tab.
(See Receiving Physical Material for additional information regarding receiving continuous orders for physical materials and processing claims.)
- Filter the Receive New Material page to locate the PO line that contains the predicted item(s) you want to receive.
- For the specific PO line containing the predicted item(s) that you want to receive, select Actions > Manage Items. The Received Items List page appears.
Received Items List PageWhen receiving and managing items, you can tell which items have already arrived and which are still waiting to arrive by reviewing the Date Received column.Date Received Column
- Use the Sort routine, Receiving status, and Location options in the PO Line Items section to organize and locate the predicted item(s) to be received.
Sort/Filter Options Selected
- Select Receiving date from the drop-down list for Sort routine.
- Select Not Received for the Receiving Status.
- Select the specific location/library for Location.
- Select Actions > Receive for a specific predicted item, or select the check boxes for multiple rows and click Save and Receive to save and receive multiple items.
When receiving items with a barcode, select the check box and scan the barcode. See the section Scanning Items for more information about scanning barcodes.
- Repeat the receiving steps above until you have completed receiving all the predicted items.
The List of Items page lists physical items related to a physical title. This page appears after clicking:
List of Items Page
The List of Items page provides the following columns of information:
- Call Number
- Temporary Location
- Process Type
- Access Number
- Receiving Date
- Inventory Number
- Inventory Price
- MMS ID
The List of Items page contains the following page links:
- Resource description – Open the MARC simple Record View page for the bibliographic record. See Viewing Metadata Read-Only in the Simple Record View Page.
- Location – Open the MARC simple Record View page for the holdings record. See Viewing Metadata Read-Only in the Simple Record View Page.
- View all holdings – Open the List of Holdings page. See Working with the List of Holdings for more information.
The barcode link (Barcode column) opens the Physical Item Editor page, which enables you to filter the list of items by status and sort according to the sort routines that were configured (see Configuring Physical Item Sort Routines).
Items with an empty Description column are monographs. Items with text in the Description column are serials.
The following actions are available in each row:
- View hidden – View any hidden columns.
- View – View the item in the Physical Item Editor page.
- Edit – Edit the item in the Physical Item Editor pagen. For more information, see Updating Item-Level Information.
- Duplicate – Duplicate the item using the Physical Item Editor page,allowing. For more information, see Updating Item-Level Information.
- Change Location – Submit a permanent or temporary move item request on the Create Request page. For more information, see Creating a Request.
- Withdraw (if you have the required permissions) – Delete the item, after confirming. Click OK to remove the item. For more information on withdrawals, see Withdrawing One or More Items.
- Toggle missing status – Toggle the item status between Item in place and Item not in place. The Process Type also toggles to Missing when the status is Item not in place. This option appears if there is no process type or if the process type is Missing, for roles with relevant privilege and scope.
- Work order – Create a work order process for the item on the Create Work Order page. For details on work order requests, see Creating a Work Order Request.
Buttons on the page enable you to perform an action on one or more of the item records by selecting the check box in the row for one or more records.
The List of Items section provides the following button options:
- Add Item – Add an item on the Physical Item Editor. This button is available if the item's associated bibliographic record has only one holdings record.
- Bind Items – Select the check box of at least two items to bind the selected items together into one. For details, see Binding (Merging) Items in the List of Items below. This button is available if the item's associated bibliographic record has only one holdings record.
- Change Holdings – Link to a different holdings record on the List of Holdings page. For more information, see Working with the List of Holdings.
- Open Predicted Items – Opens the list of predicted items. See Setting Up Prediction Patterns to Automatically Create Serial Items for more information.
- Withdraw Items (if you have the required permissions) – Delete the item, after confirming. Click OK to remove the item. For more information on withdrawals, see Withdrawing One or More Items.
- Relink to Another Bib – Move from one bibliographic record to another bibliographic record. For more information, see Relinking Items to Another Bibliographic Record.
When the list of item records display over multiple pages, the button options are performed only on the selected rows on the current page that you are viewing. This is a known issue.
You can select two or more items on the List of Items page (see Working with the List of Items) to combine them into a single physical item. Items can be bound only if they are in place, are not in the acquisition process, and have not been bound previously.
When items are bound together, the previous items are deleted and a new item, with no history, is generated.
The following links provide in-depth examples of binding workflows:
To bind items together:
- On the List of Items page, select the check boxes for two or more items and click Bind Items. The Bind Items – Items List page opens.
Bind Items - Items List Page
- Click Next. The Bind Items – Generate Work Order page opens.
Bind Items - Generate Work Order Page
- Optionally, select a work order type and work order department from the relevant fields, and add notes in the Note field. Choose from the following options:
- Click Create and Edit to create the newly bound item and open the Physical Item Editor page, where you can edit the item’s details (see Updating Item-Level Information).
- Click Create to create the newly bound item. The item appears as a single item on the List of Items page.
List of Items Page - Bound Item
Relinking Items to Another Bibliographic Record
You can move individual items from one bibliographic record to another bibliographic record at the item level. For a holdings record that has multiple items attached to it, this means that you can move a single item from one bibliographic record to another instead of moving all the items attached to the holdings record.
When an item is relinked to a different bibliographic record and there are no more items associated with the bibliographic record:
- If the request is on the title level, the request is canceled.
- If the request is on the item level, the request moves with the item.
To relink items to another bibliographic record:
On the List of Items page (see Working with the List of Items), select the item that you want to move and click Relink to another Bib. The Relink Items to Another Bibliographic Record page appears.You may also select Actions > Change Location for an item on the List of Items page to submit a move request. See Creating a Request for more information.Relink Items to Another Bibliographic Record Page
- Browse to enter a resource description. The Repository Search page appears.
Enter your search criteria, and click Go.Repository Search PageThe Repository Search results appear.Repository Search Results
Select the title to which you want to relink the item, and click Select. The holdings for the title that you selected appear on the Relink Items to Another Bibliographic Record page.Holdings Options on the Relink Items to Another Bibliographic Record PageYou can also create a new holdings record (Add New Holdings) to which you can link the item that you want to move.
Select the holdings record to which you want to relink the item, and click Select. If the item that you are moving is the last item linked to its previous holdings record, the system prompts you to decide how to handle the previous holdings record. See the figure below for the options that are presented.Previous Holdings Record Disposition
- Make a selection regarding the handling of the previous holdings record and click Go. You are returned to the List of Items page.
The Physical Item Editor enables you to update item-level information for physical items.
Physical Item Editor Page - General Information Tab
New items can be created while working with records in the MD Editor. See Navigating the MD Editor and Add Item for more information.
To update item-level information for a physical item:
- Search for the physical item that you want to update. For more information, see Using the Alma Repository Search.
You must be searching for a physical item—not title—for this procedure to have the outcomes described below.Results for your search are returned in brief form.
- Click Edit for the item you want to update. The Physical Item Editor page opens to the item you selected. See the following tables (below) for a description of the parameters on this page:
- Page header/summary information
- General Information tab
- ENUM/CHRON Information tab
- Notes tab
- History tab
Physical Item Editor Page - Page Header Field Description Resource Description This identifies the title, author, and so forth. Click this link to open the bibliographic MARC simple Record View page. See Viewing Metadata Read-Only in the Simple Record View Page. Holding This identifies the holdings record location information. Click this link to open the holdings MARC simple Record View page. See Viewing Metadata Read-Only in the Simple Record View Page. Barcode This identifies the barcode number for the item. Process type This identifies how the work order is being processed. See the General Information Tab table below for more information. Holdings ID This displays the holdings record ID number. Item ID This displays the item ID number. Status This specifies the status of the item (such as item in place). View all holdings Click this link to open the List of Holdings page associated with the item that you're editing. View all items Click this link to open the List of Items page that lists all the items associated with the same holdings record. Browse Shelf ListingClick this link to open the browse shelf listing where you can search for call numbers that can be copied and later pasted into the Physical Item Editor page when you click Back to return.When you use this option, it automatically fills the Library and Location parameters from the item record information and the Call Number Type (if it has one, determined by the Call Number Type configuration for Physical location on the Edit Physical Location page). Physical Item Editor Page - General Information Tab Parameter Description Barcode This parameter identifies the item’s barcode.If the barcode parameter is empty, add a barcode using one of the following methods:
- Manually type in a barcode.
- Click Generate. If your Barcode Generation Configuration is configured with multiple barcode counter sequences (see Configuring the Barcode Generation Method and Barcode Validation for more information), a pop-up appears from which you can choose the barcode generation sequence for this item.
If your Barcode Generation Configuration includes library-level barcode counter sequences, the system checks the holdings location displayed for the physical item that you are editing and presents the library-level barcode counter sequences for that library in addition to the institution-level barcode counter sequences that have been configured. See the figures below for a Music Library example.Music Library HoldingsMusic Library's Library-Level Barcode Counter SequenceIf the system checks the holdings location displayed for the physical item that you are editing and determines that there is no library-level barcode counter sequence configuration for that location, only the institution-level barcode counter sequences appear in the pop-up dialog box. See the figures below for an example where the holdings is located in the Law Library, and there is no Law Library barcode counter sequence configuration.Law Library HoldingsInstitution-Level Only Barcode Counter Sequence Configurations
- Click Save. If the barcode parameter is empty when you click Save and you have configured your system for automatic barcode generation, the system automatically creates a barcode for the item using the default barcode counter sequence (see Configuring the Barcode Generation Method and Barcode Validation for more information). As described above, if there is a library-level barcode counter sequence configuration that matches the holdings library, the default library-level barcode counter sequence configuration is used (when there are multiple library-level barcode counter sequence configurations for the same library). If there is no library-level barcode counter sequence configuration that matches the holdings library, the default institution-level barcode counter sequence configuration is used.
- For locations with RFID and an active RFID connection as indicated by the connection icon ( ), the barcode can be added/updated in the Barcode box by clicking the RFID read icon (or Alt+A).
RFID OptionFor additional information, see RFID Support.
Copy ID The item’s copy ID, used to identify individual copies of the same title when multiple copies exist at the same location. Material Type The item’s physical form, such as a book or CD-ROM. Select from the predefined drop-down list. Note that the material type manifests itself only in Primo’s Get It/Details tabs. (For information on customizing the material type labels, see Configuring Physical Item Material Type Descriptions.) Item Policy The item’s override policy for loan rules. Defines the conditions under which a request for this item can be fulfilled. Select from items in the drop-down list (see Configuring Item Policies). Provenance The provenance code indicating the item’s origin, as selected from options in the drop-down menu. To configure these options, see Configuring Provenance Codes. Is Magnetic Options are Yes or No. Specifies whether or not the item contains digital properties that may be damaged by a self-check machine. If Yes is selected, the self-check machine does not attempt to demagnetize the item, which can cause damage to the resource. The value would typically be Yes for items such as CD-ROMs and digital cassettes. PO Line Click the Find icon to open a list of PO lines for the item. Use the Filter and Find tools to find the PO line for the item. Select one and click Select.Only PO lines for physical standalone items appear in the list. Issue date The issue date generated from a prediction pattern. Receiving date The date the material was actually received/activated for the first time. Click the Receiving date box and select the receiving date from the calendar dialog box. Expected receiving date The date the item was expected to be received. Enumeration A The main level of enumeration, usually the volume. Enumeration B The second level of enumeration, such as quarter. Chronology I The main level of chronology, usually the year. Chronology J The second level of chronology, usually the month. Description (Generate) System or user-generated description based on entries in the Enumeration and Chronology fields above. Click Generate to have Alma enter the Description. To configure a description template, see Configuring Description Templates.This field determines if the physical item is monograph or serial. If the field is defined (contains any characters), the item is a serial. If the field is empty, the item is a monograph.Only the first 256 characters of the description appear in the Primo Get It tab (in a drop-down list). It is recommended that the description be shorter than this so that it is properly visible in the Get It tab. Pages The item’s number of pages. Pieces The item’s number of pieces. Replacement cost The charge administered to the patron if the item is lost. Receiving operator The Operator who received the item Process type How the work order is currently being processed. When selecting a value in this field, the At field displays the location in which the work order is performed.After saving the item, the following information appears on the Repository Search page:
This information also appears on the Resource Request Monitoring page (see Managing Requests and Work Orders).To remove an existing work order from an item, clear this field when accessing the Physical Item Editor page from the Edit link for an item. The Status of the item displays on the Repository Search page as Item in place.For more information about assigning a work order process to an item, see the Assign a Process to an Item video (2:54 mins).
- Process type: How the work order is currently being processed
- Status: Value is Item not in place
At A work order department for the work order that appears in the Process type field.After saving the item, value of this field (that is, the location of the item) displays on the Repository Search page as the At: field value. Inventory Number Information:To clear all fields in this section, click Clear Inventory Information. Inventory Number (Allocate) A number for this physical item.You can enter a number manually. If inventory numbers are configured for your library (see Configuring Physical Item Inventory Numbers), click Allocate to enter the next number. If more than one numbering sequence is defined for the library, select the desired sequence from the Sequence List dialog box and click Select.Sequence List Dialog BoxYou can use the same number for multiple physical items, if you want to. Inventory Date The inventory date. If you click Allocate to set an inventory number, this field is populated with today's date. If required, select an alternate date. Inventory PriceThe price of the item. If you click Allocate to set an inventory number, the price is taken from the PO line, if one exists (using the currency of the PO line). You can change this to reflect the item's actual value to the library (how much it will cost to replace, for example).For values less than 1, enter a leading 0. For example, 0.44, not .44.The value is assumed to be in the default currency for your institution. For more information, see Configuring Currency Subsets. Location Information: Permanent Library The library that permanently houses the item. To change the library, click the Find magnifying glass and browse for a new holdings library, then select it as the permanent library. Permanent Location The name of the item’s permanent location within the permanent library. To change the location, click the Find magnifying glass and browse for another location, then select it as the permanent location. Alternative Call Number TypeSelect an alternative identification number type for the call number from the drop-down list. The options in the drop-down list vary depending on how your system is configured. Some examples of options include:
- Library of Congress classification
- Dewey Decimal classification
- National Library of Medicine classification
- Source specified in subfield $2 (see Source (Subfield 2) for more information)
Alternative Call Number The ID number for the item that corresponds to the alternative call number type.Enter the call number source that is equivalent to the $2 in the holdings record. This is relevant when the call number type is Source specified in subfield 2. See Browsing the Shelf Listing for more information. Storage Location ID The ID number of the location where the item is stored. Enter a prefix and/or use it in combination with Generate and/or Calculate, as described below. Generate Generate an alternative call number using any of the following methods:
The number that is generated will be determined by the matching sequence found in the Accession Numbers configuration (see Configuring Accession Numbers for more information). The number is generated after you click Save.The Other Settings parameter item_call_numbers_generate_enable must be set to true for Generate to appear (see Configuring Other Settings (Resource Management) for more information).For more information on generating an alternative call number, watch the Generate Alternative and Temporary Item-Level Call Numbers video (2:51 mins).
- Leave the Choose prefix parameter blank and click Generate.
If the holdings library for the item does not match a library in one of the sequence configurations, the system looks for an institution-level sequence configuration.If the holdings library for the item matches a library in one of the sequence configurations and there is more than one sequence configuration, a pop-up dialog box appears with a list of sequence configurations from which you can choose.Generate Alternative Call Number Pop-Up Dialog Box for Choose PrefixFor the example above, the item's holdings library is the Music Library.Holdings Library
- Enter the exact prefix for the sequence configured in the Accessions Numbers configuration (see Configuring Accession Numbers for more information) and click Generate. When the system finds a matching sequence configuration, the system responds with the following message:
An accession number sequence with the prefix <prefix> was selected and will be used to generate the call number upon save. The expected value is <expected value>.
- Enter the first few characters of a sequence configured in the Accessions Numbers configuration (see Configuring Accession Numbers for more information) and click Generate. The system looks for a matching prefix configured in the Accessions Numbers configuration using starts with matching logic. If it finds multiple matches, a pop-up dialog box appears with a list of sequence configurations from which you can choose.
CalculateUse Calculate to create an alternative item-level call number based on existing call numbers in the Alma repository.Enter a full prefix for the Choose prefix parameter to help the system locate a matching prefix in the Alma repository in order to create a call number.The call number that is created is generated after you click Save.Your system may be configured to use both Calculate and Generate on the Physical Item Editor page or only one of either of these features.Calculate needs to be configured by Ex Libris.Due to a technical issue, when using Calculate with both the Alternative and Temporary call numbers for the same prefix at the same time, an identical sequence is calculated and saved in both.When enabled for your institution, the use of Calculate can be restricted at the library-level so that only institution-level sequence configurations can be used. See Library for configuration information regarding the Disable Item Call Number Calculation option. Temporary Location Information: Item is in Temporary Location (Yes/No) Whether the item is located in a temporary location.Setting this to No does not clear the item's temporary library and location values (see the next two fields). There are some situations in which you might want to mark the item's temporary library and location before indicating that the item actually is in that location.You can remove items' temporary location indications in bulk using the Change physical items job. See Performing Global Changes on Item-Level Information.For more information about modifying this setting using the Change Physical Items job, see the Remove Temporary Item Location Indicator video (5:27 mins). Temporary Library The item’s temporary library, selected from the Organizational Lists page.A temporary library must be specified in order for the Choose prefix, Generate, and Calculate features to appear for a temporary location. Temporary Location The item’s temporary location, selected from the Organizational Lists page. Temporary Call Number Type The call number type used for the item at the temporary location. Temporary Call Number The item’s call number when using the temporary call number type at the temporary location.Enter the call number source that is equivalent to the $2 in the holdings record. This is relevant when the call number type is Source specified in subfield 2. See Browsing the Shelf Listing for more information. Temporary Item Policy The item’s temporary override policy. Policies are configured and appear in the drop-down list. Choose prefix Enter a prefix and/or use it in combination with Generate and/or Calculate. Generate Generate a temporary call number using the methods describe above for Generate. See Temporary Library for more information. Calculate Use Calculate to create a temporary item-level call number based on existing call numbers in the Alma repository. See Calculate and Temporary Library above for more information.Due to a technical issue, when using Calculate with both the Alternative and Temporary call numbers for the same prefix at the same time, an identical sequence is calculated and saved in both. Due Back Date The date the item is due back from the lender. Physical Item Editor Page - ENUM/CHRON Information Tab Note Type Description Year of Issue The year information. Enumeration A through H The multiple levels of enumeration. Chronology I through M The multiple levels of chronology. Break Indicator Currently under development.The code that indicates the reason for a break in the enumeration or chronology. Pattern Information: Pattern Type A list of unique 85X fields from the item's holdings record. For example, if the holdings record contains 853 and 854 fields, the list contains 3 853 and 4 854. Linking Number The list of subfields $8 from the currently selected 85X fields. For example, if Pattern Type is 3 853, and the holdings record contains two 853 fields with subfields $8 with values 1 and 2, the list contains 1 and 2. Type of Unit The type of unit. This is a read-only field populated on the fly by the FIRST subfield $o of the relevant Pattern Type and Linking Number. Physical Item Editor Page - Notes Tab Note Type Description Max Length Public note Note content displayed in the Primo Get It tab under the Holdings column. See Displaying Public Notes. 400 characters Fulfillment note Note content displayed during the circulation process. For example, the content may contain the statement “Check for discs” to prompt the circulation desk at item checkin. 400 characters Internal Notes: Internal note 1 Note content for internal use by Alma staff. 400 characters Internal note 2 Note content for internal use by Alma staff. 400 characters Internal note 3 Note content for internal use by Alma staff.Specifically, this note may contain content regarding a shipped resource sharing lending item, as sent to Alma by the NCIP source system in the NCIP message's shipping note. The shipping note appears in the following format:||Shipping Note||<text of shipping note>||Shipping Note||The shipping note is used by NCIP implementers, such as OCLC Navigator, to update the library system with additional information about shipped resource sharing lending items such as information about the resource itself, the requester, and the locations from where it is requested and is to be picked up. 400 charactersStatistics note content may be added as text or may be selected from a drop-down list. See Configuring Statistics Notes for information about configuring fixed drop-down lists of options for statistics notes.Statistics Notes with Drop-Down Lists Configured Statistics note 1 Note content exposed in Analytics under New > Analysis > Physical Items. 4000 characters Statistics note 2 Note content exposed in Analytics under New > Analysis > Physical Items. 4000 characters Statistics note 3 Note content exposed in Analytics under New > Analysis > Physical Items. 4000 characters Physical Item Editor Page - History Tab Parameter Description Report type: Item changes The changes made to the item as visible/editable on the General tab of the Physical Item Editor page. This report identifies the name of the operator who made the change, the date the change was made, the field that was changed, and the before and after values. Holdings changes Changes to the library (852 $$b), location (852 $$c), call number type (852 first indicator), call number (852 h, i, j, k, l, m), and accession number. This report identifies the operator name that made the change, the date the change was made, the field that was changed, and the before and after values. Fulfillment activities Loan/return activity. This report identifies the date the change was made, the action type completed (loan/return), the name of the operator/desk name that made the change, the borrower name, and the borrower ID. In-house loan/usage information displays on the page.The borrower name and ID are displayed only for the following roles: Circulation Desk Operator, Circulation Desk Manager, Circulation Desk Operator - Limited, Requests Operator, Fulfillment Services Operator, Fulfillment Services Manager, Resource Sharing Partners Manager, Fulfillment Administrator, User Administrator, General System Administrator. To disable this privilege for any of the above roles or enable the privilege for other roles, contact Ex Libris Support.
- Select one or more of the following tabs to view or make changes to the physical item’s information:
- General Information (see the Physical Item Editor Page - General Information Tab table above)
- ENUM/CHRON Information (see the Physical Item Editor Page - ENUM/CHRON Information Tab table above)
- Notes (see the Physical Item Editor Page - Notes Tab table above)
- History (see the Physical Item Editor Page - History Tab table above)
- Click Save when you have completed making your changes.
For locations with RFID and an active RFID connection as indicated by the connection icon ( ), you have the additional option to Write to RFID and Save.Physical Item Editor Page - Write to RFID and SaveWhen you click Write to RFID and Save, the information is written to the Alma database. When the information has successfully been written to the Alma database, the information is saved to the RFID. If there is more than one piece specified for the Pieces parameter, you are prompted for handling the additional pieces. See below for an example of the prompt.Write to RFID and Save Prompt for Multiple PiecesFor additional information, see RFID Support.If you only want to update information in the Alma database, click Save.
A withdrawal is the process of deleting items from the catalog to ensure that the catalog is up to date and represents only those items that are actually in the collection. Although withdrawn items do not appear in Alma and are not published to Primo, librarians and staff users can view a historical record of these items in Analytics reports. Withdrawn items appear as Lifecycle = Deleted in Analytics.
This section describes the methods that are used to withdraw items (one or more items, or a set of items).
To delete an item from the physical inventory, you must have the following role:
- Physical Inventory Operator Extended
There are two methods for withdrawing (deleting) items on the Items List page. One option is to use the row action (Actions > Withdraw) to withdraw one item at a time. The other option is to use the check box column to select more than one item and click Withdraw items.
Withdrawing Multiple Items in One Action
While withdrawing an item, you can delete or suppress holdings records that do not have any items. Depending on the settings of the following parameters in the Customer Parameters table (Resource Management > Configuration Menu > Other Settings), Alma may also suppress bibliographic records:
- suppressBibWithDeletedHol – If set to true, Alma suppresses bibliographic records that do not have any holdings records.
- suppressBibWithSuppressedHol – If set to true, Alma suppresses bibliographic records that contain only suppressed holdings records.
If suppressBibWithSuppressedHol is set to false, Alma publishes the bibliographic record.In a scenario where you have a title with just one item and a process type that is excluded from publishing (such as Acquisition), the associated holdings is suppressed as well. The parameter suppressBibWithSuppressedHol thus controls whether the bibliographic record is published.See Excluding Resources with Specific Process Types from Publishing for more information.
See Configuring Other Settings for more information regarding configuring suppressBibWithSuppressedHol and suppressBibWithDeletedHol
To withdraw one or more items:
- Search for the physical item(s) that you want to withdraw (see Searching in the Repository).
- In the search results row containing the item(s) that you want to withdraw, click the Items link.
Depending on the type of search that you initiated and what's available in your inventory, clicking the Items link may display different results.
- If you selected an All titles search or a Physical titles search and there is only one holdings records, the List of Items page appears with Withdraw items. For more information about the List of Items page, see Working with the List of Items
Withdraw Items Appears
- If you selected an All titles search or a Physical titles search and there are multiple holdings records, you must click View all holdings and select Actions > View Items for the specific holdings record (see Working with the List of Holdings) from which you want to withdraw multiple items.
Select View All Holdings When There Are Multiple Holdings RecordsSelect Actions > View Items on the List of Holdings Page
- If you selected a Physical items search and the holdings record contains a single item, the Physical Item Editor page appears first. Click View all items to display the List of Items page.
- If you selected an All titles search or a Physical titles search and there is only one holdings records, the List of Items page appears with Withdraw items. For more information about the List of Items page, see Working with the List of Items
- Process one of the following withdrawal actions:
- Select Actions > Withdraw and click Confirm in the confirmation dialog box.
If the last item was removed from the holdings record, the Last Item dialog box appears.Last Item Dialog BoxSelect one of the following options and then click Go.
- Don’t change the holdings record – Select this option if you do not want to withdraw or suppress the holdings record.
- Delete the holdings record – Select this option if you want to withdraw the holdings record.
- Suppress the holdings record from externalization – Select this option if you do not want to withdraw the holdings record, but you want to prevent the record from appearing in Primo or an external discovery system.
- Delete bibliographic records that have no other holdings – Select this option if you want to delete the bibliographic record with which the item is associated if the bibliographic record has no other holdings. In this case, both the holdings record and the bibliographic record with which the item is associated are deleted.
- Use the check box column to select one or more items and click Withdraw items.
Withdrawing Multiple Items in One ActionThis option currently appears only when there is a single holdings record.
- Select Actions > Withdraw and click Confirm in the confirmation dialog box.
You can withdraw items from either a physical titles or physical items set by running the Withdraw Items job. For more information, see Running Manual Jobs on Defined Sets.
To update physical inventory, you must have the following role:
- Repository Manager
You can update item-level information for physical items. You must first add the items to a set.
After the job is run, the job report identifies how many records were updated and whether any records failed.
When running the Change Physical Item job changes an item's location, a new holdings record is created with the new location. If the previous holdings record with the old location was linked to a PO line, the PO line link is broken. Manually reassociate the PO line using the Actions > Associate a PO Line option on the List of Holdings page (see Working with the List of Holdings).
To perform global changes on item-level information:
Run the Change Physical Item job. For more information, see Running Manual Jobs on Defined Sets.
This section presents how to make changes to holdings records.
To perform global changes on physical items, you must have one of the following roles:
- Repository Manager
- Catalog Manager
You can update holdings information for physical items by running the Change Holding Information job. The changes you can make using the job include:
- Update the call numbers of the holdings using the values stored in the bibliographic records (see Mapping Call Numbers to Holdings).
- Correct the data using a pre-defined set of normalization rules (see Working with Normalization Rules).
- Publish/suppress the holdings to/from external discovery systems, including Primo (see Suppressing Alma Records from Primo).
After the job runs, the job report identifies how many records were updated and whether any records failed.
To perform global changes on holdings records:
Run the Change Holding Information job. For more information, see Running Manual Jobs on Defined Sets.
You can relink a holdings record to a different bibliographic record. This also updates the bibliographic record to which the associated PO line is linked.
The relink holdings feature blocks the relinking of holdings that are related to requests. For these situations where the relinking of holdings is blocked, use the Merge Records and Combine Inventory option in the MD Editor to relink holdings. See Merging Bibliographic Records for more information.
To relink holdings record:
- Complete a Physical titles search for the title and click the Holdings link beneath the result (for a title with only one holdings).
Holdings LinkThe MARC Record Simple View page appears. See Viewing Metadata Read-Only in the Simple Record View Page.
- Click Relink. The MD Editor opens with a search panel enabling you to locate a bibliographic record in the Network Zone or Community Zone in addition to the Institution Zone to which you can relink. The Network Zone is available in a collaborative network; see Network-Managed Records in a Collaborative Network.
MD Editor Relink Search Panel
- Select Institution, Network, or Community, enter search criteria for a bibliographic record, and click Search.
- Click Relink for the new bibliographic record. The record appears in the MD Editor.
Relinked Record Appears in the MD Editor
- Click Save.
To update physical inventory, you must have the following role:
- Repository Manager
- Physical Inventory Operator
- Purchasing Manager
- Purchasing Operator
To move items to different holdings records and delete (the empty) holdings:
- Search the repository for something in the database with multiple holdings. See Searching in the Repository.
- From the results list, click Items. The List of Items page appears. See Working with the List of Items.
List of Items Page
- Select the item(s) to move and click Move Items.
Select Item(s) and Click Move ItemsThe List of Holdings page appears. See Working with the List of Holdings.List of Holdings Page
- Select the holdings location to which you want to move the items and click Select.
Select a Holdings Location to Identify the Move to Location for the ItemsThe List of Items page displays an informational message to confirm what has been processed.Move Confirmation Message
- Click the View all holdings link.
The updated List of Holdings page appears.View All Holdings Display
- To delete the Medical Library/Reference holdings with zero items, select that holdings (row) and click Delete Holdings and click Confirm in the confirmation dialog box.
Select and Delete HoldingsThe List of Holdings page refreshes with an informational message regarding the change and the holdings record (Medical Library/Reference in this example) removed from the list.Informational Message and Updated List of Holdings
The List of Holdings page displays the holdings (with the MMS ID link) for the selected resource. It is available when you click Holdings for a physical item that has multiple holdings records after searching in the repository (see Searching in the Repository) or when clicking View all holdings on the List of Items page (see Working with the List of Items) or the Physical Item Editor page (see Updating Item-Level Information).
List of Holdings Page
If there is only one holdings record, clicking Holdings after a repository search opens the MARC simple Record View page. See Viewing Metadata Read-Only in the Simple Record View Page.
You can filter the list of holdings to only view holdings with available items.
The following actions are available for each holdings:
- View – Open the MARC simple Record View page. See Viewing Metadata Read-Only in the Simple Record View Page.
- Edit – Edit the holdings on the MD Editor page. For more information, see Navigating the MD Editor Page.
- Relink – Relink the holdings record to a bibliographic record in the MD Editor in split view. For more information, see Moving Holdings Between Bibliographic Records (Relinking).
- View items – View the items that are associated with the holdings record on the List of Items page (see Working with the List of Items).
- Associate a PO line – Associate a PO line with the holdings. Select a PO line and click Update. Only PO lines for physical continuous holdings can be selected. The associated PO line appears in the PO Line column.
If you want to delete empty holdings records, select the holdings records in the list of holdings and click Delete Holdings. You cannot remove holdings records that contain items.
To add new holdings, click Add New Holdings. The MD Editor opens and you can add a new holdings record related to the bibliographic record identified on the List of Holdings page. The attached bibliographic record does not open, so there is no additional step to release the bibliographic record when you finish creating the new holdings record.
Adding a New Holdings Record without Opening the Bibliographic Record
When you finish adding the new holdings record in the MD Editor, click File > Save and Release and click Back to return to the List of Holdings page.
To manage physical item inventory using shelf reporting, you must have one of the following roles:
- Repository Manager
- Physical Inventory Operator
- Fulfillment Services Manager
The Shelf Report provides you with an efficient process for managing the library’s inventory. Using the Shelf Report functionality, you are able to manage Physical Inventory to see if items are in place, misshelved, or missing.
You can take an Excel file or a .txt file containing barcodes and compare that information with the information stored in the Alma database to identify items that are misshelved or are missing from inventory. Specify the following criteria to identify the records in Alma that you want to compare with the Excel or .txt file:
- Alma inventory range (by call number) or Alma inventory set (by set name)
The Shelf Report tool runs the Shelf Report job that provides a report with the following information to help you identify where you have issues with your physical inventory:
- Number of items in place - Items in the input file with the status In place.
- Number of known items that are not in place - Items that were not in the input file with status Not in place.
- Number of items on the shelf but are marked not in place in the database - Items that were in the input file but with the status Not in place.
- Number of missing items that are marked in place in the database - Items that were not in the input file but with status In place.
- Number of items on the shelf but are out of the range specified or not in the set specified - Items with a barcode in the input file that match an item in inventory but the item is not in the range or set.
- Number of barcodes with no matched item in the database - Items with a barcode in the input file that do not match any items in inventory.
From the report results, you can access a robust set of options for managing your inventory. You can preview the items flagged in the report (from the Repository Search results page), create an itemized set of the items flagged in the report, or download a list of barcodes (for items with no match).
For more information about the Shelf Report for managing physical item inventory, see the Shelf Tool For Managing Physical Inventory video (4:37 mins).
To submit a Shelf Report job:
Review the procedure below in its entirety to understand what prerequisites must be completed before submitting a Shelf Report job.
- Create the Excel or .txt file to be used by the Shelf Report job (for example, by using a hand-held scanner. The file must contain the barcodes of the items that you want to check against the Alma inventory.
- Open the Shelf Report page (Resource Management > Manage Inventory > Shelf Report).
- In the Inventory section, identify the type of Shelf Report job you want to run by specifying Range or Set for the Inventory definition parameter.
- For both Range and Set Shelf Report jobs, you must specify the Library and Location for the shelf inventory that you are checking. The library and location information defined in Alma is provided in drop-down lists from which you can select this information.
- If you are submitting a Range Shelf Report job, provide the following additional criteria:
- Call number type – The call number type such as Library of Congress classification or Dewey Decimal classification.
- From call number – The beginning call number in the range of call numbers in the Alma inventory to be compared with the barcodes in the Excel or .txt file.
- To call number – The last call number in the range of call numbers in the Alma inventory to be compared with the barcodes in the Excel or .txt file.
If the set contains items in a library or location that is not chosen in the job filter, these items are disregarded. For example, if the set has an item in the Law library and Stacks location and the filter selected is for the Law library and Reference location, the item in the set from the Law library and Stacks location is disregarded and not used in the report.
- Set name – The set of items.
- In the Select File section, specify the Excel or .txt file to be used by the Shelf Report job. This is the file that you previously created (perhaps by using a hand-held scanner) that contains the barcodes of the items that you want to check against the Alma inventory that you have identified by either a range of call numbers or by a set that you have specified in the Inventory section above.
The format of the Excel or .txt should be one barcode per row, and the first row should be the heading Barcode. See below for an example.Excel or .txt Barcode List
- Click Submit. A Shelf Report job is queued for processing. See the following procedure To review the results of a Shelf Report job for more information about the Shelf Report job.
To review the results of a Shelf Report job:
- Open the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs).
- When your Shelf Report job completes, click the History tab.
- Select Actions > Report for the Shelf Report job that you want to review. Details of the job are provided in the following three sections on this page:
Shelf Report Job Results
- Header information that provides the processing details of the job such as Process ID, start and end processing time, and so forth
- Job criteria that you specified in the Shelf Report request
- Analysis results of the comparison between the Alma inventory and the file of barcodes that you specified in the Shelf Report request
- Expand the Analysis section to view the result details.
- For rows 1 through 5 in the Analysis section, select Actions > Preview Items to view the results in the Repository Search results page or select Actions > Create Itemized Set to create a set that you can use for further processing. For row 6, select Download List to create an Excel or .txt file (determined by what you used in the Shelf Report request) to do further processing with the barcodes that had no matched items.