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    Managing Import Profiles

    Translatable
    To create, edit, copy, or delete import profiles, you must have one of the following roles:
    • Catalog Administrator
    To view or share an import profile, you must have one of the following roles:
    • Acquisitions Administrator (view only)urce / Target Format Selections (
    • Purchasing Operator
    • Purchasing Manager
    • Repository Administrator
    • Catalog Administrator
    • General System Administrator
    To delete an import profile, you must have one of the following roles:
    • Repository Administrator
    • Catalog Administrator
    • General System Administrator
    If you want to run an import profile, see Importing Records Using an Import Profile.
    The following sections present how to create and manage import profiles. For more information about import profile types, see Record Import and Import Profile Types.
    Import profiles are managed on the Import Profiles page (Resources Management > Resource Configuration > Configuration Menu > Record Import > Manage Import Profiles or Acquisitions > Acquisitions Configuration > Configuration Menu > Purchase OrdersImport > Manage Import Profiles).
    Import Profiles Page
    The Import Profiles page has the following tabs:
    • Institution - Your institution's import profiles
    • Community - Import profiles contributed by other institutions. You can copy these to your institution.
    • Network (when implementing a Network Zone) - Import profile templates managed by the Network Zone; see Creating Import Profile Templates in the Network Zone.
    You can do the following actions on this page:
    • Create an import profile: See Creating an Import Profile: Profile Type.
    • Edit an import profile - Select Actions > Edit from the row actions. See the sections below for descriptions of each tab. Also see Editing Import Profiles.
    • View an import profile - Select Actions > View from the row actions.
    • Copy an import profile - Select Actions > Copy from the row actions.
      When you copy a community-contributed import profile, it becomes a local import profile for your institution.
    • View an import profile's job history - Select Actions > Job History from the row actions. See Monitor and View Import Jobs.
    • Run an import profile - Select Actions > Run Import from the row actions. For more information, see Importing Records Using an Import Profile.
    • Contribute an import profile to the community - See Sharing Import Profiles in the Community Zone.
    • Delete an import profile - Select Actions > Delete from the row actions.
      • Only inactive import profiles can be deleted.
      • Once you use an import profile, it cannot be deleted because its job history remains (and cannot be deleted).

    Creating/Editing an Import Profile: Overview

    When you create an import profile, you proceed through several configuration pages (steps) in order. When you edit an import profile, you can access any or all of the same configuration pages in any order by selecting the relevant tabs of the profile, but you cannot change the profile type.
    The available configuration steps / tabs vary depending on the profile type, the initial values you select for certain options, and whether you are creating or editing the profile. The following table presents the available steps or tabs for different profile types and some scenarios.
    In addition, some fields or sections only appear on a page if you select certain values for other options on that page or tab or on a previous page or tab; this is noted in the documentation, where relevant.
    Import Profile Creation/Editing Steps
    Profile Type Scenario Steps / Tabs
    New Order Create
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation
    4. Match Profile
    5. Set Management Tags
    6. Inventory Information
    7. PO Line Information
    Edit
    Update Inventory Create
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation
    4. Match Profile
    5. Inventory Information
    6. PO Line Information (half page)
    Edit
    Repository Create
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation
    4. Match Profile
    5. Set Management Tags
    6. Inventory Information
    Edit
    Authority Create
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation
    4. Match Profile
    Edit
    Initial Authority Create
    1. Profile Type
    2. General Profile Information
    Edit
    Digital
    Create
    Non-Dublin Core Format
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation (prefilled page)
    4. Match Profile
    5. Set Management Tags
    6. Bibliographic Record Level
    Create
    Dublin Core Format
    1. Profile Type
    2. General Profile Information
    3. Normalization and Validation
    4. Match Profile (half page)
    5. Set Management Tags
    6. Bibliographic Record Level
    Edit
    Non-Dublin Core Format
    Edit
    Dublin Core Format
    Collection Create
    1. General Profile Information
    2. Set Management Tags
    3. Inventory Information
    Edit

    Creating an Import Profile: Profile Type

    Instead of creating an import profile, consider copying an existing profile of the same type and modifying it. From the row actions, sSelect Actions > Copy beside the profile and edit the values in all of the tabs, as described in the following sections.
    The first step of creating an import profile is to select the profile type. The type cannot be changed after leaving this page (after you click Next or save a draft of the profile).
    To select the import profile type:
    1. On the Import Profiles page, click Add New Profile.
      Add New Profile Page
      The Import Profile Details wizard appears.
      Import Profile Details Wizard - Choose Profile Type
    2. Select the profile type.
      The wizard begins on this page, as indicated by the circled number one (1) at the top of the page. The remaining steps in the process depend on the profile type. For example, Initial Authority (if it is available to you) has two steps. New Order has seven steps.
    3. Click Next.

    Creating/Editing an Import Profile: General Profile Information

    This section describes how to enter general profile information on the Import Profile Details - Profile Details page. This information includes how to retrieve or upload the records and scheduling information.
    Import Profile Details - Profile Details
    Access this page as part of the wizard when creating an import profile or by clicking the Profile Details tab when editing an import profile.
    To enter general profile information:
    1. On the Import Profile Details - Profile Details page, enter the following information. Fields not relevant to certain profile types are noted below.
      Import Profile Details - Profile Details Fields
      Field Description
      Profile Details
      Use Network Zone (Network Zone, only) For an explanation of this option, see Network-Managed Records in a Collaborative Network.
      Remote (Digital profile, only) Select to create a remote digital import profile. Leave empty to create a local digital import profile. For more information, see Import Profile Types. This selection cannot be changed after saving the profile.
      Profile name (required) The profile's name. This name appears in the list of import profiles and also appears at the top of the page.
      Profile description A free text description of the profile that shows on the list of import profiles.
      Originating system (required; not relevant for digital import profile)
      The type of system from which the records originated, such as the Library of Congress or OCLC.
      The options can be configured; see Configuring Originating Systems for Import Profiles.
      Remote digital repository instance (digital profile only)
      The name of the remote digital repository instance used by this profile.
      The options can be configured; see Managing Remote Digital Repositories.
      Import protocol (not relevant for local digital import profile) The protocol used to retrieve the file containing the records. The options are:
      • FTP – Retrieve by FTP. You must enter fields under Import Processing and FTP Information (see below).
      • Upload File/s – Upload the file from a local or network drive.
      • OAI (Repository and Authority profiles only) – Retrieve using OAI. You must define additional fields associated with the OAI server (see below).
      Physical source format (not relevant for remote digital import profile) The file format of the import file. The available options are: When selecting the OAI import protocol, this is set automatically to OAI XML and cannot be changed.
      Encoding format (binary physical source format only) The file's binary encoding, either ISO8859-1 or UTF-8.
      Source format The format of the records in the file:
      • MARC21 bibliographic (or other format such as KORMARC, UNIMARC, CNMARC, or OAI MARC 21 Bibliographic when available for your institution)
      • MARC21 Authority (Authority and Initial Authority profiles only)
      • UNIMARC Authority, when available for your institution (Authority and Initial Authority profiles only)
      • RVK Classification (Authority and Initial Authority profiles only; for more information, see Working with the Regensburger Verbundklassification (RVK) Authority Record Classification)
      • Dublin Core (Digital only) - Records in dc-xml format
      • OAI-DC (Digital only) - Dublin Core records wrapped in oai-dc format
      • CSV - Comma-separated values (if you selected CSV for physical source format)
      Target format The format in which to save the records in Alma. The available options depend on the source format selected and the other formats available for your institution.
      Status The default is Active. Select Inactive if you do not want the import profile to be available for use at this time.
      Metadata Filename (Local digital profile, only) The path to the metadata file.
      • A CSV template is available when the physical source format is CSV.
      • Wildcards are supported.
      Vocabulary code (Authority and Initial Authority types only) A vocabulary code, for example LCNAMES, LCSH, and MeSH. For other MARC formats, such as UNIMARC, select a relevant authority. See the relevant sections in Configuring Cataloging.
      The options that appear are configured in the Managed Locally Metadata Configuration settings (see Controlling the Display and Access of Global Authorities in the MD Editor on the Configuring Cataloging page).
      If you choose to create MARC21 XML files (for your source), use the standard MARC21 XML format, as shown below.
      <?xml version="1.0" encoding="UTF-8"?>
      <record xmlns="http://www.loc.gov/MARC21/slim">
      <leader>00096nam a2200049 i 4500</leader>
      <controlfield tag="003">EXL</controlfield>
      <datafield tag="245" ind1="0" ind2="0">
      <subfield code="a">bibliographic record sample</subfield>
      </datafield>
      <datafield tag="949" ind1="0" ind2="0">
      <subfield code="a">1234</subfield>
      </datafield>
      </record>
      <record xmlns="http://www.loc.gov/MARC21/slim">
      <leader>00096nam a2200049 i 4500</leader>
      <controlfield tag="003">EXL</controlfield>
      <datafield tag="245" ind1="0" ind2="0">
      <subfield code="a">bibliographic record sample2</subfield>
      </datafield>
      <datafield tag="949" ind1="0" ind2="0">
      <subfield code="a">12345</subfield>
      </datafield>
      </record>
      </collection>
      File name patterns A file name pattern (such as *.xml) to filter out certain records that do not conform to the pattern you specify. For example, the FTP directory may contain additional files that should not be imported.
      Supports regular expressions. For example, if the pattern should start at the beginning of a file name, such as files that have a name beginning with the letter e, the regular expression must start with the ^ character, in this case ^e*.
      Ensure that the regular expression you use exactly matches only the files that you want to import. For example:
      The following retrieves all file names ending with “–YILIS” (without the quotes): [a-z]*-YILIS
      The following retrieves all files containing the string “yLk” (without the quotes): ^.*yLk.*$
      The following retrieves all files beginning with “YLK” (without the quotes): ^YLK
      The following retrieves all files beginning with “YLK” (without the quotes) followed by a space: ^YLK\s
      The following retrieves any file that contains at least one of the following strings (without the quotes): “harry” or “potter” or “rowling”: ^.*\b(harry|potter|rowling)\b.*$
      The following retrieves any file that contains all of the following strings (without the quotes): “harry” and “potter” and “rowling”: ^(?=.*?\bharry\b)(?=.*?\bpotter\b)(?=.*?\browling\b).*$
      Cross walk
      This field is enabled when the source bibliographic format and target bibliographic format are different and when the source authority format and target authority format are different (such as UNIMARC authority to MARC 21 authority format).
      Sharing Details (profiles shared by another institution, only)
      Contributed By The name of the institution that contributed the profile
      Contact Person The person to contact about for more information about this contributed profile.
      Scheduling
      Appears for any local digital profile or if you selected FTP as the import protocol. See below for OAI scheduling. When the profile is scheduled, a Metadata Import job appears in the list of scheduled jobs in Alma. For more information on this job, see Viewing Scheduled Jobs and Viewing Running Jobs.
      Files to import Select All for all files found in the FTP location. Select New to select only those files that have not yet been imported.
      Scheduler status Whether the scheduling is active or inactive.
      Scheduler Select one of the scheduling options from the drop-down list. Times depend on your time zone and the server you are using.
      Email Notifications Which users and email addresses receive email notifications when the publishing profile completes. Opens the Email Notifications for Scheduled Jobs page. You can choose whether to send the notifications for successful jobs and/or jobs that contain errors.
      FTP Information
      Appears only if you selected FTP as the Import Protocol.
      Description A description of the FTP submission format that is defined in this section.
      Server/Port The IP address and port of the FTP server sending or receiving the files.
      User name/Password The username and password for logging on to the server that is sending or receiving the files.
      Input directory The path of the submission format’s input directory.
      Max. number of files Not in use. Accept the default value.
      Max file size/Size type Not in use. Accept the default value.
      FTP server secured Whether to use a secure FTP transfer (SFTP)
      FTP passive mode Whether to use FTP passive mode, or not. This depends on the setting in your FTP server.
      Test Connection Click to run a test of the FTP connection
      Scheduling (OAI; see above for FTP scheduling)
      Appears only if you selected OAI as the Import Protocol. When the profile is scheduled, a Metadata Import job appears in the list of scheduled jobs in Alma. For more information on this job, see Viewing Scheduled Jobs and Viewing Running Jobs.
      Files to import Select All for all files found in the FTP location. Select New to select only those files that have not yet been imported.
      Scheduler Schedule this import job. Times depend on your time zone and the server you are using.
      Email Notifications Which users and email addresses receive email notifications when the publishing profile completes. Opens the Email Notifications for Scheduled Jobs page. You can choose whether to send the notifications for successful jobs and/or jobs that contain errors.
      OAI Details
      Appears only if you selected OAI as the Import Protocol.
      OAI Details Section
      OAI Base URL The OAI provider’s URL, which OAI harvesters can use to load metadata. After you have entered a valid URL, click Connect and Edit to display the associated fields. If you configured a default OAI Base URL, it appears here.
      Authentication Whether the OAI server requires you to enter a user name and password.
      Username The user name if authentication is required to access the server.
      Password The password if authentication is required to access the server.
      Connect and Edit Click to refresh the page with the associated OAI fields after entering the base URL of the server and authentication information if necessary.
      The following fields appear after you click Connect and Edit.
      OAI Details Section After Connect and Edit
      Repository Name From the OAI provider, populated by Alma.
      Earliest Date Stamp The earliest that data exists in the OAI provider records, populated by Alma.
      Admin's E-Mail OAI provider admin's email, populated by Alma.
      Metadata Prefix The available MD prefixes from the OAI provider, populated by Alma. If you configured a default metadata prefix, it appears here.
      Set OAI repository available sets, populated by Alma.
      Identifier Prefix
      The Identifier Prefix is the shared prefix that appears before the actual unique record identifier when harvesting by the identifier.
      Harvest Start Date When submitting a new import job and after the job completes successfully, the Harvest Start Date is updated automatically with the job’s ending time.
      Encode Date Whether the repository supports encoding dates.
      Open Test Page Click to test the OAI connection and flow. See Testing OAI Import Protocol Flow.
      • If you are creating an initial authority import profile, or you are editing any type of import profile, click Save when you are done.
      • Otherwise, click Next and continue with Creating/Editing an Import Profile: Normalization and Validation.
      • Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Testing OAI Import Protocol Flow

    If you are using OAI as your import protocol, you can run a test check from the OAI Details section of your import profile.
    To test the OAI import process:
    1. In the OAI Details section, click Connect and Edit after entering the base URL and the authentication information (if necessary) for the OAI server.
      Add it on all fields appearing in the OAI Details section.
    2. Specify any additional fields that you want to test in the OAI Details section and then click Open Test Page.
    The OAI Test dialog box appears.
    OAI Test Dialog Box
    • Select one of the following options to specify the test record to use:
      • Test by ID – Enter a full record identifier and harvest this record.
      • Test First Record – Harvest the first record in the set.
      • Test Random Record – Harvest a random record in the set.
    • Click Test.
      The results include the following fields:
      • Record Identifier
      • Status – Whether the process passed successfully. If the flow failed, an error will appear in the Status field.
      • Source record – Original record that was harvested
      • Marc record – The bibliographic record received after converting to MARC21 format
      For digital remote repositories, the results also include the following fields:
      • Link to remote file, according to the setting defined in the Object Template of the Remote Digital Repository set for this profile.
      • Link to thumbnail object, according to setting defined in Thumbnail Template set for this profile.
      • Inventory structure – An XML structure of generated digital remote representation
      Example Test for a Repository Using OAI Protocol

    CSV Mapping

    When you select CSV as the physical source format, Alma converts the information in the CSV record to the selected target format schema (for example, MARC21 or Dublin Core). The CSV file is inventory-based, meaning each row represents one representation. Each row can have full bibliographic information (which generates a new bibliographic record) or may reference an existing bibliographic record, matched by match rules, and add digital inventory to the referenced bibliographic record. File-level content is included in the same row, containing the full file path (relative to the ingest folder) and an (optional) label.
    Multiple representations for each bibliographic record are represented by two rows containing the full bibliographic record (with rules to prevent the creation of multiple records). In this case, the group_id column must be used. Multiple files for each representation are represented by multiple file-level fields for each row.
    When importing metadata, you can provide CSV records with an external system and ID to assign them to a collection, in the collection_external column (with the same format as with MARC records). The field is repeatable.
    The CSV can contain the following types of fields:
    • Collection – reserved for collection assignment. Contains the name or ID of a collection (collection_name is a top-level collection only) to which the bibliographic record is assigned. This field is optional. (If collection fields do not exist, the bibliographic record is assigned to the default collection defined in the MD import profile). Repeatable.
    • Bibliographic record-level fields – There are two sub-types:
      • mms_id and originating_system_id – used for matching records to existing records. Both fields may exist together if you want to match on mms_id and add an originating_system_id (this is handled by rules). mms_id is non-repeatable.
      • Other bibliographic record fields – map to target MD format according to the table in Embedded Order Data (EOD) Field Mapping. See the table for repeatability details.
    • Representation-level fields – maps to representation properties. Reserved fields are non-repeatable (except rep_note).
    • File-level fields. Repeatable. Order files and group with labels by using a numeric prefix file.
    CSV content should be created and handled according to Excel parsing. For example, fields with commas must be surrounded by quotes:
    War and Peace,“Tolstoy, Leo”,1862,..

    CSV to Dublin Core Mapping

    When you select CSV as the physical source format and Dublin Core as the target format, Alma converts the information in the CSV record to Dublin Core format. Most of the matching is intuitive, for example: contributor maps to dc:contributor. However, note the following:
    • MMS_ID should be used for matching an existing Alma MMS ID only. The syntax is: alma:{INST_CODE}/bibs/{MMS_ID}. This field is not stored as part of the imported record.
    • ISBN and ISSN map to <dc:identifier xsi:type="dcterms:URI"> with the prefix urn.
    • Originating_system_id maps to dc:identifier.
    • Mapping for custom bibliographic fields is not supported. Mapping to the dcterms namespace is not supported with CSV (with the exception of ISSN/ISBN, as specified above).
    • All fields are repeatable and none are mandatory.
    • DCMI type vocabulary is recommended for type (with the exception of collection, which should not be used).
    • The ISO 639-2/3 format is recommended for date.
    • Mapping multiple representations for a single bibliographic record is supported by assigning the representations the same group_id.

    Creating/Editing an Import Profile: Normalization and Validation

    This section describes how to enter import profile normalization and validation information on the Import Profile Details - Normalization & Validation page. This page is not relevant for initial authority import profiles.
    For digital import profiles: This page is relevant only if the profile has a Dublin Core target format (and not other formats, such as MARC 21). If you are creating a digital import profile that does not have a Dublin Core target format, click Next and continue with Creating/Editing an Import Profile: Match Profile to configure the Match Profile page.
    import_profile_details_normalization_and_validation_rules_tab.png
    Import Profile Details - Normalization & Validation
    Access this page as part of the wizard when creating an import profile or by clicking the Normalization & Validation tab when editing an import profile.
    To enter import profile normalization and validation information:
    1. On the Import Profile Details - Normalization & Validation page, enter the following information.
      Import Profile Details - Normalization & Validation Fields
      Field Description
      Filter
      Filter out the data using Select an indication rule for the import profile. Records imported that match the logic of the indication rule are not imported as part of the import process. For more information about indication rules, including how to add new ones, see Filtering Sets.
      Normalization
      Correct the data using
      Select a normalization rule to correct the data. For information on creating normalization rules, see Working with Normalization Rules. For information on adding normalization rules to processes in order to add them to import profiles, see Working with Normalization Processes.
      When metadata import is used, the Marc21 Bib Initial Normalization task is applied to the loaded data to correct the imported records in addition to the normalization option selected for this parameter. You can see details of the Marc21 Bib Initial Normalization process at Resource Management > Resource Configuration > Configuration Menu > Metadata Configuration section > MARC21 Bibliographic link > Normalization Processes tab > Marc21 Bib Initial Normalization. However, this does not apply to Authority and Initial Authority import profile types.
      When the records are imported, the normalization rules are applied when saving the records which occurs after any configured match and merge actions have been processed.
      Validation Exception Profile
      Handle invalid data using Select how to handle invalid data as it is imported. For more information, see Working with Validation Exception Profiles.
      Ex Libris recommends using the MarcXML Bib Import validation exception profile.
      • If you are editing any type of import profile, click Save when you are done.
      • Otherwise, click Next and continue with Creating/Editing an Import Profile: Match Profile.
      • Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Creating/Editing an Import Profile: Match Profile

    This section describes how to enter import profile match handling information on the Import Profile Details - Match Profile page. This page is not relevant for Initial Authority import profiles. Some fields/values on this page are relevant only for specific profiles; these are noted below.
    Import Profile Details - Match Profile
    For digital import profiles only a partial page appears when creating/editing a digital import profile that has a Dublin Core target format. See the following fields in the table below: Match Method, Handling method, Upon match, Allow bibliographic record deletion, and Upon no match and ignore the rest.
    dc_format_inventory.png
    Import Profile Details - Digital Profile Type
    Access this page as part of the wizard when creating an import profile or by clicking the Match Profile tab when editing an import profile.
    To enter import profile match handling information:
    1. On the Import Profile Details - Match Profile page, enter the parameter options as described in the table below according to your import requirements.
      Import Profile Details - Match Profile Fields
      Field Description
      Match Profile
      Match method (Update Inventory, Authority, and Digital (see above), only) The method used to match data. For a detailed description and examples of some of these methods, see Match Methods – Explanations and Examples.
      For Update Inventory profiles, this is set automatically to By PO Line and cannot be changed.
      For digital import profiles configured with Dublin Core format, this is set automatically to dc:identifier and cannot be changed. Alma matches records according to the following logic:
      1. Based on MMS_ID, referenced as follows: <dc:identifier>alma:{INST_CODE}/bibs/{MMS_ID}</dc:identifier>.
        dc:identifier fields that reference MMS_IDs are considered for matching purposes only and are not saved with the imported record.
      2. Based on any other dc:identifier value by matching the full dc:identifier value to another record with the same dc:identifier value.
      Serial match method (New Order, Repository, and Digital (see above) only) The method used to match serial data. For a detailed description and examples of some of these methods, see Match Methods – Explanations and Examples.
      Non-serial match method (New Order, Repository, and Digital (see above) only) The method used to match non-serial data. For a detailed description and examples of some of these methods, see Match Methods – Explanations and Examples.
      Match Actions:
      Handling method The method for handling a match. You can select from:
      • Automatic (default) – Alma resolves the matching according to the selected Upon match behavior. If you select this option, additional options appear in the Automatic Multi Matches Handling section on this page.
      • Manual – If the imported bibliographic record has a match in Alma, the import process is set to the status Manual Handling Required and the user must choose whether or not to import the record. See Resolving Import Issues.
      Records with more than 150 matches are not imported. The number of records that had too many matches is listed in the job report.
      Upon match The action to perform when there is a match. You can select from:
      • Import New Record (New Order and Repository types only) – The record is imported, but there may be redundant data.
      • Do not import (default; New Order and Repository types only) – The new record is discarded.
      • Merge (all profiles except Digital profiles NOT configured for Dublin Core) – Merge the records according to the options chosen in the profile configuration. The history of all linking performed for this record (for example, attached PO lines) is retained.
      • Overlay (all profiles) – Discard all bibliographic data in the old record and replace with the data in the new record. Like merge, the history of all linking performed for this record is retained.
      Match Actions - Merge/Overlay:
      Merge method (applies only when Upon match is set to Merge) The method used to merge the data. The available predefined options include:
      • Conditional subject headings
      • Overlay all fields but local
      • Replace 245 and 035 OCoLC if exist
      Allow bibliographic record deletion Select to have Alma delete a matching record under the following conditions:
      • The imported record includes a d in LDR position 5.
      • No PO line or inventory resources are associated with the bibliographic record.
      • For PDA portfolios, a portfolio that is associated with the bibliographic record has the same PDA ID as the PDA profile, and the PDA is not active.
      • In a collaborative network, a local institution record must not be linked to a Network Zone record.
      When an import job is run with an import profile that has the Allow bibliographic record deletion parameter selected and it finds a single match, the delete action takes priority over any Merge or Overlay match action that may also be selected in the import profile. (Multiple matches that are found require manual handling and are identified in the job report.)
      This must be selected in order for you to select Delete/deactivate portfolios on the Import Profile - Inventory Mapping page.
      Learn how to allow record deletion in import profiles in the Allow Record Deletion in Import Profiles video (5:58 min).
      Do not override/merge a record with a lower brief version This parameter helps you prevent a low quality record overlaying a good quality record when an imported record overlays or merges with an existing record. This option assumes that you do not want to overlay/merge a full or more descriptive record with a brief or less fully descriptive record. When selected, Alma compares the brief level number (01-10) of the existing and imported records. A record with a lower brief level number does not merge or overlay a record with a higher brief level number.
      For more information, see Working with Brief Record Levels.
      Unlink bibliographic records from Community Zone (Upon match selections Merge and Overlay only; in addition, this field appears only if ignore_cz_records is set to false in the Customer Parameters mapping table (Resource Management > Resource Configuration > Configuration Menu > Other Settings).) Whether the records are handled as separate, local records going forward.
      For more information on overlaying community zone records in the Network Zone, see the Overlay Community Zone Records in the Network Zone video (9:51 min).
      Do not override/merge record with an older version (Repository type, for Upon match selections Merge and Overlay only) Prevent older bibliographic records from overlaying or merging with newer records. This enables uploading records in the correct sequence by preventing the update of an existing record with an older version of the same record. This feature is enabled by the metadata record field Originating System Version, which is created from the record’s 005 control field the first time the record is imported. For information regarding normalizing the Originating System Version field, see the Update originating system information process and the procedure To configure normalization for managing the Originating System and Originating System Version information.
      Select from the following options:
      • Consider Originating System – When a matching record is found, Alma does not overlay or merge an older record with a newer record if the Originating System value in the existing record and the imported record are the same and the Originating System Version date in the existing record is newer than the date in the 005 field of the imported record. Choose this option when you want to compare the dates of matching records that originated from the same source.
      • Ignore Originating System – When a matching record is found, Alma does not overlay or merge an older record with a newer record if the Originating System Version date in the existing record is newer than the date in the 005 field of the imported record. The value of the Originating System metadata field is ignored when determining whether to overlay or merge an older record. Choose this option when you want to compare the dates for any matching record with no relation to the source of the record.
        You may want to use this option, for example, when YBP distributes a record with an OCLC control number and that record is an OCLC record which YBP is redistributing with additional information. The fact that the record originated in OCLC should not prevent the overlay of the OCLC record by the YBP record when the YBP record is newer.
      • Disabled (default) – When a matching record is found, Alma ignores the Originating System Version date of the existing record and overlays or merges the external record with the Alma repository record according to the profile definition.
      See Viewing Records Not Imported Due to Version Prevention in a Job Report for additional information regarding report results from jobs run using these options.
      Automatic Multi Matches Handling
      Appears when you select Automatic for the Handling method.
      Disregard matches for CZ-linked records (This field appears only if ignore_cz_records is set to false in the Customer Parameters mapping table (Resource Management > Resource Configuration > Configuration Menu > Other Settings).) Disregard matches for Community Zone-linked records (that is, bibliographic records in the Institution Zone that are linked to the Community Zone) and process only matches on local records. Alma automatically resolves cases in which there is a multiple match because there is both a local and Community Zone record that match the incoming record. Only the local record will be considered a match.
      This field is relevant only for multiple matches.
      Disregard invalid/canceled system control number identifiers Filter out (ignore) the canceled/invalid identifiers in the 035$z. See Automatic Handling of Multiple Matches During Import for Canceled/Invalid Identifiers in the 035 for more information.
      Prefer record with the same inventory type (electronic/physical) Give preference to a matching bibliographic record that contains the same type of inventory as the records that you are importing.
      This option is also supported when implementing a Network Zone and for real-time ordering (see Real-Time Ordering), if configured in the profile.
      When preference is given to the inventory type, the best match is determined as follows during the import:
      1. Alma determines the source record's inventory type using the Inventory Operations field (see Creating/Editing an Import Profile: Inventory Mapping):
        • None - No preference based on inventory.
        • Physical - The preference is based on physical inventory.
        • Electronic - The preference is based on electronic inventory.
        • Mixed - The inventory type (electronic or physical) is determined for each bibliographic record according to the mapping of the Resource type field.
      2. Alma determines the inventory type for each matching record as follows:
        • If the matching record includes both physical and electronic inventory, the inventory is considered to be mixed.
        • If the matching record includes only physical or electronic inventory, the inventory of the matched record is considered to be of that type of inventory.
      3. If only one of the matching records contains the same inventory type as the source (electronic or physical records), it will be considered a match. If there are multiple matching records that contain the same inventory type as the source, no preference will be based on inventory type.
      4. If only one of the matching records contains mixed inventory, and there are no matching records that contain only electronic or physical records, the mixed record will be considered a match. Otherwise, no preference will be based on inventory type.
      Automatic Multi Matches Handling – Unresolved Records
      Skip and do not import Select to not import multiple matches. Instead of multiple matches being sent to the Matching section of the Resolve Import Issues page (see Resolving Import Issues), they are added to a report (Download records that were skipped due to multi-match automatic handling).
      Merge Records and Combine Inventory for Multi-Match (New Order, Update Inventory, Repository, and Digital types only)
      The settings in this section are used when processing failed import records in the Resolve Import Issues page (Resource Management > Import > Resolve Import Issues). The parameters and options are used to handle (by merging and combining) the multiple matching duplicate records that exist in the Alma database that cause a new match in the file being imported to fail. The record that fails to be imported appears in the Resolve Import Issues page (Resource Management > Import > Resolve Import Issues) unless you select an option in the import profile to prevent this, such as Skip and do not import. The settings are used to merge and combine two or more previously existing duplicate records into one record that can subsequently be merged (or overlaid) with the new record that you are trying to import. See Merging Records and Combining Inventory on the Resolving Import Issues page for more information.
      When you create a new import profile, you need to select the Merge or Overlay option for the Upon match parameter in order for the Merge Records and Combine Inventory for Multi-Match section to appear.
      Merge and Combine
      Select Manually.
      If you select Disable, the entire Merge Records and Combine Inventory for Multi-Match section of the import profile is ignored.
      Preferred record
      Select the method for identifying the preferred record of the multiple matching records that exist in the Alma database. The following options are provided:
      • Record with the most items
      • Record with highest brief level
      Secondary record
      Select the method for handling the one or more secondary records of the multiple matching records that exist in the Alma database. The following options are provided:
      • Delete
      • Suppress
      • Keep it
      Merge method Select your preferred merge method from the drop-down list of options.
      Update holdings call number Select this option to indicate that you want the holdings call number information updated when the multiple matching duplicate records in the Alma database are merged and combined. When you select this option, the system updates the call number information (using the bibliographic call number) for all the holdings associated with the preferred record. When you choose to have the call number information updated, this change is applied to the holdings associated with the preferred record after the bibliographic merge has been processed. If one of the call number fields is updated in the bibliographic record, this may affect the call number that eventually appears in the holdings records.
      This setting applies to the initial merge and combine of two or more previously existing duplicate records into one record. It does not apply to the subsequent merge (or overlay) of the one merged record with the record that you are trying to import.
      No Match (New Order, Repository, and Digital types only)
      Upon no match When there is no match:
      • (Network Zone only) Add to Network Zone
      • Do not import
      • Import (to local institution)
      The default varies by import profile type.

    Match Methods – Explanations and Examples

    Match methods are used to determine the circumstances in which an incoming record is considered to be a duplicate of an existing record.
    Alma matches serial records with serial records and non-serial records with non-serial records.
    For an Update Inventory profile, the match method is By PO Line, which matches based on the PO line reference number or vendor reference number.
    For other profiles, serial and non-serial match methods are available. The following serial match methods are available:
    Serial Match Methods
    Field Description
    001 to MMS ID Match Method (predefined by Ex Libris) Matches based on the Alma ID. To be used when importing a record that was previously exported from Alma.
    If this method is selected for serial, it will be used for non-serial as well.
    024 / 035 Match Method Matches based on the 024 or 035 fields. If a field contains several values, any one of the values is used to match. Either field may be checked first.
    035 (Other System Identifier) Match Method
    and New for August!    System Identifier Prefix
    Matches based on the system control number that uses any 035 field. If the 035 field contains several values, any one of these values is used to match. Note that the values in the input file and the library record, including contents in parentheses, must be identical (although the contents in parentheses do not have to be a recognized OCLC prefix). For a comparison of the way in which this match method and the Unique OCLC Identifier Match Method work, see below.
    To increase the accuracy of the match process, before comparing the records, this match method adds a new 035 field to the incoming record that combines the 001 and 003 fields of the incoming record. (If the incoming record does not contain both a 001 and a 003 field, no 035 field is created by the match method.) This new 035 field is then taken into account in the matching process.
    New for August!  The System Identifier Prefix parameter appears when you select the 035 (Other System Identifier) Match Method. This option makes the match processing more granular. This parameter enables you to specify a 035 prefix that filters the matching process based on the prefix that you enter.
    Fuzzy Serial Match Method (CDLSeMatchingProfile)
    Uses the following algorithm:
    Alma attempts to find records with, at least, one of the following matching IDs:
    • ISSN
    • ISBN
    • LCCN
    • CODEN
    • OCLC unique number
    • Other system number (035 field)
    If no matches are found through this attempt:
    • If the incoming record has authors, Alma attempts to find records that have at least one matching combination of title + author.
    • If the incoming record does not have authors, Alma attempts to find records that have at least one matching title.
    If no matches are found in either attempt, Alma issues a message that no matches have been found.
    ISSN (exact subfield match)/ 024 / 035 Match Method   New for August!
    Matches based on any one of the following fields:
    • 022 $a or 022 $z
      For an exact match to occur, the 022 subfield and its content in the imported record must exactly match an 022 subfield and its content in Alma. If the import record has the ISSN in 022 $a and the record in Alma has the ISSN in 022 $z, there is no match.
      For example, an exact match occurs when the imported record contains 022 $a 12345 and the import processing finds a record in Alma with 022 $a 12345.
    • 024
    • 035
    If a field contains several values, any one of the values is used to match.
    The 022 (subfields a and z) and 035 fields are checked first.
    ISSN / 024 / 035 Match Method
    Matches based on any one of the following fields:
    • 022 (subfields a and z, which are indexed to ISSN)
    • 024
    • 035
    If a field contains several values, any one of the values is used to match.
    The 022 (subfields a and z) and 035 fields are checked first.
    ISSN Match Method Matches based on the 022 (subfields a and z, which are indexed to ISSN) field only.
    ISSN Match Method (exact subfield match)   New for August!
    Matches based on an exact match of the 022 $a or the 022 $z.
    For an exact match to occur, the 022 subfield and its content in the imported record must exactly match an 022 subfield and its content in Alma. If the import record has the ISSN in 022 $a and the record in Alma has the ISSN in 022 $z, there is no match.
    For example, an exact match occurs when the imported record contains 022 $a 12345 and the import processing finds a record in Alma with 022 $a 12345.
    LCCN Serial Match Method Matches based on the 010 $a field only.
    Unique OCLC Identifier Match Method Matches based on a matching OCLC prefix and number. Any one of the following prefixes in the 035 field, subfields a or z, regardless of any zero-padded data is considered to be the same for matching purposes: (OCoLC), ocm, ocn, or on. (In other words, the OCLC prefix in the library record and in the input file do not have to be identical in order for a match to be made.)
    To increase the accuracy of the match process, before comparing the records, this match method adds a new 035 field to the incoming record that combines the 001 and 003 fields of the incoming record. (If the incoming record does not contain both a 001 and a 003 field, no 035 field is created by the match method.) This new 035 field is then taken into account in the matching process.
    The following non-serial match methods are available:
    Non-Serial Match Methods
    Field Description
    001 to MMS_ID Match Method (predefined by Ex Libris) Matches based on the Alma ID. To be used when importing a record that was previously exported from Alma.
    If this method is selected for non-serial, it will be used for serial as well.
    024 / 035 Match Method Matches based on the 024 or 035 fields. If a field contains several values, any one of the values is used to match. Either field may be checked first.
    035 (Other System Identifier) Match Method
    and New for August!   System Identifier Prefix
    Matches based on the system control number that uses any 035 field. If the 035 field contains several values, any one of these values is used to match. Note that the values in the input file and the library record, including contents in parentheses, must be identical (although the contents in parentheses do not have to be a recognized OCLC prefix). For a comparison of the way in which this match method and the Unique OCLC Identifier Match Method work, see below.
    To increase the accuracy of the match process, before comparing the records, this match method adds a new 035 field to the incoming record that combines the 001 and 003 fields of the incoming record. (If the incoming record does not contain both a 001 and a 003 field, no 035 field is created by the match method.) This new 035 field is then taken into account in the matching process.
    New for August!  The System Identifier Prefix parameter appears when you select the 035 (Other System Identifier) Match Method. This option makes the match processing more granular. This parameter enables you to specify a 035 prefix that filters the matching process based on the prefix that you enter. 
    Fuzzy Non-serial Match Method (CDLMatchingProfile)
    Uses the following algorithm:
    Alma attempts to find records with at least one of the following matching IDs:
    • ISSN
    • ISBN
    • LCCN
    • CODEN
    • OCLC unique number
    • Other system number (035 field)
    If no matches are found through this attempt:
    • If the incoming record has authors, Alma attempts to find records that have at least one matching combination of title + author.
    • If the incoming record does not have authors, Alma attempts to find records that have at least one matching title.
    If no matches are found in either attempt, Alma issues a message that no matches have been found.
    ISBN (exact subfield match)/ 024 / 035 Match Method   New for August!
    Matches based on any one of the following fields:
    • 020 $a or 020 $z
      The 020 subfield and its content in the imported record must match exactly to the 020 subfield and its content in an Alma record. If the import record has the ISBN in 020 $a and the record in Alma has the ISBN in 020 $z, there is no match.
      For example, an exact match occurs when the imported record contains 020 $a 12345 and the import processing finds a record in Alma with 020 $a 12345.
    • 024
    • 035
    If a field contains several values, any one of the values is used to match.
    The 020 and 035 fields are checked first.
    ISBN / 024 / 035 Match Method
    Matches based on any one of the following fields:
    • 020 (subfields a and z, which are indexed to ISBN)
    • 024
    • 035 
    If a field contains several values, any one of the values is used to match.
    The 020 and 035 fields are checked first.
    ISBN Match Method Matches based on the 020 (subfields a and z, which are indexed to ISBN) field only.
    ISBN Match Method (exact subfield match)   New for August!
    Matches based on an exact match of the 020 $a or the 020 $z.
    For an exact match to occur, the 020 subfield and its content in the imported record must exactly match an 020 subfield and its content in Alma. If the import record has the ISBN in 020 $a and the record in Alma has the ISBN in 020 $z, there is no match.
    For example, an exact match occurs when the imported record contains 020 $a 12345 and the import processing finds a record in Alma with 020 $a 12345.
    LCCN Match Method Matches based on the 010 $a field only.
    Unique OCLC Identifier Match Method Matches based on a matching OCLC prefix and number. Any one of the following prefixes in the 035 field, subfields a or z, regardless of any zero-padded data is considered to be the same for matching purposes: (OCoLC), ocm, ocn, or on. (In other words, the OCLC prefix in the library record and in the input file do not have to be identical in order for a match to be made.)
    To increase the accuracy of the match process, before comparing the records, this match method adds a new 035 field to the incoming record that combines the 001 and 003 fields of the incoming record. (If the incoming record does not contain both a 001 and a 003 field, no 035 field is created by the match method.) This new 035 field is then taken into account in the matching process.
    • The F numbers (such as F1, F2, F3) are for internal purposes only and should be disregarded.

    Comparison Between 035 (Other System Identifier) and the Unique OCLC Identifier Match Methods

    The following table compares these two match methods.
    The text ocm, without parentheses, is an OCLC prefix. The text (ocm), with parentheses, is not an OCLC prefix.
    Comparison Between 035 (Other System Identifier and Unique OCLC Identifier Match Methods
    Value in Library Record Value in Input File Unique OCLC Identifier Match Method 035 (Other System Identifier) Match Method
    035 $$a(OCoLC)2014031801 035 $$a2014031801 No match No match
    035 $$a(OCoLC)2014031801 035 $$aocm2014031801 Match No match
    035 $$a(OCoLC)2014031801 035 $$a(ocm)2014031801 No match No match
    035 $$a(OCoLC)2014031801 035 $$a(OCoLC)2014031801 Match Match
    035 $$a(apple)2014031801 035 $$a2014031801 No match No match
    035 $$a(apple)2014031801 035 $$a(orange)2014031801 No match No match
    035 $$a(apple)2014031801 035 $$a(apple)2014031801 No match Match
    035 $$a2014031801 035 $$a(OCoLC)2014031801 No match No match
    035 $$a2014031801 035 $$a2014031801 No match Match
    035 $$a(OCoLC)2014031801 001 2014031801
    003 OCoLC
    Match Match

    Automatic Handling of Multiple Matches During Import for Canceled/Invalid Identifiers in the 035

    The import profile options include the option to disregard matches that are based on invalid identifiers. Automatically disregarding matches based on invalid identifiers reduces the amount of multiple matches that occur and, as a result, reduce the amount of manual handling required by the operators to resolve the multiple matches. Without this option, valid (035$a) and canceled/invalid (035$z) control numbers/identifiers result in multiple matches that impede a smooth import of records.
    With the Disregard invalid/canceled system control number identifiers feature selected in your import profiles, Alma ignores (filters out) the canceled/invalid identifiers in the 035$z and more successfully runs your import jobs that involve multiple matches.
    For information about resolving multiple matches by inventory type, see the Bib Import Manual Orders: Create Multiple Portfolios video (7:01 mins).
    To configure import profiles to disregard canceled/invalid control numbers (035$z):
    1. Open the Run Import page (Resources Management > Resource Configuration > Configuration Menu > Record Import > Manage Import Profiles).
    2. Create a new import profile or edit (From the row actions, sSelect Actions > Edit) an existing import profile and locate the Automatic Multi Matches Handling section.
      Automatic Multi Matches Handling Section
    3. Select the Disregard invalid/canceled system control number identifiers parameter.
      Disregard Invalid/Canceled System Control Number Identifiers Parameter
      When you select Disregard matches for bibliographic CZ linked records in addition to Disregard invalid/canceled system control number identifiers, the system processes/handles multiple matches for the Disregard matches for bibliographic CZ linked records parameter first and, subsequently, processes any remaining multiple matches using the Disregard invalid/canceled system control number identifiers parameter. The parameters selected in the Automatic Multi Matches Handling section of the import profile are processed sequentially as displayed/selected in the profile.
    4. Complete the remainder of the import profile as you normally would and confirm that you have selected one of the following match methods in the Match Profile section (that uses the 035 field):
      • Unique OCLC Identifier Match Method
      • 024 / 035 Match Method
      • Fuzzy Serial Match Method
      • ISSN / 024 / 035 Match Method
      • 035 (Other System Identifier) Match Method
      Match Profile Section (of the Import Profile)
      See http://www.loc.gov/marc/bibliographic/concise/bd035.html for more information regarding the 035$a and 035$z.
      The job report that results from running this import profile has been updated to note the number of multiple matches resolved related to:
      • Disregarding canceled/invalid control numbers
      • Disregarding bibliographic Community Zone linked records
      Additional Import Job Report Counts for Multiple Matches
      These new counts are a subset of Multi-matches resolved automatically, and their count totals should add up to equal the count total for Multi-matches resolved automatically.

    Creating/Editing an Import Profile: Set Management Tags

    This section describes how to enter import profile management tag information on the Import Profile Details - Set Management Tags page. Fields on this page determine, for all imported records, whether to publish them to a discovery system. This page is not relevant for Update Inventory, Authority, or Initial Authority import profiles.
    arm_ImprtPrflNewWiz5.png
    Import Profile Details - Set Management Tags
    Access this page as part of the wizard when creating an import profile or by clicking the Set Management Tags tab when editing an import profile.
    To enter import profile management tag information:
    1. On the Import Profile Details - Set Management Tags page, enter the following information.
      Import Profile Details - Set Management Tags Fields
      Field Description
      Set Management Tags:
      Suppress records from publish/delivery Whether to suppress records from publishing or delivery in Primo.
      For digitial import profiles, suppression does not prevent direct end-user access to the resource. This is controlled only by Access Rights (see Creating/Editing a Digital Import Profile: Bibliographic Record Level).
      Synchronize with OCLC (not relevant for Digital profiles with a target format of Dublin Core) Options for synchronizing with the Online Computer Library Center, Inc. (OCLC)
      • Publish bibliographic records
      • Publish holdings only
      • Don’t publish
      Synchronize with National Catalog (not relevant for Digital profiles with a target format of Dublin Core) Options for synchronizing with the National Catalog:
      • Publish bibliographic records
      • Don’t publish

    Creating/Editing an Import Profile: Inventory Information

    This section describes how to enter import profile inventory information on the Import Profile Details - Inventory Information page. This page is not relevant for Authority, Initial Authority, or Digital import profiles.
    Import Profile Details - Inventory Information
    Access this page as part of the wizard when creating an import profile or by clicking the Inventory Information tab when editing an import profile.
    To enter import profile inventory information:
    1. On the Import Profile Details - Inventory Information page, enter the following information.
      The following figures show an example of an import profile definition and a sample import profile:
      Import Profile Details - Advanced Inventory Mapping Example
      Sample Import Profile
      For mixed inventory, the page refreshes with fields for both electronic and physical inventory as well as fields specific to mixed materials.
      Import Profile Details Wizard - Inventory Mapping - Mixed
      For information about importing both physical and electronic records using a single import profile, see the Importing Physical and Electronic Material in One File video (5:00 min).
      Import Profile Details - Inventory Information Fields
      Field Description
      Inventory Operations (required for New Order import profiles) Depending on your selection, additional fields appear on the page(described below).
      • Electronic - E-Book Mapping fields appear.
      • Physical - Physical Item Mapping, Call Number Mapping (Update Inventory and Repository profile types only), and Inventory Handling (Update Inventory profile type only) fields appear.
      • Mixed (repository profile type, only) - All of the fields that appear for both Electronic and Physical appear.
      • None - No fields appear. This selection indicates that a bibliographic record of the item is created, but no inventory is created.
      Resource Type/subfield (Mixed only) MARC 21 field number and subfield indicating the field in the EOD file that determines the material type being imported. The subfield must reference a field in the EOD file that contains one of the following values:
      • E – The resource is electronic.
      • P – The resource is physical.
      These field values are case sensitive.
      E-Book Mapping - Appears if you select Electronic or Mixed for inventory operations.
      Import Profile Details - Inventory Information - E-Book Mapping
      Delete/deactivate portfolios Indicates how to process portfolios when linked bibliographic records are identified for deletion with a d in position 5 of the leader.
      This option is available when:
      • Creating or modifying Repository or Update Inventory import profiles
      • Allow bibliographic record deletion was selected in the Match Profile tab of the import profile (page 4 of the wizard or the Match Profile tab when editing an Import Profile). For more information about the Allow bibliographic record deletion parameter, see the table in Creating/Editing an Import Profile: Match Profile.
      • Part of an electronic collection portfolio type has been selected on this tab (Inventory Information, page 6 of the wizard), or if the Standalone portfolio type is selected and the profile is a PDA profile.
      Since selecting Allow bibliographic record deletion needs to be selected in order to be able to select Delete/deactivate portfolios, be aware that the delete action when an import job is run is not limited to electronic portfolios when Delete/deactivate portfolios is selected. When the Allow bibliographic record deletion and Delete/deactivate portfolios parameters are selected in the Import Profile, the delete action is applied to any single match that is found. (Multiple matches that are found require manual handling and are identified in the job report.)
      Allow Bibliographic Record Deletion Parameter
      When Alma tries to delete a portfolio and there is a PO line connected, Alma deactivates the portfolio instead.
      A portfolio can be deleted only when there is no PO line connected to it and the portfolio is not associated with a PDA.
      Import reporting provides information regarding electronic portfolios deactivated during the import process.
      For information about deactivating/deleting electronic portfolios by running an import job, see the Delete/Deactivate and Electronic Portfolio Using Import Profile video (7:39 min).
      Portfolio type
      Standalone or Part of an electronic collection. Determines whether the import is handled as standalone inventory (not grouped into an electronic collection) or as part of the selected electronic collection. When you select the Part of an electronic collection option, the page dynamically updates with the following additional parameters:
      • Electronic Collection (see below)
      • Service (see below)
      Electronic Collection (for Part of an electronic collection Portfolio type only) The electronic collection to which you want to import the portfolios. After you select an electronic collection, Alma refreshes the Service drop-down list (see next parameter entry) to display the relevant services for the selected electronic collection.
      Service (for Part of an electronic collection Portfolio type only) Select the appropriate electronic collection service.
      All electronic titles in the import file must belong to the same electronic collection service.
      Material type A list of material types for electronic resources (such as Book, CD-ROM, Dissertation, Journal, Musical Score).
      Enable proxy (for Standalone Portfolio type only) Select True to enable a proxy to redirect the URL. The default is False.
      For Part of an electronic collection, the proxy field is hidden. Enabling the proxy is available at the electronic collection level.
      Multiple portfolio/Single portfolio Whether the material to be imported exists in multiple portfolios or in a single portfolio.
      Standalone imports do not have the multiple portfolio option. They can only use the single portfolio.
      Extract portfolio information from field (for Multiple portfolio only) The MARC field used as the source for gathering information for multiple portfolios
      Extract access URL from field/subfield The field/subfield combination that contains the e-book URL. To have Alma skip fields based on indicators, use indicator pairs separated by commas.
      Extract interface name from field/subfield (for Standalone portfolio types only) The MARC field and/or subfield from which to take the interface name.
      Default interface name (for Standalone portfolio types only) The default field if the interface name field in the record is empty. Click the search icon to select from a list of available vendors.
      Extract internal description note from field/subfield The source record’s field/subfield that contain(s) the internal description note. Single portfolios can use MARC fields and subfields. Multiple portfolios use only the subfield here and in remaining extractions because the main field has already been entered in Extract portfolio information from field.
      Default internal description note The default value if the internal description field in the record is empty. Enter optional text for the internal description field
      Extract authentication note from field/subfield The source record’s field/subfield that contain(s) the authentication note. Single portfolios can use MARC fields and subfields. Multiple portfolios use only the subfield here and in remaining extractions because the main field has already been entered in Extract portfolio information from field.
      Default authentication note The default value if the authentication notes field in the record is empty. Enter optional text for the authentication notes field.
      Extract public note from field/subfield The source record’s field/subfield that contain(s) the authentication note. Single portfolios can use MARC fields and subfields. Multiple portfolios use only the subfield here and in remaining extractions because the main field has already been entered in Extract portfolio information from field.
      Default public note The default value if the public note field in the record is empty. Enter optional text for the public notes field.
      Available for field (multicampus and Network Zone only) The field/subfield that determines whether the electronic inventory is available only to some groups and not others.
      Learn more about this feature in the Assign “Available For” Groups Using an Import Profile video (6:04 min).
      Default available for (multicampus and Network Zone only) All the groups in the multicampus environment or Network Zone that might have access to inventory. Select one as the default group for this profile.
      Activate resource Select whether to automatically activate the resource after the import.
      Physical Item Mapping - Appears if you select Physical or Mixed for inventory operations. This section provides both basic or advanced mapping opportunities.
      Import Profile Details - Inventory Information - Physical Item Mapping (Basic)
      Import Profile Details - Inventory Information - Physical Item Mapping (Advanced)
      For more information about the Advanced import option, see the Add Item- Level Attributes to Import Records video (3:40 min).
      If you want to create multiple items in multiple libraries and locations, see Creating an Import Profiles for Multiple Items in Multiple Libraries/Locations.
      Material type A list of material types for physical resources (such as Art Original, Audiobook, Book, DVD, Transparency). Select one from the drop-down list.
      Mapping policy Select Basic to map physical item-level fields from the import records into Alma. Select Advanced if you also want to map temporary location information, enumeration and chronology subfields, and notes subfields.
      Basic mapping policy
      Library field/subfield If the incoming file of bibliographic records contain your library code, you can map it here (for example, if the vendor is sending bibliographic records with your library code in the 999x).
      If the vendor is using EOD, this field/subfield indicates the library for which the material referenced in the EOD and resulting PO lines will be ordered.
      Location field/subfield The location in the library for which the material referenced in the EOD and resulting PO lines will be ordered.
      Default library If you are not using the Library Field to map, or if the data is not found in the mapped Library field, this is the default library that will be used for either regular or EOD imports.
      If you are using EOD, the default library for which the material referenced in the EOD and resulting PO lines will be ordered. Click the search icon to select a library from the available list of libraries.
      Default location If you are not using the Location Field to map, or if the data is not found in the mapped Location field, this is the default location that will be used for either regular or EOD imports.
      If you are using EOD, the default location is the library for which the material referenced in the EOD and resulting PO lines will be ordered. Click the search icon to select a location from the available list of locations.
      Map library/location Select to map the library location.
      If you select this check box, you must enter the Location Mapping after you save the import profile (see Creating/Editing an Import Profile: Match Profile).
      Number of items field/subfield The field/subfield found in the incoming bibliographic record that stores the number of items (not required, will use default if not entered).
      Default number The default number to assign if the Number of items field is empty.
      Barcode field/subfield The field/subfield found in the incoming bibliographic record that stores the barcode (not required, will use default if not entered).
      Item policy field/subfield The field/subfield used by incoming bibliographic records to map copies to specific locations.
      Field and subfield must be entered as codes.
      Default item policy The item policy that is mapped by default if the item's policy is empty in the input record.
      Alternative Call Number/subfield Add an item level alternative call number. This is useful to keep track of a group of items that are placed in a special location, for example. This option is available when creating New Order, Update Inventory, and Repository profiles. The alternative call number type is taken from the call number type defined for the location. When running the import profile, this field is updated with its default value.
      Due to a current technical limitation, the alternative call number is not prefilled for New Order profiles.
      Advanced mapping policy
      The format of the file when using the advanced mapping is such that every item is represented by the occurrence of a specific field and all of the item's attributes are represented by the field's subfields.
      Item information field The field from which you want to map item-level information from the input records. Unlike the basic mapping option, all subfields are taken from a single field in the input record.
      Advanced - General information subfields
      Barcode The subfield that contains the barcode.
      Item policy The subfield that contains the item's policy.
      Default item policy The item policy that is mapped by default if the item's policy is empty in the input record.
      Advanced - Permanent location subfields
      Library The subfield that contains the library information.
      Default library The library that is mapped by default if the item's library information is empty in the input record.
      Location The subfield that contains the location information.
      Default location The location that is mapped by default if the item's location information is empty in the input record.
      Map library/location Whether to map the library location.
      If you select this, you must enter Location Mapping after you save the import profile.
      Alternative call number The subfield that contains the alternative call number.
      Alternative call number type The subfield that contains the alternative call number type.
      Default alternative call number type The alternative call number type that is mapped by default if the alternative call number type is empty in the input record.
      Advanced - Temporary Location Subfields
      Temporary library The subfield that contains the temporary library information.
      Default temporary library The temporary library that is mapped by default if the item's library information is empty in the input record.
      Temporary location The subfield that contains the temporary location information.
      Default temporary location The temporary location that is mapped by default if the item's location information is empty in the input record.
      Map temporary library/location Select this check box if you want to map the library location.
      If you select this check box, you must enter the location mapping in the Mapping tab.
      Temporary call number The subfield that contains the temporary call number.
      Temporary call number type The subfield that contains the temporary call number type.
      Default temporary call number type The temporary call number type that is mapped by default if the temporary call number type is empty in the input record.
      Temporary item policy The subfield that contains the temporary item policy.
      Default temporary item policy The temporary item policy that is mapped by default if the item's item policy is empty in the input record.
      Advanced - ENUM/CHRON Information Subfields
      Year of issue The subfield that contains the year of issue.
      Enumeration A, B, and C The subfields that contain the enumerations.
      Chronology I, J, K The subfields that contain the chronologies.
      Description The subfield that contains the description.
      Advanced - Notes Subfields
      Public note The subfield that contains the public note.
      Fulfillment note The subfield that contains the fulfillment note.
      Internal note 1, 2, and 3 The subfields that contain the internal notes.
      Statistics note 1, 2, and 3 The subfields that contain the statistics notes.
      Call Number Mapping - Appears for update inventory and repository import profiles if you select Physical or Mixed for inventory operations.
      Update holdings call number Whether to enable the update of a holdings record with the call number that is part of an imported bibliographic record.
      Inventory Handling - Appears for update inventory import profiles if you select Physical or Mixed for inventory operations.
      Receive Item? When selected, the items are received but are kept in the department and must still be scanned in and marked done in Acquisitions > Post-Receiving Processing > Scan. Alma treats this as a work order.
      If not selected, the items are not kept in the department but must still be received in Acquisitions > Receiving and Processing > Receive. Once received, they are put in transit until scanned in at the circulation desk.
      • If you are creating a repository import profile or editing any type of import profile, click Save when you are done.
      • Otherwise, click Next and continue with Creating/Editing an Import Profile: PO Line Information.
      • Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Creating/Editing a Digital Import Profile: Bibliographic Record Level

    This section describes how to enter bibliographic record access rights and representation details information for records imported by a digital import profile. All digital representations must belong to a collection.
    The information is entered on the Digital Import Profile Details - Bibliographic Record Level page. Different versions of this page appear, depending on the type of digital import profile you are creating/editing (remote or local) and depending on the source or target formats of your records.
    Access this page as part of the wizard when creating a digital import profile or by clicking the Inventory Information tab when editing a digital import profile.
    To enter bibliographic record level and representation details information for digital import profiles:
    1. On the Digital Import Profile Details - Bibliographic Record Level page, enter the following information.
      Digital Import Profile Details - Bibliographic Record Level Fields
      Field Description
      Default Collection Assignment (all profiles) The name of the default collection to which the imported records are assigned. For information on configuring collections, see Adding a Top Level Collection.
      Remote digital import profiles whose target format is NOT Dublin Core (for example, MARC21)
      Library The library that will own the created representations.
      Remote digital import profiles whose target format is Dublin Core
      Collection External System When imported records contain an external ID but no external system, this field provides a constant value used to match an existing collection's external system.
      Library The library that will own the created representations.
      Local digital import profiles whose physical source is XML and whose target format is NOT Dublin Core (for example, MARC21)
      Representation Details
      Use this section to add representation details to apply to each record in the import profile.
      Usage Type Master or Derivative.
      Library The library that will own the created representations.
      Group files by regular expression Entre a regular expression with which to group files into different representations. For example, enter \.jpeg$ to include only jpg files in the representation. If this field is left empty, all files are grouped together in one representation.
      Extract access rights from field/subfield The field and subfield from which to extract the access rights policy name to assign to the representation. If this information is not available in the record or if all representations created by this profile will be assigned the same policy, use the Default access rights policy field.
      Default access rights policy The default access rights policy for when there is no access rights policy reference in the metadata record. To configure these, see Configuring Access Rights Policies for Digital Objects.
      Extract label from field/subfield The field and subfield from which to extract the representation label.
      Extract note from field/subfield The field and subfield (repeatable)from which to extract the internal representation notes.
      Extract public note from field/subfield The field and subfield from which to extract the representation public note. Representation public notes appear in the View It services page.
      Add Representation Click to add the representation details to the import profile. The added details appear beneath this section in a table, one per line. Repeat the process to create additional representations per record. To remove one of the lines, click Delete in the line.
      File Details
      Use this section to add file name details to apply to each record in the import profile.
      Extract file name / label from field/subfield The field and subfield from which to extract the file name and label. File labels appear in the viewer Table of Contents when a representation contains multiple files).
      Use file name as label Select to use the file name as the label.
      Local digital import profiles whose physical source is XML and whose target format is Dublin Core
      Collection External System When imported records contain an external ID but no external system, this field provides a constant value used to match an existing collection's external system.
      Representation Details
      Use this section to add representation details to apply to each record in the import profile. See above for a description of the fields.
      Local digital import profiles whose physical source format is CSV
      Representation Details
      Use this section to add representation details to apply to each record in the import profile.
      Default Usage Type Master or Derivative.
      Default Library The library that will own the created representations.
      Default access rights policy The default access rights policy. To configure these, see Configuring Access Rights Policies for Digital Objects.
      • Click Save when you are done.
      • Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Collection Assignment

    Any bibliographic record in Alma that has digital inventory must be assigned to at least one collection. The various MD Import workflows are designed to help you streamline the collection assignment process by allowing assignment of records with no collection information to default collections as well as assignment based on relevant metadata fields.

    Collection Assignment - MARC

    For MARC records, Alma looks at the MARC 787 $t field, the imported records are assigned to that collection. If no collections are found, the imported records are assigned to the default collection defined here.

    Collection Assignment – Dublin Core

    For Dublin Core records, collection assignment is based on the dc:relation and dcterms:isPartOf fields. Alma checks each of these fields in the following order:
    1. By internal collection ID:
      <dc:relation>alma:{INST_CODE}/bibs/collections/{COLLECTION_ID}</dc:relation>
    2. By external collection ID:
      <dc:relation>any text</dc:relation>
    3. By collection name (top-level only):
      <dc:relation>any text</dc:relation>
    4. By default collection (only if 1-3 do not match an existing collection).

    Collection Assignment – CSV

    When submitting metadata in CSV format, you can assign collections using the target format fields (MARC 787 or dc:relation for Dublin Core) or can use the designated collection fields (name, id, external).

    Creating/Editing a Collection Import Profile: Inventory Information Level

    This section describes how to enter inventory information for collections imported by a collection import profile. The information is entered on the Collection Import Profile Details - Inventory Information Level page.
    Access this page as part of the wizard when creating a collection import profile or by clicking the Inventory Information tab when editing a collection import profile.
    To enter inventory information for collection import profiles:
    1. On the Collection Import Profile Details - Inventory Information Level page, enter the following information.
      Collection Import Profile Details - Inventory Information Level
      Collection Import Profile Details - Inventory Information Level Fields
      Field Description
      Library The library that will own the created collection.
      Collection External System When imported records contain an external ID but no external system, this field provides a constant value used to match an existing collection's external system.
    2. Click Save when you are done.
    3. Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Creating/Editing an Import Profile: PO Line Information

    This section describes how to enter import profile PO line information (embedded-order data (EOD)) on the Import Profile Details - PO Line Information page. This page contains PO line information and instructions for the profile.
    This page is relevant for New Order and Update Inventory import profiles. The full page appears for New Order import profiles and a partial page appears for Update Inventory import profiles. The differences are noted below.
    Import Profile Details - PO Line Information
    Access this page as part of the wizard when creating an import profile or by clicking the Inventory Information tab when editing an import profile.
    To enter import profile PO line information:
    1. On the Import Profile Details - PO Line Information page, enter the following information:
      All of the fields are relevant for New Order import profiles. Most field are not relevant for Update Inventory profiles; relevant fields are noted. If the field is not noted, it is relevant only for New Order profiles.
      Import Profile Details - PO Line Information Fields
      Section Field Description
      EOD General Parameters
      Electronic PO line type (Electronic or Mixed inventory operation only; required) The type of electronic material for the PO line. For a detailed explanation of the PO line types and their ramifications for the order workflow and inventory, see Explanation of Purchase Types Workflow and Inventory.
      Physical PO line type (Physical or Mixed inventory operation only; required) The type of physical material for the PO line. For a detailed explanation of the PO line types and their ramifications for the order workflow and inventory, see Explanation of Purchase Types Workflow and Inventory.
      Multiple vendors (also Update Inventory types) Select to configure New Order import profiles for multiple vendors. This is necessary for cases in which an order is fulfilled by a third party that sends the order to multiple vendors. Configuring New Order import profiles for multiple vendors allows Alma to read EOD files that contain data from multiple vendors. When selected, the Map vendors check box and Vendor field and subfield fields appear.
      For more information on Multiple Vendors, see the Multiple Vendors in EOD Import File video (8:56 min).
      Map vendors (multiple vendors; also Update Inventory types) Appears when Multiple vendors is selected. Select to map the vendor name as it appears in Alma with the vendor name as it appears in the EOD file. If you select this check box, you must enter the Vendor Mapping after you save the import profile.
      Vendor field/subfield (multiple vendors; also Update Inventory types) Appears when Multiple vendors is selected. Enter the vendor field and subfield numbers that indicate where in the EOD file the vendor names are located.
      Vendor account field/subfield (multiple vendors) Appears when Multiple vendors is selected. Enter the vendor account field and subfield numbers that indicate where in the EOD file the vendor account is located.
      Vendor (also Update Inventory types) The vendor to whom the PO is eventually sent. This field is disabled if Multiple vendors is selected.
      Vendor account The vendor account used by the vendor. This field is disabled if Multiple vendors is selected (or if a vendor is not selected).
      PO line currency The currency for the PO line.
      Decimal point location The location of the decimal point in the price of the material for the PO line. For example, if your vendor enters the price as "1000" for $10.00, enter 2 decimals. If they enter the price as "10.00," leave the decimal location at 0.
      Acquisition method The type of acquisition method for the PO line. For detailed information on acquisition methods, see Acquisition Methods.
      EOD Mapping
      Additional PO Line reference field/subfield (also Update Inventory types) Map these fields to the appropriate EOD field/subfield as described in Embedded Order Data (EOD) Field Mapping.
      The PO Line and Vendor reference number fields can be used as match points for vendor orders containing updates to inventory.
      Vendor reference number field/subfield (also Update Inventory types)
      Vendor reference number type field/subfield
      List price field/subfield
      Vendor title number field/subfield
      Volume part number field/subfield
      PO number field/subfield
      PO line owner field/subfield
      Default PO line owner The organization unit responsible for the PO line. Click Find to select an organizational unit from the displayed list of organizational units.
      Fund distribution field Map these fields to the appropriate EOD field/subfield as described in Embedded Order Data (EOD) Field Mapping.
      Name subfield
      Percent subfield
      Default fund The fund funding the PO.
      Map funds Whether to map the vendor fund to another fund.
      If you select this, you must enter Fund Mapping after you save the import profile.
      Reporting code/subfield and Default
      New in August! Secondary reporting code/subfield
      Tertiary reporting code/subfield
      Map these fields to the appropriate EOD field/subfield as described in Embedded Order Data (EOD) Field Mapping. The mapping must be agreed upon between you and the vendor.
      Interested users field/subfield
      Vendor invoice number field/subfield (also update inventory types)
      Note field/subfield
      Rush request/subfield The MARC field/subfield that determine that the order should be treated as a rush. Valid values for a rush order are Y, y, TRUE, True, affirmative.
      Routing request/subfield TBD
      Receiving note/subfield The MARC field/subfield that contains the text of the receiving note for the EOD.
      Note to vendor The MARC field/subfield that contains the text of a note for the vendor. This field maps to the PO line Notes tab.
      Ordered ISBN/ISSN / subfield The ISBN/ISSN field/subfield that contains the identifier for the item you are mapping in the EOD.
      The identifier that is referenced by this field appears on the PO Line Summary page (see PO Line Summary Page – Electronic Item in Manually Creating a PO Line).
      Do not create electronic activation task (electronic or mixed inventory only) If selected, when the PO line is created and sent to the vendor, Alma does not create an activation task. If the resource is active, the PO line continues its workflow without waiting for the activation task to complete.
      • Click Save when you are done.
      • Click Save Draft to save the profile as inactive. You can continue creating the import profile by editing it at a later time.

    Embedded Order Data (EOD) Field Mapping

    When importing EOD files to Alma, EOD file records are loaded into the Metadata Management System and the order-related data is extracted from the record to create PO lines, POs, and inventory records. Ordering information is determined by the MARC fields/subfields provided by the vendors’ EOD records. Certain parameters may be fixed by the import profile.
    You can configure EOD import profiles according to the fields and codes used in the vendor-supplied EOD file.
    The mapping described in the following table is an example for the generic 949 profile, but the set of Target fields in the Alma PO line can be mapped from your own source fields.
    If you enter item level information in 949, do not enter fund information in this field. Enter the fund information in a different field, such as 948. Fund information cannot appear at the item level and should not appear more than once in the same record (unless there is more than one fund).
    EOD Field Mapping Example
    Source Field Target Field in PO Line Data Restriction
    949‡1 Standard number type Currently ISBN, ISSN, or ISAN
    949‡2 Standard number Free text
    949‡3 Vendor title number Free text
    949‡4 Vendor reference number type Valid type from code table vendor reference number type
    949‡5 Vendor reference number Free text, optional
    949‡a Volume/part number Free text, optional
    949‡b PO line reference For new orders, cannot be the same reference as an already existing PO line at the same organizational unit. For Update Inventory, this should match the PO line whose shelf-ready inventory you want to update.
    949‡c PO number Free text
    949‡d Note Free text
    949‡e Reporting code Value must be synchronized between vendor and institution
    949‡f Needed by date Valid date. For example: 2010-09-30
    949‡g Interested users Value must be synchronized between vendor and institution: primary or locally configured identifiers, either username or email. Case sensitive.
    949‡h PO line type Valid type taken from the PO Line Type table. For example, DVD
    949‡i DVD format Free text
    949‡j DVD region code Free text
    949‡k Vendor invoice number
    Value must be synchronized between vendor and institution
    All PO lines with the same vendor invoice number are packaged in the same PO, regardless of any packaging rules. If a PO already exists with this vendor invoice number, the PO lines are added to this PO.
    949‡l Secondary reporting code Value must be synchronized between vendor and institution
    949‡m Vendor account Valid vendor account code
    949‡n Binding Free text
    949‡o Quantity (repeatable)
    (required)
    Number, quantity, and locations are repeated in couples.
    949‡p Tertiary reporting code Value must be synchronized between vendor and institution
    949‡r Rush Yes or No Used to specify when it is a rush order. Yes means process the order on a rush basis.
    949‡s List price Number with decimal point. For example, 27.90
    949‡t Physical shelving location (repeatable) Valid location code
    949‡u Fund code Valid fund code (case-sensitive)
    949‡v Vendor Valid vendor code
    949‡w Percent Number
    949‡x Ownership
    (required)
    Valid organizational unit code
    The load logic is based on the following:
    • If a 949 field contains a ‡1, it must contain a ‡2, and vice versa.
    • If a 949 field contains a ‡4, it must contain a subfield ‡5, and vice versa.
    • If a 949 field contains a sequence of ‡o‡t pairs, none of the pairs may be incomplete. If the EOD contains a ‡o, it must be immediately followed by a ‡t. The only exception is that a ‡o containing a quantity can be alone in the record if it is the only ‡o in the field and there is not a ‡t.
    • If a 949 field contains a sequence of ‡u‡w pairs, none of the pairs may be incomplete. If the EOD contains a ‡u, it must be immediately followed by a ‡w. The only exception is that a ‡u containing a fund can be alone in the record if it is the only ‡u in the field and there is not a ‡w.
    • All the quantities in the 949‡o subfields are numeric.
    • The ‡b and ‡c must contain unique values.
    • The ‡t is mandatory at this stage - meaning that in order to create a physical item out of the EOD record in the inventory, a physical shelving location code must be provided

    Configuring the Update Inventory Import Profile

    For information on working with Dawson as a vendor for an automatic shelf ready process, see the Dawson Shelf Ready Best Practices document.
    For the Update Inventory profile, inventory is updated only for PO lines that are not yet closed. Data for closed PO lines appears in the job report under Records not imported > Records not imported upon no match.
    You can configure the actual record field used for matching using the Additional PO Line Reference and/or Vendor reference number field in the PO Line Information tab (note: additional here refers to the reference; the PO line does not have to be an additional PO line). For the vendor reference number to work as a match field, you must also enter a vendor reference number type on the line below the reference number field and subfield.
    For example:
    Mapping the PO Line Number and Vendor Reference Number and Type Fields
    To avoid duplicating barcodes in the repository, the conditions under which an item is updated operate as follows: Alma attempts to match items based on the incoming barcode, for both the Basic and Advanced mapping profiles.
    • If the barcode exists in the repository and the item was updated before, the item is skipped (for both the Basic and Advanced mapping profiles).
    • If the barcode exists in the repository and the item was not updated before, the item is updated (for both the Basic and Advanced mapping profiles).
    • If the barcode does not exist in the repository and the Basic mapping profile is used, the item is updated if it was not updated before, regardless of the barcode match. If all of the items were already updated, the incoming record is ignored.
    • If the barcode does not exist in the repository and the Advanced mapping profile is used, the barcode is set for items that do not have barcodes.
    If you changed the barcodes you got from the vendor, Alma will not be able to match the correct item. It is recommended to keep the barcode you receive from the vendor and if needed, ask the vendor to update the barcode format before the initial load into Alma. If you've made a change to your barcodes (for example, removed a prefix) and the vendor did not update their information accordingly, it is recommended that you not use the update inventory profile.

    Creating an Import Profile: Use Cases

    The following use cases present examples for creating special case import profiles.

    Use Case: Creating a UNIMARC Profile

    To create a UNIMARC import profile:
    1. Open the Import Profiles page (Resource Management > Resource Configuration > Configuration Menu > Record Import > Import Profiles).
    2. Click Add New Profile.
    3. Select the type of profile to create, and click Next. The Import Profile Details page appears.
    4. In the Profile Details section, select the UNIMARC Source format or Target format options to meet your requirements. Depending on the type of profile you selected to create, the UNIMARC Authority or UNIMARC Bibliographic options appear.
      Source / Target Format Selections (Authority)
      Source / Target Format Selections (Bibliographic)
      The Source format identifies the format of the input file (UNIMARC or MARC 21, for example) used in the import process.
      When the Source format and Target format selections are different, Alma automatically sets the Cross walk selection to Yes. This indicates that during the import process, the format of the contents in the input file (the source) will be converted to the format specified in the Target format parameter. In the illustration above, the MARC 21 bibliographic contents in the input file will be converted to the UNIMARC bibliographic format during import.
      When you create an authority import profile and select UNIMARC Authority as the Source format and MARC 21 Authority as the Target format, the following criteria needs to be met or the records from the source input file are not imported:
      • The UNIMARC leader 06 position must equal x.
      • The input record must contain an entry for the UNIMARC 100 field.
      If these conditions are not met, the import Job Report page will show a number of records for the Number of records not added count, and the Events Report page will have an entry for each record that is not imported indicating which of the above criteria was not met that caused the record to not be imported. See Viewing Completed Jobs for more information.
    • Complete the remainder of the parameters for this page referring to the Creating/Editing an Import Profile: General Profile Information section as needed, and click Next.
    • Select an indication rule for the import profile (see Filtering Sets) and then select a normalization option.
      If you selected UNIMARC Bibliographic for your Source format parameter, the Correct the data using parameter in the Normalization section, provides the following UNIMARC options from which to choose:
      • UNIMARC Bib Normalize on Save
      • UNIMARC Bib Resequence
      • UNIMARC Bib Resequence and Clear Empty Fields
        Normalization Section UNIMARC Options
    •   Select a validation exception option.
      If you selected UNIMARC Bibliographic for your Source format parameter, the Handle invalid data using parameter in the Validation Exception Profile section, provides UNIMARC options (as defined for the MD Editor).
        Validation Exception Profile Section UNIMARC Options
    •   Click Next and complete the Match Profile and the Match Actions sections. The Match Profile method options provided are the same for MARC 21 and UNIMARC.
    • Click Next and complete the Set Management Tags section.
    • Click Next and complete the mapping options if you selected Electronic, Physical, or Mixed in the Inventory Operations section.
      Be aware that the extract parameters (such as Extract access URL from field) are specific to the field formats as identified in your selection of the Source format parameter (for the input file). For example, if you identify the Source format parameter as UNIMARC Bibliographic, then the title field is 200. If you identify the Source format parameter as MARC21 Bibliographic, then the title field is 245.
    • When you are finished, click Save.

    Use Case: Creating a KORMARC Profile

    To select KORMARC parameters for an import profile:
    1. Open the Import Profiles page (Resource Management > Resource Configuration > Configuration Menu > Record Import > Import Profiles).
    2. Click Add New Profile, select New Order, Update Inventory, or Repository, and click Next (or edit the Profile Details tab of an existing import profile). The Import Profile Details page opens.
    3. In the Profile Details section, select KORMARC Bibliographic for your Source format and/or your Target format.
      Source / Target Format Selections
      The Source format identifies the format of the input file used in the import process.
      When the Source format and Target format selections are different, Alma automatically sets the Cross walk selection to Yes. This indicates that during the import process, the format of the contents in the input file (the source) will be converted to the format specified in the Target format parameter. In the illustration above, the MARC 21 bibliographic contents in the input file will be converted to the KORMARC bibliographic format during import.
    4. Complete the remainder of the parameters for this page as you normally would and click Next.
    5. Select an indication rule for the import profile (see Filtering Sets) and then select a normalization option.
      If you selected KORMARC Bibliographic for your Source format parameter, the Correct the data using parameter in the Normalization section, provides the following KORMARC options from which to choose:
      • KORMARC Bib Normalize on Save
      • KORMARC Bib Resequence
      • KORMARC Bib Resequence and Clear Empty Fields
      Normalization Section KORMARC Options
    6. Select a validation exception option.
      If you selected KORMARC Bibliographic for your Source format parameter, the Handle invalid data using parameter in the Validation Exception Profile section, provides KORMARC options (as defined for the MD Editor).
      Validation Exception Profile Section KORMARC Options
    7. Click Next and complete the Match Profile and the Match Actions sections as you normally would. The Match Profile method options provided are the same for MARC 21 and KORMARC.
    8. Click Next and complete the Set Management Tags section as you normally would.
    9. Click Next and complete the mapping options if you Electronic, Physical, or Mixed in the Inventory Operations section.
      Be aware that the extract parameters (such as Extract access URL from field) are specific to the field formats as identified in your selection of the Source format parameter (for the input file).
    10. When you are finished, click Save.

    Use Case: Creating an Import Profile for Multiple Items in Multiple Libraries/Locations

    You can create multiple items in multiple libraries and locations using one of the following options for input files, with its corresponding import profile:
    • Option 1 – All subfields are part of a single data field, such as 949, which includes library and location information, as well as item information, such as barcode and item policy.
    • Option 2 – Library and location subfields are part of one data field, such as 949, and item subfields are part of another data field, such as 948.
    If library and location fields are mapped to more than one field (for example, the library is mapped to 950 and the location is mapped to 949), or item fields are mapped to more than one field (for example, the barcode is mapped to 949 and the item policy is mapped to 950), the import process cannot create multiple items.
    Also, see the Example Use Case that describes how to configure a profile to load/import bibliographic records with attached items where you want to maintain the same relationship.

    Example of Option 1

    The following examples present different scenarios in which all library, location, and item subfields are part of a single data field.
    The import profile is defined as follows for all of the examples:
    Import Profile – All Data Subfields Mapped to the Same Field
    Example 1: Each Data Field Tag Contains Data for a Single Item
    The input file is as follows:
    =949 $bBARCODE-1$pPOLICY-1
    =949 \\$mTML$tUNASSIGNED$bBARCODE-2$pPOLICY-2
    =949 \\$mMAIN$tMUSIC$bBARCODE-3$pPOLICY-3
    In this case, three items are created, each receiving its corresponding barcode and policy. The first item is created for the default library and location.
    Items Created Upon Import – Example 1
    Example 2: Locations and Related Items Are in the Same Data Field Tag
    The input file is as follows:
    =949 \\$mTML$tUNASSIGNED$bBARCODE-1$bBARCODE-2$bBARCODE-3$pPOLICY-1
    =949 \\$bBARCODE-4$bBARCODE-5$bBARCODE-6$pPOLICY-2
    =949 \\$bBARCODE-7$bBARCODE-8$pPOLICY-7
    =949 \\$mONL$tONL ABC$o3$bBARCODE-9$bBARCODE-10
    In this case, the following is created:
    • Three items with barcodes 1, 2, 3, and policy 1 are created at the TML/Unassigned library/location.
    • Three items with barcodes 4, 5, 6, and policy 2 are created at the default library and location.
    • Two items with barcodes 7 and 8, and policy 7 are created at the default library and location.
    • Three items are created at the ONL/ONL ABC library/location. Two items are created with barcodes 9 and 10, and one item is created with an automatically generated barcode.
    Items Created Upon Import – Example 2
    Example 3: No Barcodes Are Stipulated
    The input file is as follows:
    =949 \\$mTML$tUNASSIGNED$o5
    =949 \\$mONL$tONL ABC
    =949 \\$o3
    In this case, the following is created:
    • Five items are created at the TML/Unassigned library/location.
    • Four items are created at the ONL/ONL ABC library/location. (Since the number of items is not specified, the default number is used.)
    • Three items are created at the default library and location.
    Figure 64 – Items Created Upon Import – Example 3

    Example of Option 2

    The following example presents a scenario in which library and location subfields are part of one data field, and item subfields are part of another data field.
    The import profile is defined as follows:
    Import Profile – Library/Location and Item Subfields Mapped to Different Fields
    The input file could be as follows, with a list of libraries/locations followed by a list of barcodes:
    =949 \\$mULINC$tMUSIC$o3
    =949 \\$mONL$tONL ABC
    =949 \\$mTML$tUNASSIGNED$o3
    =948 $bBARCODE-1$pPOLICY-1
    =948 $bBARCODE-2 =948 $bBARCODE-3 =948 $bBARCODE-4 =948 $bBARCODE-5 =948 $bBARCODE-6 =948 $bBARCODE-7 =948 $bBARCODE-8
    Alternatively, the input file could be as follows, with a combined list of libraries/locations and barcodes:
    =949 \\$mULINC$tMUSIC$o3
    =948 $bBARCODE-1$pPOLICY-1 =948 $bBARCODE-2 =948 $bBARCODE-3
    =949 \\$mONL$tONL ABC
    =948 $bBARCODE-4 =948 $bBARCODE-5 =948 $bBARCODE-6 =948 $bBARCODE-7
    =949 \\$mTML$tUNASSIGNED$o3
    =948 $bBARCODE-8
    After importing either one of the above input files, the following is created:
    • Three items with barcodes 1, 2, 3 are created at the ULINC (Main Library)/Music library/location.
    • Four items with barcodes 4, 5, 6, 7 are created at the ONL/ONL ABC library/location. (Since the number of items is not specified, the default number is used.)
    • Three items are created at the TML/Unassigned library/location. One item is created with barcode 8, and two items are created with automatically generated barcodes.
    Items Created Upon Import – Search Results and List

    Example Use Case

    This use case example describes how you can load/import bibliographic records with attached items and maintain the same relationship. The import profiles in Alma allow you to define the specific fields and subfields from which item information is taken. In this way, the bibliographic records and attached item records are loaded into Alma with a clear relationship.
    For this example, the import profile is configured in the following manner:
    • The item library name/code comes from the 949$x
    • The item location name/code comes from the 949$t
    • If there is no 949$x, the default library will be Main Library
    • If there is no 949$t, the default location will be General
    • The number of items comes from the 949$o
    • If there is no 949$o, the default number of items is 1
    See the illustration below for how this is configured in the Inventory Information tab of your import profile.
    Import Profile Inventory Information Tab Example
    For this example, the input file contains:
    • One item in the Education library in the Reserves location for the Libraries of California title
    • One item in the Main library in the YILIS Main Building location for the Libraries of Nevada title
    Input File Record 1
    Input File Record 2
    When the records are successfully uploaded/imported, the followinga job report is generated and the records appear in your search results.
    Job Report Example
    Search Results Example 1
    Search Results Example 2

    Editing Import Profiles

    To edit import profiles, you must have the following role:
    • Catalog Administrator
    The Import Profile Details page enables you to edit or view import profiles. The tabs on this page correspond to the respective steps in the Import Profile wizard. The procedures in this section describe how to access the Import Profile Details page, which contains all of the information you entered in the steps of the profile creation wizard.
    To edit an import profile:
    1. On the Run Import page (Resources > Management > Resource Configuration > Configuration Menu > Record Import > Manage Import Profiles), from the row actions, select Actions > Edit for the import profile.
      The Import Profile Details page appears.
      Import Profile Details Page
      The Import Profile Details page has up to seven tabs, each corresponding to a wizard step when creating the profile.
      The Import Profile Details page includes the Mapping tab if you selected the Map Library/Location or the Fund Distribution Field check boxes in wizard steps 6 or 7. This enables you to enter the location and fund mapping details. You can find a description of these check boxes in Creating/Editing an Import Profile - PO Line Information.
      Import Profile Details Tabs
      Tab Name Reference to Field Descriptions
      Profile Details Creating/Editing an Import Profile - General Profile Information
      Normalization and Validation Creating/Editing an Import Profile - Normalization & Validation
      Match Profile Creating/Editing an Import Profile - Match Profile
      Set Management Tags Creating/Editing an Import Profile - Set Management Tags
      Inventory Information
      PO Line Information Creating/Editing an Import Profile - PO Line Information
      Mapping If you selected Map Library/Location (available for physical material only) or Fund Distribution Field for the profile, you must enter the field mapping in this tab. See step 3 below.
    2. Edit the fields as required.
    3. If you selected Map Library/Location (available for physical material only) or Fund Distribution Field for the profile, add the fund and/or location mapping as follows:
      1. In the Fund Mapping section, enter the Source Value of the fund and add the destination fund by clicking the Find button and selecting the required value.
      2. Click Add to add the line to Fund Mapping.
      3. In the Location Mapping section, enter the Source Value of the location and add the destination location by clicking the Find button and selecting the required value.
      4. Click Add to add the line to Location Mapping.
    4. Click Save Draft or Save to save your changes.

    Sharing Import Profiles in the Community Zone

    To share and copy shared import profiles, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Repository Administrator
    • Catalog Administrator
    • General System Administrator
    Institutions spend many hours creating import profiles to import records from external systems. Many institutions integrate with the same external systems. In order for these institutions to save time and effort, librarians can contribute import profiles to the Community Zone and copy and use import profiles that other institutions contributed to the Community Zone.
    Contributed import profiles appear in the Community tab on the Import Profiles page (Resources > Management > Resource Configuration > Configuration Menu > Record Import > Manage Import Profiles).
    Copying an import profile also copies the profile’s associated normalization process, associated merge rule, scheduling option, and the indication rule and normalization rules associated with its normalization process. Copied normalization rules appear in the MD Editor with a note about their original contributor.
    To contribute an import profile to the Community Zone:
    1. From the row actions, sSelect Actions > Contribute for an import profile on the Institution tab of the Import Profiles page.
      Import Profiles Page
      A confirmation message dialog box appears.
      Import Profile Contribution Contribution Message
    2. You can optionally change the Profile name.
    3. It is recommended that you change the Description to include detailed information for institutions that will copy the profile. Include institution information such as the library information, FTP information, and/or vendor information.
    4. You can optionally enter or change an email address for the Contact person.
    5. Click Confirm. The profile appears in the Community tab and can be copied by any institution.
      Import Profiles, Community Tab
    When import profiles are shared from within a Network Zone to the Community Zone and the Use Network Zone parameter was set to Yes, the process of sharing that import profile in the Community Zone changes the Use Network Zone parameter setting to No since the profiles in the Community Zone are accessible to all institutions including ones that are not members of a Network Zone.
    Use Network Zone Parameter in Import Profiles
    To view contributed import profiles and/or copy a contributed import profile:
    1. On the Resource Management Configuration page (Resource Management > Resource Configuration > Configuration Menu), click Import Profiles under Record Import.
    2. Select the Community tab.
      Import Profiles Page Community Tab
      To view more information about the profile, from the row actions, click Action > View. The profile details appear. In addition to profiles that have been contributed to the community, the following import profiles are provided (out-of-the-box) by Ex Libris:
      • Update Inventory:
        • DAWSON - E Full record
        • DAWSON - P Full record
        See the Dawson Shelf Ready Best Practices document for more information.
      • New Order:
        • General EOD with E inventory
        • General EOD with P inventory
      • Repository:
        • Import bibliographic records from Libris
    3. Select Actions > Copy in the row of the profile. The Profile Details tab opens on the Import Profile Details page. The import profile is copied to your institution and the new profile is opened for editing. The new profile appears in the Institution tab on the Import Profiles page. Its status is Inactive by default. The import profile’s merge rule, normalization process, indication rule, and normalization rules are also copied to your institution.
      When you copy an import profile from the Community Zone that was created and shared from the Network Zone, the Use Network Zone parameter is set to No. This setting cannot be changed in the copied import profile.
      Use Network Zone Parameter in Import Profiles
    4. Edit the import profile details to match your requirements.
    5. When you are done, click Save.
    6. Select the Institution tab to view the profile that you copied. The contributor appears in the Contributed By column.
    To delete a contributed import profile (remove it from the Community Zone):
    From the row actions, sSelect Actions > Delete beside the contributed import profile on the Community tab of the Import Profiles page, and click Confirm in the confirmation dialog box. The profile is removed from the list of contributed profiles. You can delete only profiles that your institution previously contributed. Deleting a contributed profile has no effect on copies that were made of that profile.