Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Configuring Inventory Management Groups

    Translatable
    The following roles can configure inventory management groups:
    • Repository Administrator
    • General System Administrator
    An inventory management group is a set of libraries, campuses, or institutions that have access to certain portfolios or electronic collections.
    For example, if a library purchases electronic resources and wants them to only be available in the library, the library can define the resources to be available for a group that contains only that library. When a patron tries to access a resource, the patron's IP address is matched against the IP range of the library (actually, any member of the group) to determine if he or she is at the library. If the patron's IP address is not within the IP range, access to the electronic service is not enabled. A campus, library, or institution may belong to more than one group.
    Inventory management groups are managed on the Inventory 'Available For' Management Groups page (Resource Management > Resource Configuration > Configuration Menu > General > Inventory Network Groups).
    Inventory 'Available For' Management Groups Page
    Inventory management groups must be enabled by a General System Administrator. The Inventory Network Groups link only appears in the Resource Management configuration menu if the parameter multi_campus_inventory_management is enabled in the Administration Customer Parameters mapping table. For more information, see Configuring Other Settings.
    For more information:
    To add an inventory management group:
    1. Ensure that the multi_campus_inventory_management parameter is set to true. See Configuring Other Settings.
    2. Ensure that your libraries and campuses are defined and the IP addresses of each library and campus is set correctly. See Adding/Editing IP Definitions for a Library.
    3. On the Inventory 'Available For' Management Groups page, click Add Group. The Add Group dialog box appears.
      Add Group Dialog Box
    4. Enter a name for the group, optionally enter a description, and click Add and Close.
      The group appears on the Inventory 'Available For' Management Groups page.
    5. Select Actions > Edit in the group row. The Inventory Management Group Details page appears.
      Inventory Management Group Details Page
    6. Select entities to add to the group:
      • Select the library and/or campus to add to the group and click Add Library or Add Campus, respectively. The library or campus is added to the group.
      • On the Network Zone, select an institution to add to the group and click Add Institution. The institution is added to group. If you would like to include non-Alma members in the Inventory Management Group Details, contact Ex Libris support to configure the non-Alma members for your collaborative network.
        Inventory Management Group Details Page in the Network Zone
    7. When you are finished, click Save.
      The group is now configured. You can delete the group on the Inventory 'Available For' Management Groups page.
    After configuring the group, locate the portfolios and electronic collections that you want to make available only for the group and configure them. For more information, see Associating a Resource with the Inventory Management Group.
    If you delete an inventory management group that is connected to inventory, the relevant setting in the inventory is also deleted and cannot be automatically restored.

    Inherited Group Settings

    Portfolios inherit inventory management group restrictions from electronic services, and services from electronic collections. These restrictions appear at the top of the Group Settings tab of the service or collection. For example, the following service has inherited restrictions from its parent collection.
    Inherited Available For Group Settings
    Inherited Group Settings Defined
    For more information about inheriting group restrictions, see the E-Resources: Inherited ”Available For” Groups video.

    Inventory Management Group Workflow Example

    The following sections that describe working with inventory management group settings use the following example information:
    • There is a campus called The Science and Physics Libraries Campus that includes the Science Library and the Physics Library
    • There is another library called the Engineering Library
    The Science and Physics Libraries Campus
    IP Definition for The Science and Physics Libraries Campus
    Engineering Library IP Definition

    Adding the Group

    1. On the Inventory Network Groups page (Resource Management > Resource Configuration > Configuration Menu > General > Inventory Network Groups, click Add Group. The Add Group dialog box appears.
    2. Add the group The Science and Physics Libraries Campus Group.
      Adding The Science and Physics Libraries Campus Group
    3. Select Actions > Edit to add campuses and libraries to this group.
      Additional Campuses and Libraries Can Be Added
      For each campus, select the campus and click Add Campus. For each library, select the library and click Add Library. Then click Save.
    4. Click Add and Close.

    Associating a Resource with the Inventory Management Group

    1. Open the Packing and portaging portfolio in the Electronic Portfolio Editor and select the Group Settings tab.
      Group Settings Tab
    2. Click Add Settings for Group. The Available For Information dialog box appears.
      The Available For Information Dialog Box
    3. Select the group The Science and Physics Libraries Campus Group.
    4. Click Save Settings.
    When Packing and portaging appears in a search, the results indicate that this resource is only available for a specific group.
    Resource Identified as Available For a Specific Group

    Understanding the Effects of the Inventory Management Group

    A guest is someone trying to access a resource that is not logged it. A logged in user can be explicitly associated with a campus in the user's definition; if the user is not associated with a specific campus, the user's IP range is checked, like for a guest,.
    Since the management group The Science and Physics Libraries Campus Group was added to the resource Packing and portaging and the management group The Science and Physics Libraries Campus Group includes the campus The Science and Physics Libraries Campus with the IP 212.1.1.1 – 212.255.255.255, a guest coming from IP 212.179.71.70 is able to access the resource, Packing and portaging because IP 212.179.71.70 is within the IP 212.1.1.1 – 212.255.255.255 range.
    IP Range Definition
    See below for an illustration of the guest's search results for Packing and portaging. The guest has access to the Packing and portaging resource. Note that the Public notes shows the comment entered in the procedure above when adding an inventory management group.
    Guest Search Results(from IP 212.179.71.70)
    If the IP of the campus that is in the management group is changed to 213.1.1.1 – 213.255.255.255 instead of 212.1.1.1 – 212.255.255.255, the IP of the guest (212.179.71.70) is no longer in the IP range and the guest is denied access to the electronic resource.
    IP Address Out of Range
    Guest Search Results (from IP 212.179.71.70) with Access Denied

    Associating an Electronic Collection with an Inventory Management Group

    You can associate an inventory management group to an entire collection. The restriction of the collection applies to all the resources associated with the collection.
    Adding a Management Group in the Electronic Collection Editor
    In the following example, the inventory management group The Science and Physics Libraries Campus Group is associated with all the resources that are part of the Project Gutenberg Free eBooks electronic collection.
    Project Gutenberg Free eBooks Electronic Collection
    The Repository Search results show that The Science and Physics Libraries Campus Group inventory management group applies at the electronic collection level and to all the resources in the electronic collection.
    Electronic Collection Level Management Group Access
    Access to All Resources in the Electronic Collection

    Limiting Access by Library

    In the following example, an inventory management group is associated with the Engineering Library, not a campus. The only member of the The Engineering Library Group (a management group) is the Engineering Library.
    The Engineering Library Group Configured
    The Engineering Library has an IP address range of 212.1.1.1-212.255.255.255. When the inventory management group The Engineering Library Group is applied to a resource, only users coming from IP’s within the range 212.1.1.1-212.255.255.255 are able to access it.
    Engineering Library IP Address Range Defined
    In the example below, Agent Nine and jewel mystery is associated with the management group The Engineering Library Group.
    Resource Assigned to the Engineering Library Group
    See below for an illustration of a guest's search results for Agent Nine and the jewel mystery. The guest has access to the resource because the 212.179.71.70 IP address is within the range of 212.1.1.1-212.255.255.255.
    Guest Search Results(from IP 212.179.71.70)
    If the IP of the campus that is in the inventory management group is changed to 213.1.1.1 – 213.255.255.255 instead of 212.1.1.1 – 212.255.255.255, the IP of the guest (212.179.71.70) is no longer in the IP range and the guest is denied access to the electronic resource.
    IP Address Out of Range
    Guest Search Results (from IP 212.179.71.70) with Access Denied

    Access Restrictions for Users Explicitly Associated with a Campus

    A user can be explicitly associated with a campus. In this case, the user's explicit association is used to determine if the user is as the campus and able to access resources restricted to the campus.
    Patron Campus Definition
    When using inventory management groups restricted to a campus:
    • A guest (not logged in) is able to view the resource only if coming from an IP within the range (we already saw this).
    • If a user is logged in and is not associated with a campus, the user is able to view the resource only coming from an IP within the range (we already saw this).
    • If a user is logged in and not within the IP range, the user is able to view the resource if the user is explicitly associated with a campus that is part of the inventory management group associated with the resource.
    • If a user is logged in and is not coming from an IP in the range and is not associated with a campus that is part of the inventory management group, the user is not able to see the resource.
    In the following example, there is a resource that is associated with an inventory management group that includes a campus with an IP range of 213.1.1.1-213.255.255.255. The logged in patron tries to access the resource from a different IP range, 212.1.1.1-212.255.255.255. See the illustration below for the resource that is associated with an inventory management group that includes a campus with an IP range of 213.1.1.1-213.255.255.255.
    Resource with 213.1.1.1-213.255.255.255 IP Range
    In the following example, patron Cindy Brady comes from a different IP range and is not associated with a campus. As a result, she has no access to the resource.
    No Campus Definition
    No Resource Access for Patron
    In the following example, patron Cindy Brady comes from a different IP range and is associated with a campus (that is part of an inventory management group associated with the electronic resource). She has access to the resource even though she is not in the IP range.
    Patron with a Campus Definition
    Patron Has Resource Access

    Adding Access to Resources by Adding a Campus to an OpenURL

    When a resource is restricted by campus, you can add a campus parameter to the OpenURL to enable access to the resource. When the resource is accessed with this parameter, Alma considers the request to come from within the campus named by the parameter.
    An OpenURL request using this feature must still be sent with valid proxy account details or from a correct IP range.
    The following example presents an example of a link to a record in Alma from outside of Alma or Primo associated with a campus, thereby providing access. For example, the electronic resource Agent Nine and the jewel mystery is associated with the group The Science and Physics Libraries Campus Group that includes the campus SciencePhysics.
    The Science and Physics Libraries Campus Group Management Group Example
    Campus Type Member Code
    The campus SciencePhysics has an IP definition of 213.1.1.1-213.255.255.255, and the user is coming from an IP address in a different range.
    IP Address Definition for the Campus with the Code SciencePhysics
    The user is a guest or has no associated campus, but the user can specify a campus in the OpenURL. To illustrate how using the openURL method works, the following three examples highlight both successful and unsuccessful access to resources in Alma.
    The OpenURL syntax uses the following components:
    • The Alma URL begins with https://na02.alma.exlibrisgroup.com
    • The Alma institution code is: EXLDEV1_INST
    • The campus code for this example is SciencePhysics
    Example 1: http://na02.alma.exlibrisgroup.com/view/uresolver/EXLDEV1_TEST/openurl-SciencePhysics?rft.mms_id=994387020000121
    This OpenURL has the correct syntax that uses the correct campus code and provides access to the resources for the user.
    Correct OpenURL Syntax/Access Provided
    Example 2: http://na02.alma.exlibrisgroup.com/view/uresolver/EXLDEV1_TEST/openurl-Law?rft.mms_id=994387020000121
    Access is not provided with this OpenURL, because the wrong campus code is used.
    Wrong Campus Code Used/Access Not Provided
    Example 3: http://na02.alma.exlibrisgroup.com/view/uresolver/EXLDEV1_TEST/openurl?rft.mms_id=994387020000121
    Access is not provided with this OpenURL. There is no campus code, and Alma correctly responds with No full text available.
    No Campus Code/Access Not Provided

    Publishing to Primo Central in a Multicampus Environment

    If inventory management groups are set up to offer different electronic services to different libraries and/or campuses, Primo must take this into account, too. Primo must account for:
    • The Primo Central index profile (per each group)
    • The Alma OpenURL definition (per each group)
    When you publish to Primo Central in a multicampus environment, add a separate publishing profile for each campus that corresponds to an inventory management group. For more information, see the Publish electronic records to Primo Central profile for publishing jobs in Configuring the Publishing Profiles. Creating a profile for each inventory management group allows each group to retrieve its own resources from Primo Central.
    Each Primo institution can work with a single Primo Central index profile and link resolver definitions. A separate Primo institution is required for each group. Each group should have its own central index profile, because:
    • Each group subscribes to different electronic materials, so each group should see a different set of resources activated from the Primo Central index.
    • The indication of availability on the results (full-text availability) is different for each group.
    • Each profile must take its relevant holdings file according to the Publishing to Primo Central Profile that was set up.
    You must add an Alma OpenURL definition for each group. Since each Primo institution is set to work with one of the groups, ensure that the electronic services that are provided are for the correct campus. This is done as described above in Adding Access to Resources by Adding a Campus to an OpenURL. Also see Alma Multicampus Setup in Primo regarding Primo integration details.