Alma 2023 Release Notes

August 2023 Resource Management 

The next-generation Alma UI design is now available for the Manage Sets page (Admin > Manage Jobs and Set > Manage Sets).

The New Layout is designed to provide users who manage sets with a more streamlined experience, in which more information is available at a glance and new facet options make it easier to locate sets with certain characteristics.

This release introduces a range of enhancements aimed at improving the creation and usage of sets in Alma. The enhancements focus on providing a quick and intuitive experience for users, streamlining workflows, and increase overall efficiency.

• Key updates:
  • Streamlined set creation: We have implemented a more straightforward and user-friendly approach to creating sets. Users will now find it easier than ever to generate sets, with simplified processes and fewer steps.
  • Improved set utilization: Recognizing the value of utilizing existing sets efficiently, we have introduced a quick and intuitive method for leveraging pre-existing sets. This enhancement enables users to access and utilize sets seamlessly in various tasks and searches.

• Creating Itemized Physical Holdings Sets

The physical holdings sets management was enhanced as part of the improved sets management enabling operators to easily create and manage itemized as well as logical sets of physical holdings records. This is especially useful when you want your set to include specific holdings, or to create an itemized set from a logical set of all holdings that fulfill a condition at a specific point in time.

For more information, see Managing Search Queries and Sets.

A webinar on "Search and Sets Functionality in Alma using the New UI for Managing Sets" will be delivered in two separate time zones on November 13 and 14. For further information and registration see the Alma 2023 Roadmap Webinar Series page.

UNIMARC classification version stored in subfield 250 $z is now mapped to Bibliographic field 676 $v for various related workflows across the system.

For example, when searching for a Bibliographic record from an Authority record using the “Search bibliographic records matching this value” option, the version is used. In addition, the version is now part of the Authority record display as part of the F3 browsing, as well as, part of the browse Bibliographic headings functionality. For more information, see Searching in Alma.

Browsing call numbers on the Browse Shelf Listing page (Metadata Editor, > Search and Browse > Shelf Listing) was enhanced. Now, when browsing for a call number, the call number searched is the third one that is displayed. This provides users with the context of some previous call number results on the page, similar to the display in Browse Bib Headings.

A new feature has been introduced that allows libraries to prevent the deletion of a bibliographic record. To implement this, the Bibliographic Collection Retention Definition table can be configured. Administrators can specify conditions for record retention. Add a field and subfield in order for the record to be protected from deletion if the subfield contains any value. Alternatively, specify a specific value, and only records with that value in the subfield will be retained.

After configuring the table, Alma performs verifications when attempting to delete a bibliographic record. It verifies if the record contains the specified content from the table. If the content is present, the bib record is protected from deletion. Furthermore, after the table is updated, any record that matches the defined criteria will be marked as committed to retain the next time it is indexed (when changed and saved, or during the semi-annual re-indexing). This allows for the retained records to be searchable within the system.

The institution’s table is consulted when deleting local records, and when attempting to delete a bibliographic record that is linked to the Community Zone (the removal of the linked record from the local institution is restricted based on the institution’s configuration).

For collaborative networks, network zone records’ retention is determined based on the configuration specified in the Network Zone’s table.

This feature is particularly beneficial for libraries with collaborative collections, that aim to safeguard specific records from deletion, as well as for libraries that want to make sure important records, for example; rare materials, donations, and so forth, are not accidentally removed from the catalog.

For more information, see Bibliographic Record Retention.

Previously, the removal of fields from a bibliographic record could not be undone. A new functionality called "Undo Remove, Cut, Paste Field" (Ctrl+Shift+Z) is introduced, that enables catalogers to undo such actions, providing a convenient way to restore accidentally removed fields without having to revert to a previous version of the record. This enhancement saves time and effort while ensuring accurate cataloging.

A new feature called Browse Authority Headings is now available, enabling users to browse authority files for name and subject authority records. This browsing functionality displays both the preferred and non-preferred terms in the authority record, clearly indicating which terms are preferred. Libraries can now easily explore the authority files used in their cataloging workflows, access authority records, and view any linked bibliographic records.

This enhancement is particularly beneficial for librarians who want to browse the authority vocabulary using a specific name or subject, even if they are unsure whether it is the preferred term or not. For librarians without cataloging privileges, the authority record browsing is a read-only capability. It is automatically enabled in all Alma roles, similar to the repository and authority searches.

Alma's import mechanism was enhanced to include the option to match on the title type, electronic or physical. When importing records to Alma, a matching option that considers the title type (print or electronic) is now available. Incoming print titles are matched to print titles in the repository, and incoming electronic titles are matched to electronic titles in the repository.

In addition, a new option to disregard matches for bibliographic Community Zone linked records was added to the Import profile configuration. 

For more information, see Creating/Editing an Import Profile: Match Profile.

For more information on the various Alma Resource Types, click here.

Currently, when Alma gets an open URL from Primo, it tries to find resources according to three main methods:

1. Match by identifier
   If no identifier exists/no match was found:
2. Match by title and author
   If no title+author exists/no match was found:
3. Search by title only ("Fuzzy Match")

A new option controlled by a customer parameter, avoid_fuzzy_search_resolving (Configuration -> Resources -> Other settings), enables the institution to indicate to Alma to avoid "Fuzzy matches" ("title only" matches) attempts. By default, the new customer parameter is set to "False" and Alma continues behaving as it does currently. The new functionality is only active when the customer parameter is set to "True".

The library scope available for the physical items and holdings search now affects also the physical titles search, so that librarians that define a preferred library's scope see in the search results only physical titles that have holdings in the defined libraries. The library scope set by the librarian is remembered by the system and applied across sessions and search types until the librarian chooses to change it.

This is helpful for librarians who are interested only in titles held by specific libraries and saves the need to add a library search condition for every physical title search.

For more information, see Searching in Alma.

A new type of analytical linking was added to the MARC21 standard, Parallel Description in Another Language of Cataloging (788). This type is now supported in Alma's workflows that consider analytical linking, for example, publishing profiles enrichment.

The import redirection mechanism now updates the related record fields where the 'secondary record' ID is replaced with the new 'primary record' ID either by 035 or MMS ID.

After many years of service, the Classic Metadata Editor is retired and all work now continues in the new and improved Metadata Editor.

For more information on the new Metadata Editor, see Navigating the Metadata Editor Page.

It is now possible to create single-click shortcuts to your most commonly used actions in the Metadata Editor. The first actions also have a dedicated keyboard shortcut.
This enables each cataloger to customize the editor to suit their workflows and needs, increasing efficiency and ease of work in the Metadata Editor.

The Metadata Editor Quick Links menus are similar to the Alma menus. There are separate menus for records, templates, and rules (as the available actions differ). The Quick Links menu, opened at any given time, is according to the action menus displayed on screen. Each cataloger can add, remove or re-order their own quick links as they prefer.

For more information, see Personalized Quick Links to Favorite Actions.

The View Related Data menu now includes a new option called View Items, which enables quick access to the items list of the holdings record. This feature is particularly beneficial for cataloging physical resources and can enhance the efficiency of the process.

For more information, see Metadata Editor - View Related Data Menu.

Users that select to disable the Alt+Number shortcut in their UI preference customization will also disable it for the Metadata menus. For users who rely on the Alt+Number shortcuts, we suggest using the Numbers Row on the keyboard instead of the Numpad numbers. This is because Numpad numbers may trigger external keyboard shortcuts as well.

For more information, see Global Alma Hot Keys.

When looking at the version information of a Network Zone record in the Metadata Editor that was created by another member institution, the cataloger could previously only see the member institution information. Networks can now enable seeing both the member institution and the name of the cataloger that created the version in it, by setting the customer parameter show_version_cataloger_name_for_other_members in their Network Zone institution (this will affect all members in the network).

For changes made by catalogers within the network, the version they create displays the network institution information.

This feature enables catalogers in consortia to easily identify the correct cataloger from the correct institution who updated the record, making cooperation and collaboration in the shared catalog more efficient.

Alma now evaluates the completeness and richness of MARC 21 bibliographic records based on information that includes identifiers, names, subjects, informative LDR and 008 fields, publication details, etc. This is reflected in a new Bibliographic Rank, meant to provide a helpful tool for libraries to identify records that may need attention. The new bibliographic rank is displayed in the record view and in the Metadata Editor.

For more information on the bibliographic ranking, refer to:

• For Record View, see Record View Summary.
• For Metadata Editor, see Creating a MARC 21 Bibliographic Record.

A new search option for titles is added to aid libraries in identifying records that require attention. This option enables librarians to search for titles within a specific range of the new Bibliographic Rank. The search option is available after the completion of the May indexing process.

The MARC21 standard added a new type of analytical linking called "Parallel Description in Another Language of Cataloging" (788). Alma's workflows, such as publishing profile enrichment which considers analytical linking, now support this new type.

Previously, users were required to manually resolve import validation errors that occurred during the import process. This caused the import process to stop from the point the validation process occurred. The remaining records to be imported were not processed as a result. Now, the import mechanism was enhanced to provide an option to skip validations and enable the process to complete automatically without requiring manual handling.

For more information on the import profile configuration, see Creating/Editing an Import Profile.

As part of the general publishing process, the process of enriching related records is more sophisticated. It now involves creating an inventory of related records based on the data provided in the bibliographic record.

For more information, see Add holdings/items of related records. 

Once the semi-annual indexing is complete in your environment, a new advanced search index called Standard Number Source will be available. This index enables you to search for the standard number source indicated in the following fields:

• 015 $$2
• 016 $$2
• 022 $$2
• 024 $$2

During May, the semi-annual re-indexing (described in greater detail in Updates) will be run. Features or resolved issues that require re-indexing to be fully functional will be addressed by the May semi-annual re-indexing. See the list below:

• Searching for Standard Number Source, see here.
• Searching Records by Bibliographic Rank, see here.
• Edition Information Display in Search Results Enhanced to Support ISBD Cataloging, see here.
• Field 070 Added to NAL Call Number Index, see here.
• Enhanced Support for Parallel Description in Another Language of Cataloging Related Records Using MARC21, see here.
• UNIMARC Bibliographic 7XX $4 Includes a Closed List of Values, see here.

The staff search now includes a new identifier called Other Standard Identifier (024) as part of its authority index. For more information, see MARC 21 Authority Search Index Mapping.

Enhancements have been made to the import reporting process, with the addition of separate reports for single matches and multi-matches. For more information, see Viewing an Import Profile Job Report.

An additional access point is incorporated into the CNMARC 702 field.

February 2023 Resource Management

The updates are especially useful for libraries that work with remote storage facilities and hold the storage ID on their physical items in Alma.

• Including Item's Storage Location ID in Z39.50 Response

  It is now possible to include a physical item's Storage Location ID in the Z39.50 response, when querying the server using the OPAC format. This enables systems that rely on the item's Storage Location ID to expose this information for third party integration using the Z39.50 server.

  For more information, see Z39.50 Search.

• Storage Location ID Available in the Physical Items Search Results
  The item's Storage Location ID is available to add to the physical items search results page. For more information, see Searching in Alma.
• Storage Location ID Added to the Physical Items List
  A new column, Storage Location ID, is now available to add to the items list. For more information, see Physical Items.

It is now possible to easily and quickly access the menus in the new Metadata Editor using a keyboard only, to increase cataloging efficiency and ease of use. This is especially useful for catalogers that rely on keyboard shortcuts in their work.

For more information, see Global Alma Hot Keys.

Catalogers that do not have sufficient privileges to edit GND authority records (based on cataloging level) can now open the authority records in the New Metadata Editor view mode and perform permitted actions such as duplicate records and others. For more information, see Working with the Gemeinsame Normdatei (GND) Integrated Authority Records.

Previously in Alma, the Resource Management Configuration > External Resources only enabled an option to search for a specific resource. Now, Alma enables the option to Show All Resources that lists all available external resources. This allows users to browse through all resources.

For more information, see Configuring External Search Resources.

• Using Normalization Processes When Creating Inventory and POL Using Import Profiles
  Previously the inventory and POL mapping in the import profile used the source records from the input file as they appeared in the file. It is now possible to use a dedicated normalization process in the import profile to update the data used in inventory and POL mapping.  For example, a library may remove the currency information from the List price field, or add a temporary location information to the field mapped to items. The normalization will only be applied for inventory and for PO Lines, and will not be part of the record when saved to the catalog. For more information, see Creating/Editing an Import Profile: Normalization and Validation.
• Assign Cataloging Level to Imported Records
  A new option was added to define the cataloging level assigned to records imported to Alma using the MD import profile.
  • New records - assigned with the configured cataloging level.
  • Matched records - if the existing cataloging level is equal to or lower than the cataloging level configured in the import profile, the cataloging level configured will be assigned to all matched records. Otherwise, records are rejected and reported in the import report. 
  For more information, see Creating/Editing an Import Profile: Set Management Tags.

• Enhancement of UNIMARC 100 Field Positions 25 and 34-35
  UNIMARC field 100 positions 25 and 34-35 now support a closed list of values.

• Enhancement of UNIMARC 101 Field
  UNIMARC field 101 has incorporated the following enhancements:
  • Field 101 has become repeatable
  • Enhanced the usage of the second indicator
  • Added support for $2
• Enhancement of UNIMARC Bib 100 $a-j
  UNIMARC Bibliographic field 100 subfields a-j now supports a three-letter controlled vocabulary of country codes.

Some changes were introduced to the GND format.
Changes were made to the CV lists of the following subfields:

• 065 $a
• 380 $a
• 382 $a
• 667 $a
• 670 $a and $b

The following MARC21 updates are now available for Bibliographic, Holdings, and Authority profiles:

• Update No. 33, November 2021
• Update No. 34, July 2022