Configuring Database Search for Primo VE

Configuring Local Databases in Alma

Database Search returns local electronic collections that are defined as databases and associated with a descriptive bibliographic record that is indexed for search in Primo VE. The local electronic collection provides the linking information for the local database.

1. Open the MD Editor (Resources > Cataloging > Open Metadata Editor) and create a descriptive record for the local database. This is the record that users will search for in Primo VE. For example:

   

   Create Descriptive Record for the Local Database

2. Create a local database:

   1. Open the Electronic Collection Editor (Resources > Create Inventory > Add Local Electronic Collection).

      

      Add Local Electronic Collection

   2. Specify the following fields:

      • Public name – Specify a display name for local database's link.

      • Collection type – Select Database.

   3. Select Save and continue.

      

      Continue Defining the Local Database

   4. Select the Additional tab.

      

      Configure the Linking and Descriptive Information

   5. Specify the following fields:

      • Level URL – Specify the URL used to access the local database.

      • Additional descriptive information – Search for and select the descriptive bibliographic record that you created earlier.

   6. Select Save to create your local database and to associate it with a descriptive bibliographic record.

3. In approximately 10 minutes, the descriptive record will be searchable in Database Search.

   

   Database Search for Descriptive Record

   You can access the local database using the following methods:

   • Selecting the Available Online link in the results (as shown above).

   • Selecting the local database's link under the View Online section in the record's full display

     

     Database Link on Full Display Page

Assigning Categories to the Database Records

This Database Categories feature requires you to apply database categories, which can contain up to three category levels, to the bibliographic records of your local databases. For more details on local databases, see Configuring Local Databases in Alma.

1. Choose a local bibliographic field (for example, select any 6XX or 9XX field for MARC21) in which to store the database categories in your local bibliographic records, and then enter that field in the db_categories_field parameter on the Alma Customer Parameters page (Configuration Menu > Resources > General > Other Settings).

   Administrators will need one of the following roles to update the above parameter:

   • Catalog Administrator

   • Repository Administrator

   • General System Administrator

2. For each local database's descriptive bibliographic record, use the Metadata Editor (Resources > Cataloging > Open Metadata Editor) to add the chosen MARC field with the following subfields to assign up to three category levels: $$a (level 1), $$b (level 2), and $$c (level 3). For example:

   699 ##$aEducation $bMedical $cFitness

   699 ##$aEducation $bHealth

   As shown in the example above, a database can belong to more than one category/subcategory.

3. Make sure that the Creates DB Categories File job (Admin > Monitor Jobs > Scheduled tab) under the Discovery filter is enabled to allow the system to update the record's categories for discovery in Primo VE. This job is scheduled to run daily. For more details, see Scheduled Jobs in Alma.

Creating Translations for Database Categories

In addition to the labels that appear on Database Search page (see Configuring the Display Labels), the Database Search Labels code table allows you to translate your categories to other languages.

When creating a translation for a category, make sure that the code name is the same as the English translation (which is the default translation) of the category and that all spaces in the category are changed to an underscore (_). For example, if your category is Medicine & Technology, the value of the translation's Code field should be dbcategories.Medicine_&_Technology.

To add a translation for another language (such as Spanish), select Spanish from the Language filter drop-down list and enter the category's translation in the Translation field. The Description field for all languages should contain the default English translation of the category.

Configuring the Display Labels