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Alma Holdings Harvest for RapidILL

Uploading holdings from Alma to RapidILL is an automated process using OAI (Open Archives Initiative Protocol for Metadata Harvesting – OAI-PMH). After the initial set up, RapidILL holdings are updated automatically on a weekly basis with the latest Alma data.

What is OAI?

The Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH) is an open protocol for facilitating interoperability standards between systems. In this context, it allows RapidILL to access your holdings in Alma. Alma acts as a Data Provider which exposes structured metadata through OAI-PMH. RapidILL acts as the Service Provider that then makes OAI-PMH service requests to harvest that metadata. OAI-PMH uses six request types (“verbs”) that are invoked within HTTP. Find more information on OAI here.

Configuration steps in Alma

Step 1: Create the OAI integration profile

Setting up the OAI integration requires a General Administrator role in Alma.

For instructions on how to create a new integration profile, click here.

Repository Base URL

The Repository Base URL is the link RapidILL accesses to harvest the holdings sets you will create. You can find your repository base URL in the integration profile.

Please send us the URL. Once this is set up, there is no need to send it with future uploads unless something changes.

Allowed IPs

As part of the OAI configuration, you can select whether to expose holding data to the entire I.P. universe or restrict it to specific partner locations.

To define your allowed IPs, find the Allow IP link (when editing under the Actions tab). For All IPs enter 1.1.1.1-255.255.255.255 under the IP Match Criteria Tab.

If you decide to restrict your OAI to specific IP addresses, it is required to include the following in separate rows:

  • 192.80.206.206
  • 66.151.14.129
  • 216.147.209.194
  • 212.179.71.70

 1_Setting up an Integration Profile.png

Setting up an Integration Profile

Step 2: Defining sets

In this step you are defining the set of records to be published to RapidILL. If you are unfamiliar with Sets in Alma, or want more information please reathis page or watch this video.

We suggest using logical sets to select multiple collections. These update automatically when you add new resources. If you prefer to use itemized sets instead of logical, please follow these instructions. If you use an itemized set, the set will have to be recreated every time an update is needed.

It is recommended that you publish all of your inventory, not just lendable inventory. RapidILL matches your patron's borrowing requests against your entire inventory to make sure the resource requested is not owned by your institution.

The best way to export your data is in separate sets. Each set should have only one of each of the following characteristics:

  • Holding Format: Print OR Electronic material.
  • Holding Type: Journals OR Books.
  • Lendable Status: Lendable Internationally OR Lendable within your Country OR Local Only.

For example:

  • Set 1 would only include Print Journals that are Lendable Internationally.

  • Set 2 would only include Electronic Books that are Lendable within your Country.

 

It's important to have separate sets for books and journals as RapidILL loads and stores this information separately.

If separate sets based on lendable status are not created, RapidILL uses the following defaults:

  • Print journals and print books holdings are set to LendableInternational.

  • Electronic journals and electronic books are set to LocalOnly.

Values for Lendable Status include:

  • LendableInternational: You are able to fill lending requests from any other Rapid libraries around the world. This is typically the Lendable value used for print materials that you want to make available in Rapid.
  • LendableCountry: You are able to fill lending requests only from Rapid libraries in your country. This is typically the Lendable value used for electronic materials.
  • LocalOnly: You are not able to fill lending requests from other Rapid libraries, however these items are still available to fill your local patrons’ borrowing requests.

 

Only configure sets if they actually contain data. For example, if you do not supply any print journals then you should NOT define a set for 'Rapid_Journals_Print_LendableInternational'.

Creating sets in Alma
  1. To begin creating sets, click the Advanced search icon in the top left corner (Adv-Search_icon.png).
  2. Create set on conditions defined in the tables below and search.
    2_Creating physical set conditions.png
    Creating physical set conditions
  3. Select Save and filter query.
  4. Name your set according to the following format:
    1. It is recommended to start each set with "Rapid". This way you can easily search and filter for your RapidILL sets if you need to update them.
    2. If you have separate branches that use their own sets, add the branch name after "Rapid".
    3. Similarly, if you have separate Rapid sites connected to the same Alma institution, add the Rapid site code after "Rapid".
    4. Follow with holding type, holding format and lendable status.
      Recommended set name template: Rapid_[branch/site name if multiple]_[Holding Type]_[Holding Format]_[Lendable Status]
      Example: Rapid_ILLUV_Books_Print_LendableInternational 
  5. Set content Type: this should always be Titles, either Physical titles or electronic titles depending on the holding format of the set.
  6. Save your set to finish.

 

Conditions for Sets for Physical Titles
Set Condition
Books Print LendableInternational Physical Titles where
Title (Has inventory equals "Yes"
AND Material Type equals "Book"
AND Tag Suppressed (Title) equals "No"
AND Current location equals ((Lendable locations)))
Books Print LocalOnly Physical Titles where
Title (Has inventory equals "Yes"
AND Material Type equals "Book"
AND Tag Suppressed (Title) equals "No"
AND Current location equals ((non Lendable locations)))
Journals Print LendableInternational Physical Titles where
Title (Has inventory equals "Yes"
AND Material Type equals "Journal"
AND Tag Suppressed (Title) equals "No")
AND Current location equals ((Lendable locations)))
Journals Print LocalOnly Physical Titles where
Title (Has inventory equals "Yes"
AND Material Type equals "Journal"
AND Tag Suppressed (Title) equals "No")
AND Current location equals ((Non lendable locations)))

 

Creating Electronic Sets 

Unlike Physical Titles, there is no 'current location' parameter for electronic titles. In order to identify a collection's lendable status, add a searchable identifying text on each collection's internal description. Every lendable collection will have to be updated with that identifying text. 'Internal description' can then be added to the search parameters to find all lendable collections.

  1. Use the collection level "internal description" field to add a note such as ”lendable_international". Use this note on every collection that you may lend internationally.

    3_Internal description.png

    Internal description
  2. When defining the set of internationally lendable collections, define it with the attribute "Contains Keywords" set to 'lendable_international'.

    4_Internal description applied to set.png

    Internal description applied to set

You may find the E-Collection Quick Update Cloud App useful for bulk updating existing collections with the relevant internal description. This tool allows you to bulk update e-collections with the a ‘lendable_international’ internal description.  

If you already make use of the Internal Description, you can simply append the lendable status to your existing descriptions. Use logical statement 'contains keywords' to find the collections that include the lendable status string.

5_E-Collection Quick Update Cloud App.png

E-Collection Quick Update Cloud App

For more information, see E-Collection Quick Update.

 

Conditions Sets for Electronic Titles
Set Condition
Books electronic LendableInternational Electronic Titles where
(Has inventory equals "Yes"
AND Material Type equals "Book"
AND Tag Suppressed (Title) equals "No"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "lendable_international")
Books electronic LendableCountry Electronic Titles where
(Has inventory equals "Yes"
AND Material Type equals "Book"
AND Tag Suppressed (Title) equals "No"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "lendable_country")
Books electronic LocalOnly Electronic Titles where
(Has inventory equals "Yes"
AND Material Type equals "Book"
AND Tag Suppressed (Title) equals "No"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "local_only")
Journals electronic Lendable International Electronic Titles where
Material Type equals "Journal"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "lendable_international")
Journals electronic Lendable Country Electronic Titles where
Material Type equals "Journal"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "lendable_country")
Journals electronic LocalOnly Electronic Titles where
Material Type equals "Journal"
AND Availability (Electronic Portfolio) equals "Available"
AND Internal Description (electronic collection) contains keywords "local__only")

6_Electronic set conditions.png

Electronic set conditions

Step 3: Create publishing profiles for sets

A publishing profile needs to be created for each set from step 2. To make this process simple, we created out of the box templates for each publishing profile. These template publishing profiles are available in the Community Zone. To localize the profiles and activate them in your institution, follow these steps:

  1. Navigate to Alma Configuration -> Discovery -> Publishing -> Publishing Profiles.

  2. Click Community and search for Rapid. Find profiles with the description "EXL profile for Rapid ILL" contributed by Alma University.

  3. For each of the profiles:

    1. Create a local copy of each profile using the Copy row action.

    2. In the Publishing Profile Details page:

      1. In Publishing Parameters section, set Status to active.

      2. Set the scheduling parameter to execute the publishing job to run weekly per your preferred schedule.

      3. In the Content section, select the appropriate set name you defined when creating the sets.

        7_Configuring a Publishing Profile.png

        Configuring a Publishing Profile
        For electronic inventory profiles, in addition to the sets, in the Data Enrichment tab, update the Link Resolver Base URL field to your own link resolver base URL:

        8_Link Resolver Base URL for Electronic Publishing Profiles.png

        Link Resolver Base URL for Electronic Publishing Profiles
         Do not change other values in the data enrichment tab. They are important for proper mapping in RapidILL.

Step 4: Schedule Publishing Profiles

After a publishing profile is created, the job is scheduled to run incrementally once a week.

The first time the job is run, it must be run in full mode. To run in full mode, proceed as follows:

  1. Go to Alma Configuration -> Discovery -> Publishing -> Publishing Profiles.
  2. Select the job. Under the institution tab, search for the “Rapid” profiles. Make sure the Publishing Profile Type is set to All.
  3. Select Republish from the row action.
  4. Select the ‘Rebuild Entire Index’ option and Run Now.
    9_Republish profile after scheduling.png
    Republish profile after scheduling

Test your sets by building a ListSets URL. This helps you to make sure your sets were created successfully.

Template: https://[AlmaBaseURL]/view/oai/[institutioncode]/request?verb=ListSets

For example: https://na02.alma.exlibrisgroup.com/view/oai/EXLDEV1_INST/request?verb=ListSets

You should see a list of all sets Alma is publishing through OAI including the set name.

 

Additional OAI Setup Options

While the above instructions cover most institution's needs, there have been a few repeated cases that may be useful during setup. 

  • Holdings without Items - Some institutions have holdings without items attached.

  • How to Suppress Physical Locations - If you have specific physical locations that cannot be lent, you can suppress these locations by using Alma normalization rules.

  • How to Suppress Electronic Collections or Items - (IN DEVELOPMENT) If a title is a part of multiple collections, and the collections are of different lendable status, you can suppress those collections that are not lendable. Similarly, if a title has multiple items of varying lendable status, you can suppress the items that are not lendable.

  • Possible Alma OAI Errors - if you do come across an OAI error, see our OAI error guide. Feel free to ask our team for help at any time by opening a ticket.

When you have finished scheduling publishing profiles, please let the RapidILL team know by creating a ticket. We will then review and process the data. Follow up on your holdings by checking the Holding Status Page. Note that you will only see entries after data has been updated into RapidILL.

 
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