Forums - Alma

ALMA Notices via SMS

Thu, 05 Jan 2023 13:44:58 +0000

I know it's possible to send notices from ALMA via SMS. Is this something we could implement at the system level? I think we'd get a much better response from our overdue notices and billing notices if they were sent SMS.

Thanks.

Alma Analytics: Item Circ by Shelving Location

Mon, 06 Dec 2021 17:53:25 +0000

Has anyone managed to obtain circulation figures for what Ex Libris refers to as "shelving locations" in Alma (such as MAIN, RESERVE, DVD, etc)? I know other libraries may have Alma set up in different ways such that shelving locations vary by name from library to library. We have not been able to get number of times items in a given shelving collection have been loaned for a given period of time, and are curious if Analytics actually offers this functionality. If so, we have not figured it out.

Alma - items in transit status

Wed, 28 Jul 2021 13:10:50 +0000

Hi Everyone,
Just a question regarding the "in transit status" for items being sent from campus to campus. When the item is returned to it's holding branch and scanned into Alma, the status of in transit stays the same - not showing it's ready to be shelved or in place for loan..... is anyone else having this problem? If so, please help. Thanks!

Kind Regards,
Charlene Nibblins
Germanna Community College

Alma patron purge scheduled 6/4/21

Wed, 02 Jun 2021 16:35:34 +0000

The System Office will purge expired patron accounts from Alma over the next few days. Removing this unnecessary patron data lessens our data security liabilities, and improves our ability to manage current users.

This summer, we will revisit the discussion
of the Attachments tab in current patron records. If you recall, this is where patron notices are stored as attachments, and they do contain patron and loan information.

VCCS-wide practice in Aleph was to scrub all stored patron notices after 30 days, but Alma affords more options of course. A retention period can now be set per letter. Many college libraries still need to set this policy, so please watch for a survey later this month to help get this in place for all.

"Setting Letter Retention in Alma:
https://knowledge.exlibrisgroup.com/Alma..._Retention
By default, letters sent by Alma are retained indefinitely and available on the Attachments tab of the User Details (see Managing User Attachments). You can add a retention period, in number of days, in the Retention Period field of email letters so that the configured letters are deleted after a certain number of days.

A weekly job, Letters Purge with Retention, deletes all enabled letters, if they were created more than the configured number of days ago."

Recognizing that patron letter retention and the associated library obligations are often driven by non-library policy and college fiscal requirements, please consider what this policy should be for your library.
-Tara

Patron data errors in ALMA

Fri, 19 Mar 2021 13:30:06 +0000

Has anyone else noticed that patron names are containing errors? Our staff noticed errors in their own user data today - weird incorrect middle names, reverting to maiden names, etc. Is there some SIS-related problem?

FYI: call number label printing

Mon, 02 Nov 2020 20:48:35 +0000

I just wanted to share some info about our label printing process using the Spineomatic software. It works well with printing Alma item records call numbers. All we do is scan in the barcode and it prints the call number label quickly. We use the Dymo Label Writer 450 printer. We used to print our labels using OCLC Connexion.

You can download the free Spineomatic software and find documentation here: https://github.com/ExLibrisGroup/SpineOMatic

This is our setup after installing Spineomatic:

In the Alma Access tab: Alma URL is https://api-na.hosted.exlibrisgroup.com then enter the API Key. You will need to request the API Key from the VCCS Systems Office.
See here for example: https://github.com/ExLibrisGroup/SpineOM...estful.png
Once you have the API Key, make sure you enter it as is without any spaces.

On the Call Number Format tab, we select Spineomatic parsing , and we include to the Include holdings option.

On the Print Setup tab, we have the Single label desktop printer type
Text font: Verdana / Size: 11
Top margin: 0.0
Left margin: 0.11
Line spacing: 0.2
Portrait: yes
Maximums: Lines/label: 7 Char/line: 8

We also setup the Label Prefixes tab so we can print the location prefixes (REF, AV, etc.).

Here's our printing instructions:

Click on the "SpineLabeler" icon to open Spineomatic.
Scan the barcode in the Input Box [do not include any blank space]
Review the call number.
To print, click on "Send to desktop printer."
Click scan to clear the Input box.

We use the "no fade" DuraReady labels: https://www.duraready.com/library/school...tic-label/ and purchased them from Superior Global Solutions. https://www.sgsinc.net/
We also use these label protectors: (2-1/4” x 4-1/2”) from Demco.

Please feel free to email me with any questions.

Best regards,

Michael Sarmiento
Head of Cataloging
Library Technical Services
NOVA | Northern Virginia Community College
msarmiento@nvcc.edu

New UI/Layout and Metadata Editor coming soon

Wed, 16 Sep 2020 15:44:28 +0000

You may have heard that Ex Libris has planned some system updates that will roll out during Fall 2020/Spring 2021. Here is the summary of forthcoming usability improvements.

Timeline for new UI/Layout (Please know that these dates are subject to change):

From now until October 31, 2020: SO can turn the new layout on/off for any user by request. Please send a ticket to switch interested staff at your college.
November 1, 2020: The new layout will become the default, but at that point any user will be able to turn it off/on by themselves.
March 3, 2021: The new layout becomes the default for all, with no further access to the original layout.

Timeline for new Metadata Editor (Please know that these dates are subject to change):

From now until March 6, 2021: The original ME is the default. Any user can turn the new version on/off by themselves.
March 7, 2021: The new ME will become the default. Any user can switch between the original and the new.
June 6, 2021: The new ME becomes the default for all, with no further access to the original version.

Notes

New Metadata Editor webinar recording (Ex Libris)
Anyone working with the new ME before November 1, 2020 should know that it is designed to function with the new layout, so consider opting in to that as well.
See also: New Metadata Editor known issues.

Many thanks to the Wednesday drop-in group for helping with this summary & notes.
-Tara

Inventory with Alma

Fri, 11 Sep 2020 19:33:38 +0000

All -

We want to do inventory. I have read all of the Alma info about how to do this. Any tips from anyone?

Do I need to request anything from the SO in order that this process go smoothly?

Just wondering if there is any good advice or guidance out there.

Thanks!

Jennifer

Alma patron purge scheduled

Fri, 14 Aug 2020 14:02:59 +0000

The System Office will purge expired patron accounts from Alma over the next few days. Removing this unnecessary patron data lessens our data security liabilities, and will hopefully make it easier find and manage current users.
-Tara

Item Count by Library and Location

Fri, 24 Jul 2020 14:11:13 +0000

Hello Everyone!

Does everyone have access to the "Item Count by Library and location" widget for their institution? I am noticing it on my ALMA Dashboard, but I am getting the following message:

This widget cannot be displayed because it is located in the Alma directory and not in the institutional directory. Please copy the widget to the institutional directory and define the Analytics object from there. For details, click here.

When I click on the "Click Here" hyperlink, it explains that I have to go to the ALMA directory, but I am not sure if I have the proper access level to do so. How can I access it?

Thank you for your patience with me!

Bob Harrison, Distance Learning & eCampus Librarian

Thomas Nelson Community College Library

Analytics Upgrade - Reports in "My Folders" will Disappear

Thu, 23 Jul 2020 14:39:56 +0000

Hi everyone,

I almost missed this rather important announcement from Ex Libris...there was some chatter this week on the Alma listserv. When Ex Libris upgrades the Oracle database that powers Analytics, all the reports in your "My Folder" will disappear with no way to retrieve them. Luckily, I store most of my reports in our Shared folder \PiedmontVirginiaCC\Reports. Those will migrate. But the stuff that you've created and left under your personal "My Folder" - that will disappear.

They've already started the migration for some customers, but our date isn't set yet. However, it will happen sometime this fall.

Essentially, what you need to do is create a folder with your name on it in that shared PiedmontVirginiaCC\Reports and copy/paste all the reports in "My Folder" to that new folder. Then they'll migrate. After the migration is done, you can copy them back.

Here's the documentation (look under "Ensuring Reports are Migrated"): https://knowledge.exlibrisgroup.com/Alma...ation_(DV)

The rollout dates are here under "OAS (Oracle Analytics Server) and DV (Data Visualization)" - https://knowledge.exlibrisgroup.com/Alma...alization) We are on NA04.

Figured other people like me might have missed this announcement and thought I'd post it here!

Jacqueline

Very New to ALMA

Wed, 22 Jul 2020 00:31:39 +0000

Hello Everyone,

I am Robert Harrison from Thomas Nelson Community College, and I have been given cataloging and circulation duties for the college while we are in this state of influx. I have viewed several training videos, and have been catching on fairly quickly. However, I would be most grateful, if I could meet attend live training either in person or online so I may learn more about the specifics of ALMA, especially running circulation reports and such. The videos are great, but I tend to pick things up quicker with a live person I can ask questions to during hands-on training.

Any help you can give is greatly appreciated.

Robert (Bob) Harrison, Distance Learning & eCampus Librarian
Thomas Nelson Community College
HarrisonR@tncc.edu

Option to suspend Alma notices during COVID19 interruption

Wed, 03 Jun 2020 17:35:08 +0000

Alma automatic notices may cause confusion for patrons as we attempt to navigate the current environment. If it makes sense for your college, you may elect to turn off all patron notifications from Alma until library operations become less uncertain. Any college opting to turn them off now will need to send a ticket to have them restart.

All Alma notices are currently off by request for the following colleges:

CVCC
Southside
WCC
VWCC
RCC
NRCC
NVCC
JSRCC

-Tara

Alma 'Office Hours' on Slack

Tue, 18 Feb 2020 19:06:06 +0000

Use this link to join the weekly VCCS Alma Office Hours on Slack and discuss your Alma questions, Fridays, 10 a.m. – Noon:
https://vccs-lib.slack.com/messages/G7LU44UD6/

Chat transcripts are saved on Slack and serve as a team information resource.

Holiday hours and schedule changes

Tue, 12 Nov 2019 15:39:37 +0000

Hello all,

I've started receiving requests to enter exceptions and changes into Alma for holiday closures and 2020 schedules. That's great! If you haven't already, please open a ticket as soon as you know your holiday and spring hours.

https://vccs.teamdynamix.com/TDClient/19...et?ID=8474

Thank you!