Status of new items ingested into Alma

[jwalz]

All -

  Is there a status of all new items entered into Alma?   What is it called?  (something like processing, technical services, cataloging, in process, etc)   

Do all new items entered get this status?   If so, what is the trigger for it to change to "circulating collection"??  Is there a trigger?    Or do we manually have to change this?   

   Thanks!   

Jennifer

[tcassidy]

Can you provide some details about your process, for example, are you using the Connexion client?
-Tara

[jwalz]

Tara,

We are pulling records / orders from Gobi I think. So, when they get ingested into Alma, do they get a particular status assigned? OR are they automatically "available"?

[slawlor]

Tara asked me to upload the cataloging guides that I created during the migration.  I have three, all for various ways of using Connexion to export records into Alma:

1.  Connexion-Alma Gateway Export explains how to set up the gateway export option in Connexion and then create holdings records in Alma

2. Using the Connexion Import Profile - just what it says

3. Using the Connexion Import Profile - Batch Option - same as above for those who prefer to run batches in Connexion

[jwalz]

Tara asked me to upload the cataloging guides that I created during the migration.  I have three, all for various ways of using Connexion to export records into Alma:

1.  Connexion-Alma Gateway Export explains how to set up the gateway export option in Connexion and then create holdings records in Alma

2. Using the Connexion Import Profile - just what it says

3. Using the Connexion Import Profile - Batch Option - same as above for those who prefer to run batches in Connexion

Thanks!    Not really what we are doing though.   I need to know if Alma automatically assigns a status or location when items are added.   

  In other words, no matter how you import records, do those records get an AUTOMATIC status??   Something like "in processing" or "cataloging" or "we have this in the back room"?   OR is everything automatically - upon import - made "available"??   

  We would REALLY like an intermediate state - where items can be processed - BEFORE they are 'available'.   Is there one?  And can we assign a time period to it?   Or does it have to be changed manually?

Thanks for any help!

[slawlor]

Tara asked me to upload the cataloging guides that I created during the migration.  I have three, all for various ways of using Connexion to export records into Alma:

1.  Connexion-Alma Gateway Export explains how to set up the gateway export option in Connexion and then create holdings records in Alma

2. Using the Connexion Import Profile - just what it says

3. Using the Connexion Import Profile - Batch Option - same as above for those who prefer to run batches in Connexion

Thanks!    Not really what we are doing though.   I need to know if Alma automatically assigns a status or location when items are added.   

  In other words, no matter how you import records, do those records get an AUTOMATIC status??   Something like "in processing" or "cataloging" or "we have this in the back room"?   OR is everything automatically - upon import - made "available"??   

  We would REALLY like an intermediate state - where items can be processed - BEFORE they are 'available'.   Is there one?  And can we assign a time period to it?   Or does it have to be changed manually?

Thanks for any help!

Oh, gotcha.

No, they don't get an automatic status.  

And believe me, you're not the only person who wishes that they did.  

If the import process you're using creates holdings records then Alma assumes that you have inventory, and assumes that it's available.  Alma does this even in the absence of an item record (which make no sense to me).   And there really are no such things as "statuses" in Alma.  We have item policies, and in theory there could be a policy of "In Process" - but you have to have an item record to attach that to, and item records aren't created as part of the import process.

I've tried a few things to deal with this:


1. Created (or to be specific, asked the SO to create) a new location called In Process, and edited the Import Profile to make that the default location  This might have worked if anyone (students and circ staff) remembered or knew to look at the location of the items in question.  But for the most part, they didn't notice and proceeded to place holds and requests for items, even those with no barcode which causes all manner of problems with the "pick from shelf" process

2. Edited the Import Profile to keep new imports suppressed from discovery.  That works better, the students can't find them, but neither can the staff, and we have to remember to un-suppress them after processing which is annoyingly easy to forget.

3.  Edited the Import Profile to NOT create inventory (aka holdings records).  That worked the best, finding a record with no holdings seems to send a message to users that they need to ask about it, which serves our purposes.  And it's impossible to process a book *without* creating the holdings record (unlike un-suppressing)

That probably wasn't the answer you were hoping for, but if I can give you any more information, please let me know.

Susan

[jwalz]

Susan,

Excellent! Exactly what I was looking for! Thanks for this overview.

<rant on> Grief - why are systems created that DON'T do basic 'cataloging' stuff - like having an option to hide, suppress, or identify items that are not yet ready for public view??? Seriously, what item is ever IMMEDIATELY available the instant the record is imported into the system? (My boss is telling me that Aleph had this feature!
Why did Alma make it go away??)</rant off>

And I guess this means that we need to change the record ONE MORE TIME to put it on the New Book Shelf. Ugh.

Anyway. Thank you so much for all the helpful info. Would be nicer for everyone if the SO would do #1. <wink wink> There could be a way to make that location hidden isn't there?

[tcassidy]

I believe a college would need to establish process types and work orders to do this. In Alma:

• Process types are used when an item is undergoing some kind of library processing or circulation activity.
  

• Work orders: staff-initiated requests for internal processing of physical items. They replace the function of pseudopatrons in Aleph, as well as some of the Aleph item processing statuses. When an item record needs to undergo some kind of library processing (e.g. Shelf Prep) a work order is used.
  

• Work Order Types: these represent workflows such as Technical Services, Preservation, Digitization
  

• Work Order Statuses: these represent phases within a Work Order Type.  
  

• Work Order Departments: these are the physical locations where the work occurs. Usually these are associated with a library, though some are institutional level departments to which all libraries send materials.
  

[jwalz]

Tara,

Those sound like workable options. How do we set these up?? Is it something we can do locally or do we need SO to do something on our behalf?

Thanks!

Jennifer

[tcassidy]

It's a bit in-depth, so SO would need to examine your current process, look at examples of exactly what is happening in the ingest, and consider how to do what you want since the solution is always dependent on institution-specific workflows. It might be a work order, or it might be that DCC is relying on an import profile, and a normalization routine for incoming records would be best. Please start a support ticket for this.

[jwalz]

Excellent! Will do.

[jdessino]

Jennifer:

In your questions you asked about location and status at import. I wanted to make sure we weren't providing just one answer when there are really two questions. Are you using an import profile for the GOBI records or are you using the GOBI API? Import profile means that you go to the GOBI FTP site, download the file, then import into Alma. If you have the API set up, then it is all supposed to happen automatically. Either way, the import profile or the API, will determine the default location. If you aren't getting a default location, then your import profile for GOBI needs to be tweaked.

The work order pieces that Tara is talking about can control whether or not it shows as available. We are really behind at TCC, so I do not have either the GOBI API or I don't have the work order piece set up and working correctly. BUT, we do have an import profile for GOBI's OCLC+ silver, so we could definitely help you tweak that if that is one of the things you need to do.

We do have a workaround set up so items aren't immediately available when imported. If Tara and Emily can get you set up with the correct way to do it, you are better off, but I could have our cataloger share our workaround if you are interested.

email me directly if you are interested. J