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Alma Fulfillment Resource Guide

This guide covers all aspects of the fulfillment process. This includes maintaining all patron records, loaning materials, returning/renewing loaned materials, managing lost items dealing with fines and fees as well as course reserves.

Technical Migration Fix

Technical Migration Fix

Many items were migrated to Alma that had an Item Process Status in Aleph. These items were given a Process Type of "Technical - Migration" in Alma and the Item Process Status was added to the item's "Internal Note 3" field. In general, all items with a Process Type of "Technical - Migration" are suppressed from view in Primo. The following directions will tell you how to find these items and remove the "Technical - Migration" Process Type.

These are the steps required to remove the Process Type of "Technical - Migration" from your items: 

  1. Search for the items with Advanced Search
  2. Create an Itemized set
  3. Run the "Change Physical Items Information" job to change all the items to the "Missing" Process Type
  4. Run the "Change Physical Items Information" job to change all the items to the NULL Process Type
  5. Run the "Recalculate Local Resource Types" job to re-index the items so that they are searchable in Primo. This is a new step to this process.

 

Searching with Advanced Search

  1. At the top of the screen, choose Physical Items from the drop down and then click on the magnifying glass next to the search box.
  2. A box will open. Click the “Physical Item” menu and choose Process Type for the first drop down menu. Leave the middle saying “Equals” and then choose Technical Migration for the third.
  3. Click the + (Plus) icon to add another row. 
  4. In the next row click the “Physical Item” menu again and choose Internal Note 3, leave the middle box Contains Keywords, and then type in the Item Process Status you want to search for.
  5. You may want to further narrow your search by Library and Location.
  6. Click Search.

 

Create an Itemized Set

Once you have the results of your query, you will want to create an itemized set in order to change any fields in the records.

  1. Click Save Query button at the top right of the screen and type in a name for  your set.
  2. Choose Private - yes or no. No will allow other staff to see the set.
  3. Click Save. This creates a Logical set.
  4. In the new window that opens called Manage Sets, find your set.
  5. Click the ellipse next to your set and choose Itemize.
  6. Click Save. This will create an itemized set. The name of the file will be what you originally called the first one appended with "Itemized - mm/dd/yyyy hh:mm:ss."
  7. You will be asked to confirm - once you do, the set may take a little while to be created.

 

Run the "Change Physical Items Information" Job - change to "Missing"

The next step is to change the Process Type for the itemized set. Unfortunately, Alma doesn't allow you to change it from "Technical - Migration" to "Blank," so you must change the Process Type to "Missing" first. Do the following:

  1. In Alma, Click Admin --> Run a Job.
  2. Locate the "Change Physical Items Information" job. Select it and click Next.
  3. Find your Itemized Set, select it, and click Next.
  4. Scroll down and find the "Missing Status" drop down, select it by clicking the check box and choose Missing from the list.
  5. If you want to remove the note from "Internal Note 3" scroll down and find "Internal Note 3" and select it by clicking the check box. Leave the text box blank.
  6. Click Next, then click Submit.

 

Run the "Change Physical Items Information" Job - change to "NULL"

When the previous job is finished running, run the same job again, except this time change the Process Type from "Missing" to "NULL" or Blank.

  1. In Alma, click Admin --> Run a Job.
  2. Locate the "Change Physical Items Information" job, select it, and click Next.
  3. Find your Itemized Set, select it, and click Next.
  4. Scroll down and find the "Missing Status" drop down, select it by clicking the check box, and make sure the drop down is blank.
  5. Click Next, then click Submit.

 

Run the "Recalculate Local Resource Types" Job

In some cases, simply removing the "Technical - Migration" Process Type didn't allow the newly available item to be searchable in Primo. This step alleviates this issue. When the previous job is finished running:

  1. In Alma, click Admin --> Manage Sets.
  2. Locate your Itemized set.
  3. Click the ellipse and choose Create titles set.
  4. Click Save. This will create a title set. The name of the file will be what you originally called the itemized one appended with "titles - mm/dd/yyyy hh:mm:ss."
  5. You will be asked to confirm. Once you do, the set may take a little while to be created.
  6. In Alma, click Admin --> Run a Job.
  7. Locate the "Recalculate Local Resource Types" job. Select it and click Next.
  8. Choose your title set and click Submit.