The patron load file process is an integral part of the Alma system. These files contain records that are sent by each institution's IT department and are generated by their enterprise system (PeopleSoft, Banner, Workday, etc.). These records contain updated information about each student, staff, and faculty member affiliated with the college or university. Alma uses these records in order to check out materials, place holds on items, and allow access to content in Primo VE.
Patron load files are usually sent to FLVC on a periodic basis, either daily or once a week. The files must be in a specific format (XML) using the approved field outlined in the specifications. Each institution has the choice of either submitting two files, a student file and a staff file, or submitting one combined file of both students and staff. All files must be sent to FLVC's Secure FTP server where they will be picked up by Alma at a specified time. [Note: Access to FLVC's SFTP server is restricted. If you need access to the server, please contact the FLVC Help Desk.]
All files must be zipped before being uploaded on the server. Files should be placed in the following directory:
For each institution, Alma is configured to automatically load any new file in the appropriate directory at a specified day and time. Ex Libris only allows patron loads to occur at certain times, which are:
FLVC will configure Alma to schedule the process to load a patron file to one of the intervals listed above, based on the wishes of the institution. Files must be loaded to FVLC's SFTP server prior to the scheduled time. For instance, if Alma is configured to load a file every day at 3am for a library, the file must be put on the SFTP server before that time.
If a student and a staff file are sent, the student file will be loaded first, followed by the staff file. Both files cannot be loaded simultaneously.
Once a patron file is loaded successfully, Alma generates several reports that can be viewed by library staff. To see these reports:
Since FLVC manages the authentication process for both Alma and Primo VE, we can produce a daily report that shows who is denied access to either service. The report includes which institution the user is from and their Matching ID number. Reasons for denying access include:
This report is compiled daily during the week. Library staff can use this to troubleshoot why certain users are not able to access Primo VE or Alma. The link to the report is listed below.