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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.

Loading User Records in Batch

Alma Patron Loads

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.

Loading Patron Record Files in Alma

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:

  • Student Files should be placed in the /alma/student directory of the server.
  • Staff files should be placed in the /alma/staff directory of the server.
  • Combined files (student and staff records) should be placed in the /alma 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:

  • Every 6 hours beginning at 0400.
  • Every Monday at 0200
  • Every day at 0300
  • Every day at 0500
  • Every day at 0700
  • Every day at 1100
  • Every day at 1600
  • Every day at 1800

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.

Patron File Reports

Once a patron file is loaded successfully, Alma generates several reports that can be viewed by library staff. To see these reports:

  1. From the main Alma screen, choose Admin from the left menu, then click on Manage a Job from the menu that appears.
  2. The Monitor Jobs screen should appear with three tabs at the top: Scheduled, Running, and History.

    Click on the History Tab.

  3. From the completed jobs listed, look for a job called Users SYNCHRONIZE using profile XXXX... [Note: If you use the Job Category filter and choose Users, it will narrow down the list.]

  4. Once you've found the process, click on it to review the summary report.

    Information about the number of records processed, created, changed, and rejected are listed.

  5. If you want to review the records that were rejected, find the Rejected Users section listed near the bottom and click on the arrow to the right.

  6. An xml file will be listed. To view a list of these records, click on the ellipse to the right and choose Preview Records.

    The detailed list will appear with the User ID Number and the reason why each record did not load.