Requesting User Permissions

Last updated: Sept 13, 2024

4 min read

Functional area leads see the restricted Google Sheet "Alma Staff Profiles" for the most recent list of approved profiles for staff (does not include student workers)

Procedures for Adding, Removing, and Changing User Access

In Alma, profiles are groups of roles, which are associated with privileges. Permissions are requested using the Alma Staff Permissions form, profiles are then approved by area leads before being assigned to users by the certified Alma administrators.

For new Alma users, see: Requesting Permissions for New (or Renewed) Users
For Sandbox permissions, see: Premium Sandbox

For student workers (already in Alma): at the start of each semester, please submit the list of students working at your library (preferably with their netIDs) via the Alma Staff Permissions form, within a single request. Example: Requesting Circ Roles for Student Workers

The process of assigning user permissions involves three roles: a requester, an approver, and an implementer. In order to be in compliance with University policy, no one person is able to perform more than one role per request.

Role:

Requestor: person making the request for permissions on behalf of another user
Approver: designated functional area leads that approve permissions
Implementer: a member of the Alma Tech Team that modifies permissions in Alma

Profiles by Functional Area

The following is a summary listing of profiles, grouped by functional area. Click their names to see roles contained within each. Export to Word for the expanded list (see the three dots to the upper right of this page). Concise information on each role can be found within the Ex Libris documentation page Managing User Roles (tip: ctrl+f to quickly find a given role)

Acquisitions

Basic	Operator	Manager	Receiving Operator Limited	Selector View Only and Analytics
Can create, review, and update PO lines, manage electronic resources; Can view vendor data, ledgers and funds, and invoices. Can create and edit holdings; Cannot receive items	All functions of Acquisitions Limited extended with the ability to add and edit bibliographic and inventory records (holdings/items); can create analytics reports; can receive items	All functions of Acquisitions Operator extended with the ability to delete PO lines	Can receive department items, cannot delete orders	Can view fund and ledger; can view and create analytics reports
Acquisitions Basic Purchasing Operator	Acquisitions Operator Designs Analytics Fund-Ledger Viewer Physical Inventory Operator Purchasing Operator Receiving Operator	Acquisitions Manager Designs Analytics Fund-Ledger Viewer Physical Inventory Operator Purchasing Operator Extended Purchasing Operator Receiving Operator	Receiving Operator Limited Receiving Operator Limited (Technical Services)	Selector View Only and Analytics Designs Analytics Fund-Ledger Viewer License Viewer Trial Participant Purchase Request Operator

Cataloging

Basic	Operator	Operator Extended	Manager
Allows for creation and updating of bibliographic and holdings records; performing authority activities; creation and update physical items; receiving department items; can create templates but not edit templates created by others.	All functions of Basic with deletion/withdrawal of physical items.	All functions of Operator with deletion of bibliographic, holdings, and authority records; creating analytics reports	All functions of Operator Extended with the ability to perform record import/export and batch updates (run jobs).
Cataloging Basic Cataloger Receiving Operator Physical Inventory Operator	Cataloging Operator Cataloger Receiving Operator Physical Inventory Operator Physical Inventory Operator Extended	Cataloging Operator Extended Cataloger Cataloger Extended Designs Analytics Physical Inventory Operator Physical Inventory Operator Extended Receiving Operator	Cataloging Manager Cataloger Cataloger Extended Catalog Manager Designs Analytics Physical Inventory Operator Physical Inventory Operator Extended Repository Manager Receiving Operator

Circulation

Basic	Operator	Manager	User Manager
Manages circulation desk actions, such as loans, returns, and renewals; can add, edit, and delete notes, change due and return dates, mark items as lost, handle fines and fees, and perform offline circulation.	All functions of Circulation Basic extended with the ability to manage course reading list assignments, assign digitization requests, and assign and handle resource sharing requests; can create requests, pick up items from shelves, and place items in transit and on hold shelves; can manages internal library requests (i.e., work orders)	All functions of Circulation Operator extended with the ability to manage loans, returns, and renewals, with block override options; can add, edit, and delete request notes, change due and return dates, add and remove blocks, mark items as lost, and change items.	Manages user information, such as roles, blocks, and contact information. Can manage Patron record types; can delete users.
Circulation Basic Circulation Desk Operator - Limited Scoped to: Architecture,East Asian,Firestone,Forrestal Annex,Lewis-Engineering,Marquand,Mendel,Mudd,PPL,Resource Sharing,Special Collections,Stokes	Circulation Operator Fulfillment Services Manager Circulation Desk Operator Requests Operator Scoped to: Architecture,East Asian,Firestone,Forrestal Annex,Lewis-Engineering,Marquand,Mendel,Mudd,PPL,Remote Storage,Resource Sharing,Special Collections,Stokes remote storage desk at all libraries **incl. Work Order Operator (Digitization Department)	Circulation Manager Fulfillment Services Manager Fulfillment Services Operator Circulation Desk Manager Circulation Desk Operator Requests Operator	Circulation User Manager User Manager

Other Fulfillment
Fulfillment profiles related to work orders and fulfillment services
Circulation Request Operator Technical Services Fulfillment Services Operator (Technical Services) CDL Operator Work Order Operator (Digitization Department) HMT Work Order Operator Physical Inventory Operator - Limited (Princeton University Library) Work Order Operator (Holdings Management) Work Order Operator Collection Development Work Order Operator (Collection Development Office) Work Order Operator Preservation Work Order Operator (Preservation and Conservation) Physical Inventory Operator - Limited

Other Fulfillment

Fulfillment profiles related to work orders and fulfillment services

Circulation Request Operator Technical Services

Fulfillment Services Operator (Technical Services)

CDL Operator

Work Order Operator (Digitization Department)

HMT Work Order Operator

Physical Inventory Operator - Limited (Princeton University Library)
Work Order Operator (Holdings Management)

Work Order Operator Collection Development

Work Order Operator (Collection Development Office)

Work Order Operator Preservation

Work Order Operator (Preservation and Conservation)
Physical Inventory Operator - Limited

Discovery

Developer
Functions related to developing integrations.
Discovery Developer Repository Administrator Designs Analytics

Electronic Resources

Operator	Operator Extended	Manager
Can add local electronic collections, and local portfolios, manage electronic resource activation, and create and manage sets; can create analytics reports	All functions of E-Resources Operator extended with the ability of deleting electronic inventory.	All functions of E-Resources Manager extended with the ability to manage activities related to licenses and license amendments.
E-Resources Operator Designs Analytics License Viewer Trial Participant Electronic Inventory Operator	E-Resources Operator Extended Designs Analytics License Viewer Trial Participant Electronic Inventory Operator Electronic Inventory Operator Extended	E-Resources Manager Designs Analytics License Manager License Viewer Trial Participant Electronic Inventory Operator Electronic Inventory Operator Extended

Finance

Operator	Manager
Can create, edit, and review invoices. Reassigns invoices to other invoice operators; views funds and ledgers; can create analytics reports;	All functions of Finance Operator extended with the ability to delete invoices, manage invoice creation, review and approval activities, and assign invoices to other operators; can manage all aspects of vendor records.
Finance Operator Designs Analytics Invoice Operator Fund-Ledger Viewer	Finance Manager Designs Analytics Invoice Manager Invoice Operator Extended Invoice Operator Vendor Manager Fund-Ledger Viewer

Admins

Acq	Cat	Circ	Devs	E-Res	Finance
Acquisitions Admin Acquisitions Administrator (read only) Designs Analytics Fund-Ledger Viewer Physical Inventory Operator Purchasing Manager Purchasing Operator Extended Purchasing Operator Receiving Operator Vendor Account Manager	Cataloging Admin Cataloger Cataloger Extended Catalog Manager Designs Analytics Physical Inventory Operator Physical Inventory Operator Extended Repository Administrator (read only) Repository Manager Catalog Administrator (read only) Receiving Operator Cataloging Repository Administrator Cataloger Cataloger Extended Catalog Manager Designs Analytics Physical Inventory Operator Physical Inventory Operator Extended Repository Administrator Repository Manager Catalog Administrator (read only) Receiving Operator	Circulation Administrator Fulfillment Services Manager Fulfillment Services Operator User Manager Fulfillment Administrator (read only)	Discovery Administrator General System Administrator Discovery Administrator Metadata Import Administrator Cataloging Administrator (full) Designs Analytics	E-Resources Administrator Designs Analytics License Manager License Viewer Trial Manager Trial Operator Trial Participant Electronic Inventory Operator Electronic Inventory Operator Extended Repository Administrator (read only) Repository Manager	Finance Administrator Acquisitions Administrator (read only) Designs Analytics Fiscal Period Manager Fund Manager Fund-Ledger Viewer Invoice Manager Invoice Operator Extended Invoice Operator Ledger Manager Vendor Manager

Profile Name Changes

2023-04 the following profile name changes were implemented:

Cataloging Extended Plus > Cataloging Manager
Cataloging Extended > Cataloging Operator Extended
Cataloging Basic Plus > Cataloging Operator
E-Resources Manager with License Manager Role > E-Resources Manager
E-Resources Manager > E-Resources Operator Extended