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Log into Alma

1) I bookmarked the Alma homepage in my web browser. The second time I tried it I couldn't open Alma.

A: On Preferred Web Browsers you can find instructions on how to bookmark the Alma homepage with its stable URL.

2) Can I have Alma open in two windows?

Ex Libris recommends having Alma open in only one browser window. You may lose work done in one window if you refresh the other.

See Preferred Web Browsers - Best Practices on how to work with two browser windows if called for by your workflow.

Searching Alma

1) What is MMS ID?

MMS ID is short for Metadata Management System ID. It is the unique identifying number of records in Alma. For bib records, MMS ID is stored in the MARC field 001.

The MMS ID of bib records that migrated from Voyager to Alma (in July 2021) follows the pattern of 99VoyagerbibID3506421.

Note that the pattern applies to bib records only, not to the Voyager ID of holdings or item records.

See full explanation in Alma System Numbers

2) What does Princeton's Repository mean?

Princeton's Repository is where metadata of PUL's resources is stored. Save to DB, the Voyager operation of saving a record to the catalog database, would be translated into Save to Princeton's Repository in the Alma context.

See Alma Vocabulary Cheat Sheet for brief explanations of key terms in Alma.

3) How do I search by a non-LC call number, such as one of Special Collection materials?

See Sample Searches no. 11 Special Collections AbID. If the call number is short and giving you many false recalls, you may use the Advanced search.

Alternatively, you may include 852 $k (Call number prefix) value in your search text if such information is available. For example, instead of searching for call number 11352, type in Euro 20 11352

4) How do I browse records by call number?

The Browse Shelf Listing features allows us to browse records by call number and bring them into the Metadata Editor.

The feature is an exact replica of how Voyager browses by call number.

5) I'd like to narrow down my search by journal title, so I select the search index Serial Title in the Advanced search. Somehow it finds nothing even though I am searching a known journal title PUL has. Why?

The search index Serial Title is another misleading choice, which indexes the MARC field 222 according to the Ex Libris search indexes table. Not every serial publication contains that field in the bib record, resulting in incomplete or zero results. See the example below.

Serial title	No records were found by serial title search
Title	Three journal titles found by title search

One workaround is to choose Title - Starts with (or another operator that best suits your search criteria), and, in the results display, select the facet Journal to filter the list.

6) I found the title I am looking for by an Order Lines search. What is the quickest way to bring the bib record into the Metadata Editor?

One way is to copy the MMS ID of the title and conduct a new All Titles search. Here is an alternative method to try.

Click on the hyperlinked title in the Order lines search result, and you open Purchase Order Line Details.
If the details page takes up the entire webpage, press Ctrl + minus to zoom out until the page splits into two panes.
Click on the hyperlinked title in the narrow pane on the right side. This takes you to the read-only Record View of the bib record
Press Edit or Push to MDE

Now you will be able to edit the bib.

To recover the page to a larger font size, press Ctrl + 0 (zero) to return to the default setting or Ctrl + plus to zoom back in.

Metadata Editor

1) How do I select multiple fields at a time?

Hold the Ctrl key down while you click on the fields of interest one by one

See Edit Fields or the tutorial video Edit Fields in the Metadata Editor: Basic Operations

2) What can I do if a record I intend to edit is currently locked in someone else's MDE? The record header displays View Only - locked by [the Princeton ID of another cataloger].

The plan is to configure Alma so that records will be unlocked after X number of hours has elapsed since an Alma user exits the MDE. We will update the answer when the configuration has been finalized.

See Save and Release Records - Unlock by the system

3) How do I release multiple records from the MDE at once?

You can use the Release displayed records in list (Icon no. 7 in the Left Pane) button. Note that this action does not save the latest changes you've made to these records before releasing. See more in Release all

4) How do I know when a new record becomes permanent in Alma?

A newly created or imported record is added to Princeton's Repository after the record has been Saved (Ctrl+S) or Saved and Released (Ctrl+Alt+R). The key signal is the presence or absence of the badge in the record header. You can also identify a record that has been saved to the repository because it contains an 001 field with the MMS ID. This topic is discussed in Module 3.

See Save and Release Records and click to display the answer to the question Has the record (or its current version) been saved into Princeton's Repository

The question is also addressed in Quiz no. 9 & 10 of the tutorial video The Metadata Editor: Orientation

5) I have retrieved a WorldCat record to overlay an Alma record, but realize that this is a wrong choice. How can I recover the original Alma record?

If you have performed Copy & Merge but have not saved the merged version to Princeton's Repository, you may apply the menu option Reload Original Record; otherwise apply View Versions to restore.

See detail in Import OCLC Records Into Alma. View Versions is also explained in Save and Release Records

6) How can I prevent a skeleton record from being exported to OCLC?

In Voyager we used to check or uncheck the OK to export box. In Alma the equivalent choice is controlled under the menu option Record Actions > Set Management Tags > Export to WorldCat > Don't Publish or Publish Bib.
Alternatively, Alma allows us to define brief levels as a threshold to prevent skeleton records from being exported to WorldCat. The "Brief Level" is a feature custom to Alma and is not the same as the Encoding Level in the LDR of the bib record. Please stay tuned for updates once configurations and default choices are finalized.

7) How do I enter diacritics and symbols in the Metadata Editor?

As of July 2021 we have macro books version A and B available for testing. You are welcome to download them and test. Feedback is appreciated!

We do recommend using Connexion Client for heavy editing of diacritics and symbols.

8) I don't have the privilege to delete a bib/holdings record that needs to be deleted. What shall I do?

Suppose your unit has a designated person to delete records, select the menu option Record Actions > Assign Record to Another Cataloger. Click on the target name, leave a note, and press Assign To

This operation is covered in Cataloging & Inventory Management Training Module 3: Cataloging, Part 2 Slides no 46-47

See Suppress or Delete Bib Records

9) I'd like to contact the person who has last touched and saved the record I am opening in the MDE.

This is actually best done from repository search results view.

While the record is open in the Main Pane of the MDE, select the menu option View Related Data > View in Search (Ctrl+Alt+V)
The record displays in repository search results view.
Click on the hyperlinked title and you enter Record View
Click on the icon located at the far right of the page
In Last updated by click on the contact icon at the end

If the record has last been touched by an individual, not System, you will see the cataloger's name and email address.

See Save and Release Records > View Versions for Previous versions vs. Current version

In addition, you may retrieve the change history of item and holdings records under the History tab in Physical Item Editor.

10) How do I catalog bound-with materials?

The instruction is provided under Resource Description >...> Local Procedures > Bound-with cataloging

Connexion Client

1) I am new to Connexion Client. How do I set it up?

Please visit Resource Description > Cataloging and Metadata Services > OCLC

Here is a cheat sheet of screenshots you can copy to various tabs under Options. You will need to obtain passwords offline from your supervisor or the designated LIT staff, though.

2) Do I use PUL or NjP in the subfields of 040?

PUL: the OCLC member symbol of the Princeton University; for use in the 040 field in Connexion Client.

NjP: the MARC organization code of the Princeton University; for use while you are creating/editing records in the Alma MDE.

Having NjP in 040 $c or $d in Connexion triggers validation error messages about invalid code

040 occurrence 1, $c occurrence... - invalid code

040 occurrence 1, $d occurrence... - invalid code

You will not be able to Update Holdings (F8) or Replace Record (Alt+F10) until the code is changed to the correct symbol, PUL.

However, use $5 NjP for copy-specific fields whether you are in Connexion Client or in Alma.

3) If a record requires major editing, I am required to edit it in Connexion Client, correct?

You can use the MDE as long as it is adequate for your editing work. There are a few advantages with Connexion Client, though.

Diacritics: Connexion offers steady support for inputting diacritics (menu option Edit > Enter Diacritics, or Ctrl+E, or toolbar button )

Non-Roman scripts: Editing records with non-Roman scripts in parallel fields is straightforward and less prone to linking error (PUL receives regular reports of records that were exported to OCLC but rejected, and invalid linking data has been a common cause)

Speed: Being client-based, Connexion responds faster than the Web-based Metadata Editor

Tools: Connexion offers features such as Constant Data and Text Strings to speed up cataloging

Authority work: You may populate an authority record from a name heading in the bib by macros and again increase accuracy and speed

Validation: Records that have passed validation (menu option Edit > Validate, or Shift+F5, or toolbar button ) in Connexion Client will not be rejected by OCLC, contributing to a more accurate reflection of PUL's holdings in WorldCat. It will cut down the number of records flagged by OCLC, which we have distributed monthly since August 2020 for help with correction and re-exporting.

4) My existing local bib contains some rich data not found in the WorldCat record. I'd like to protect those fields in the overlay process. How do I do that?

This is a frequent scenario for records for non-Roman materials, Special Collection materials, and special-format materials. The MDE Copy & Merge operation will wipe out 880 non-Roman fields and other fields such as 034 and 255 already in the so-called short bib. To protect the data, you can bring the record from Alma into Connexion Client for easy copying and pasting.

Configure Connexion Client for Alma to enable moving bib records between Alma and Connexion Client
Bring your local bib from Alma to Connexion Client via Z39.50 connection. The Alma record will be imported as a new Bibliographic Workform in Connexion. (There is no need to save this temporary record.)
Retrieve the WorldCat record
Tile the two records side-by-side (vertically)
Copy and paste the fields you wish to keep from the record in the Workform into the WorldCat record
Edit as you see fit
Save the WorldCat record to Local Save File (F4)

Next, you have two ways to bring the improved record into Alma and overlay the short bib.

Method A

Action > Replace Record (Alt+F10): You have updated the WorldCat record with your editing. (Alternatively, if you press Alt+F11, you both update the record and PUL's holding in WorldCat.)

Switch back to the MDE, follow the Search Resources procedure to overlay the local bib

Method B

Copy the Control Number of the WorldCat record

Switch back to the MDE, follow the steps under From Connexion Client to Alma (Using F5) > Overlay an Alma bib

Method B is recommended if your record contains certain copy-specific fields such as 541...$5 NjP, which will be deleted by the WorldCat.

Inventory

1) I heard that location codes have changed after data migrated to Alma. Where I can find the latest list of location codes?

Library Names and Codes explains how library and shelving location are recorded in Alma. The page also links to a full list of close to 300 shelving location codes, which you can filter by library, change status of location codes, and ReCAP location codes.

2) I have brought a holdings record into the MDE earlier but don't see it listed in the Left Pane. What do I do?

Verify that under the tab Records you have selected the sub-tab Holdings. Bibs and holdings are listed under separate sub-tabs.

See Quiz no. 7 of the tutorial video The Metadata Editor: Orientation or the table that compares Alma and Voyager in Record Actions

3) I have a holdings record open in my MDE? How can I open its item record from here?

You may follow the steps laid out in Open Bib and Inventory Records From Editors:

Select the menu option View Inventory (Ctrl+I) to open Inventory list in the split pane on the right
Select View Item - note that, depending on what privileges you have with the record, the choice may not be immediately visible but hidden under
From the List of Items you can open an item record for editing.

The process accomplishes the same task as the following alternative approach -

Operate View in Search on the associated bib record
Open the List of Items directly from repository search results, and from the list open an item record for editing

4) Is there a keyboard shortcut for the menu option Update from Bibliographic?

There is none displaying in the menu under Record Action > Update from Bibliographic, but Alt+U, a relic of the old MDE, seems to be working still as of 07/19/2021.

5) Can two people edit the same item record at the same time?

The answer is a reluctant yes. Physical Item Editor does not lock a record for editing by a single Alma user like the Metadata Editor does to bib/holdings records. Two people who open the same item record will not receive any alert, can make changes simultaneously, and whoever saves the record later overwrites the editing and saving done by the other.

Visit the History tab to view editing history, listed by the Princeton ID of operators and timestamps, but there is no restore button to recover previous versions.

See Items - Edit > Item records are not locked

6) Does Alma display bib-holdings-item records in a hierarchical view like Voyager does?

We are going to miss the illuminating hierarchical view of the record structure. This means where multiple locations (one holdings record per location), items, and copies are involved, it will be important to adhere to Alma's record structure, and keep track of 852 $t and item copy ID accurately. Without the visual tree structure, and with the limitation of being able to tile only two records in the MDE, we will rely more on those numerical cues to differentiate and select records of interest.

In Alma, search results display hyperlinked Holdings and Items (20 and 21), which mean all holdings and all items of the title respectively. The List of Holdings subsequently links to the List of Items at each location.

When a bib record has more than one holdings record, the hyperlinked Holdings in search results opens the List of Holdings, which, in the case of a sample serial title, shows that a total of 16 items are hold in five locations.

Click on Three dots > View items to open the List of Items held in each location, one location at a time

There is no equivalent tree view in Alma to unfold all items in all holdings.

List of (all) holdings

Alternatively, the hyperlinked Items in search results opens the List of Items, which lists all 16 items of the serial title from various locations.

List of (all) items

7) How do I link a title in Alma to a Figgy item?

You will make two-way linkage between Alma and Figgy by –

copying the MMS ID of the bib from Alma to Figgy, and
copying the ark ID of the digital item from Figgy to Alma

In Figgy

1. Retrieve the digital/scanned resource of interest

2. Under Edit scanned resource, paste the MMS ID of the Alma bib record as Source Metadata ID

3. Copy the arks ID of the digital resource from under Imported Attributes > Identifier, which starts with ark:/

Below is the $u value of the 856 field you will need for the bib record in Alma:

$u https://arks.princeton.edu/[paste in the ark ID]

4. Save along with other choices you've made in Figgy

In Alma

It's a good practice to include the ark ID of the Figgy item in the 856 field of the bib record, e.g.,

856 41 $u http://arks.princeton.edu/ark:/88435/3t945t522

856 42 $3 Table of contents $u http://arks.princeton.edu/ark:/88435/k0698c12k

See also Policy for Decisions Regarding Adding Portfolios to Marc Records for Print Monograph & Ebook Materials

Blacklight Discovery

1) How does one suppress a bib or holdings record so that it does not show in Blacklight?

In the MDE, select the menu option Record Actions > Suppress from Discovery (Alt+Shift+S)

See Suppress or Delete Bib Records and Holdings - Suppress Holdings for detail

2) How long shall I wait to see changes I made to a record in Alma reflected in Blacklight?

Changes are published out of Alma every six hours (4 am/pm and 10 am/pm), with each job taking roughly 4 hours to be reflected in Blacklight. You may expect to see your changes reflected in Blacklight the same day or the next day after you've saved them to Princeton's repository.

3) How do I tell if a record is from Princeton’s repository or one that belongs to one of our ReCAP partners?

The URL of a ReCAP partner’s record contains a SCSB-[number] suffix, e.g., https://catalog.princeton.edu/catalog/SCSB-9719389

In addition, a ReCAP partner’s record does not link to Staff View.

Blacklight can restrict searches to ReCAP partners’ collections by Holding Location codes scsb… in Advanced Search

scsbcul - Columbia University
scsbhl - Harvard University
scsbnypl - The New York Public Library

Work Order

1) I need to send a book to the Preservation and Conservation for repair. What do I do?

Before sending the physical copy to the Preservation and Conservation unit, you will create a work order for it and change its process type to Preservation and Conservation. Check out Placing a work order request for the steps.

Other

1) The text in Alma is in gray. How can I increase the contrast of the page?

You may try Firefox and install the add-on TU lAma. By default it displays text in black. See Firefox User Interface

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