StaffGuide: Alma / Primo

Patron Requests vs. System Requests

In Alma there are two kinds of requests:

  • patron requests or holds
  • word order processes

Both kinds of requests show up on Alma records as a "request." 

Alma item record showing request link

With the right roles in Alma, you can click the Request # to see the type of request, whether a patron physical request or other work process.

Alma request details

 

Kinds of Work Orders

We are used to patron requests from Sierra but in Alma many processes are treated as "Work Orders" that appear as requests in Alma. 

Work Orders are processes for physical items.  Each Work Order has one or more Work Order Departments associated with it and operators who perform those work order functions. Each Work Order can have multiple statuses as an item moves through the process. See the CARLI System info page on Work Orders.

When an item is in a Work Order process it will show as Not Available in Discovery.

Work Orders / Request Processes at UARK
Work Order / Processes Used For Word Order Department Statuses
Patron Physical Request Items requested by or on behalf of patrons Many; any circ department or request operator can place a request on behalf of a patron

Pickup form Shelf
On Hold Shelf
Transit Marking items as moving from one desk to another Many; any circ or work order department can set an item in transit.  In Transit
Acquisitions technical services Physical items moving through the receiving and cataloging process MAIN Acquisitions Department Copy Cataloging
Original Cataloging
Physical Processing
Problem Shelf
Course Reserves
Rush / Interested Users
Binding Physical items being sent to bindery Binding Department

Bind Prep
To Bind
Cataloging Physical items sent for re cataloging or catalog cleanup or transfer Metadata and Cataloging Department At Cataloging (More expected)
Digitization Physical items sent to Digitization Digital Services Department In Process
Preservation Physical items being evaluated, conserved, or repaired in house Preservation Department Book Press
Being Evaluated
Being Repaired
Temporary Restriction
Selector Review
Unavailable due to Renovation To show items not accessible during renovation in Discovery as "Unavailable" Unavailable due to Renovation Default Department In Process

 

How to view items in Work Orders

In Alma, go to Fulfillment > Resource Requests > Monitor Requests & Item Processes

This will show all items in various request processes.  The default view is only Active request processes but the drop down can be changed to view completed or all. 

Use the filters on the left to isolate items in specific categories:

  • by request/process type
  • by workflow step (for physical item patron requests)
  • by workflow step status (for work orders)
  • by Owner
    • the owner is the desk that initiated the process not necessarily the owner of the item
  • by Pickup Location
    • the pickup location is just that for patron requests but also the destination for the work order item (for example, Preservation Department)

Placing items Into and Out of Work Orders

Patron requests and in transit processes are automated and move through their statuses as they are scanned in at the appropriate desk.

  • Holds are cleared when checked out by the patron or when desk staff  send the item to reshelf from the Expired Hold Shelf page.
  • Transit is cleared when the item is scanned in at the desk for the owning library.
    • Exception: if an item  was not marked "done" out of its previous process, such as acquisitions, it can bounce back and forth in transit until it is finally marked done out of the work order process. 

To put an item into a work process

Individual Items

Be sure your Alma is set to the correct desk.

With the appropriate role of Physical inventor operator or manager

  • Under Fulfillment,Scan in Items, scan the item barcode.
  • On the Item record row, click the ellipses and then Work Order.
  • Choose the appropriate Work Order Process. 
  • Unless you want to create a paging slip for the item, leave the Do not Pick from Shelf checked. 

alternately, change the Process Type in the physical item editor. 

Multiple Items

  • Create a set of the items to be changed and then itemize the set. 
  • Run the Job Create physical item work orders against that set.
  • Chose the work order type and department.
  • Leave the Do not Pick from Shelf checked.
  • Run the job. 

To take an item out of a work process:

Individual Items

When at the appropriate Work Order department in Alma,

  • Under Fulfillment,Scan in Items, scan the item barcode
  • Set Status to Blank and mark the radio button for Done Yes. 
  • Item will be set to in transit to the appropriate circulation desk. 

alternately, change the Process Type in the physical item editor to blank. 

Multiple Items

  • Create a set of the items to be changed and then itemize the set. 
  • Run the Job Change Physical Item Information against that set.
  • Scroll down to find Process Type. 
  • Select the radio button for Process Type and change the drop-down menu to Blank.
  • Review the changes and run the job.