Managing User Notes

The Notes tab of a user contains additional features not available in other Notes tabs in Alma. Both internal and external notes may be added to the user details. The notes created for the various note types (for example, Address, Circulation, Library, Registrar) may be viewed in Alma on the User Notes tab on the Patron Services page and in Primo on the Blocks & Messages page in the My Account tab. (Approved notes are listed below.)

User notes are managed on the Notes tab of the User Details page. They can be added, edited, duplicated, and deleted. If a user has a saved note, a check mark appears in the Notes column on the Find and Manage Users page for that user. When saving external data, a green check mark appears in the External Data column. Notes can also be patron viewable and marked to display when a record is opened (pop-up), if desired by the supervisor.

When creating a patron note, it's essential to maintain professionalism, brevity, and clarity by avoiding certain elements that could detract from the message's purpose. Firstly, personal opinions, patron physical characteristics, or personal biases should be excluded, as they can lead to misunderstandings or be offensive. Additionally, irrelevant information or excessive detail can clutter the note and obscure its main points. Confidential or sensitive information must also be avoided to protect privacy and adhere to data protection standards.

Do not use caps.

Note removal

Notes will be removed or modified by a staff member at the time when the circumstances of the note have changed, i.e.,

• Fines and fees have been paid or waived.
• Addresses have been verified
• Privilege issues have been resolved.

On a twice yearly basis, user notes will be audited and removed, modified, or retained after consultation  with the original note creator or department head. This regular audit of user notes allows the libraries to review and remove unnecessary information, such as old fine disputes, resolved account issues, notes without context, or notes that violate privacy.

Notes available for use are listed below.  Other notes may be approved for use by a supervisor or Patron Accounts Manager.