StaffGuide: Cataloging and Acquisitions

Batch Location Updates in Alma from a List of Barcodes

This is the preferred method for location changes. It will update only the items in your set. Note that if you change the location of the last item in a location, Alma will delete the associated holdings record. You can prevent this by attaching a dummy item record to the holdings or, for currently received serials, creating expected issues. The presence of a PO line will also retain a holdings record.

  1. Create spreadsheet with barcodes to update to a single location. Add header row “Barcode.”
  2. Open Admin Manage Sets in Alma. Select Public sets and Add an itemized set.

Batch Holdings Update Screenshot 1

 

 

 

 

 

 

 

 

  1. Give the set a name.
  2. Set content type to Physical Items.
  3. Provide description for what the set is for.
  4. Add contents from file to set.
  5. Save.

Batch Holdings Update Screenshot 2

 

 

 

 

 

 

 

 

 

  1. Return to Admin -> Manage sets -> Public sets. View members in the set and Confirm the number of items matches in the set and on the spreadsheet.
  2. Go to Admin -> Run a Job. Filter by type: Information Update. Select job Change Physical Items Information, then click Next.

Batch Items 1

 

 

 

 

 

 

 

  1. Select set to run job on.

Batch Items 2

 

 

 

 

 

 

 

  1. If this is a permanent transfer, check the box by Permanent Location and choose from the dropdown.

Batch Items 3

 

 

 

 

 

 

 

 

 

  1. If this is temporary transfer, check the following two boxes:
    1. Set item temporary indication to:  and select Yes
    2. Temporary Location, and choose from the dropdown
  1. If wanted, select a Due back date or other temporary options.

Batch Items 4

 

 

 

 

 

 

 

 

  1. Click Next to review your changes
  2. When all is correct, Submit
  3. Admin ->Manage Sets to view updates.
  4. Delete set when job is complete.

 

Use this method only when you know that you are moving every volume in the affected location(s), as this process will update all the attached items, regardless of whether they are in your set or not.

  1. Create spreadsheet with barcodes to update to a single location. Add header row “Barcode.”
  2. Open Admin Manage Sets in Alma. Select public sets and add an itemized set.

Batch Holdings Update Screenshot 1

 

 

 

 

 

 

 

 

  1. Give the set a name.
  2. Set content type to Physical Items.
  3. Provide description for what the set is for.
  4. Add contents from file to set.
  5. Save.

Batch Holdings Update Screenshot 2

 

 

 

 

 

 

 

 

 

  1. Return to Admin -> Manage sets -> public sets. View members in the set and Confirm the number of items matches in the set and on the spreadsheet.
  2. Go to Resources -> Metadata Editor -> Rules -> Normalization.
  3. Under shared, select your existing norm rule (e.g., “Change Holdings Library and Location-SPCO”) and edit it as needed.
  4. For instance, in the following change “library” to SPCO and “location” to updated location (e.g., SPCOSTORA); update replace contents lines as needed. Save. Alternately, you can copy an existing rule, save it with a new name, make your edits, and save it again when finished.

Batch Update Holdings Screenshot 3

 

 

 

 

 

 

 

  1. Go to Configuration ->Resources ->Cataloging->Metadata configuration->Active profiles, select Marc 21 holding.

Batch Update Holdings Screenshot 4

 

 

 

 

 

 

 

 

  1. Select the Normalization Process tab.
  2. Confirm the process you want to use exists and is correct.

Batch Holdings Update Screenshot 5

 

 

 

 

 

 

 

 

  1. If a new process needs to be added, click Add Process.
    1. Business Entity=holdings
    2. Next -> Add task->MarcDroolNormalization
    3. Next; Select Drool File Key and Save.
  2. Select ellipses for correct normalization process; edit
  3. Task list tab to confirm what task is going to run. Save.
  1. Go to Admin ->Run a Job; filter by type: information update. Select job to run (Change Holdings Information); Next.

Batch Update Holdings Screenshot 6

 

 

 

 

 

 

 

 

  1. Select set to run job on.
  2. Set task parameters: correct the data using normalization processes and select appropriate rule; tag records for publishing; Next.

Batch Holdings Update Screenshot 7

 

 

 

 

 

 

 

 

  1. Submit.
  2. Admin ->Manage Sets to view updates.
  3. Delete set when job is complete.