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    Managing Users

    Translatable
    To manage users, you must have one of the following roles:
    • User Manager
    • User Administrator
    For an in-depth overview of the way in which users are created and managed in Alma, see Overview of User Management in Alma.
    You manage users on the Find and Manage Users page (Administration > User Management > Find and Manage Users).
    Find and Manage Users Page
    The Find and Manage Users page contains tabs (Staff, Public, Contact, and All) that enable you to filter the user list according to user record type. You can also filter the user list using the filter drop-down lists beneath the category tabs, or you can use Find to search for a specific user or group of users.
    The following table describes the columns on the Find and Manage Users page.
    Find and Manage Users Page - Column Descriptions
    Column Name Description
    Name The name of the user. Click this link to open the User Details page (see Editing Users).
    Account Type
    • Internal – A user whose core user details are managed within the system (for example, user name, password, contact information, and so forth).
    • External – Users created by migration from an external system. The core user details are managed in an external system and can be viewed in Alma.
    Record Type
    (shown only in the All tab)
    Whether the user is:
    • Staff
    • Public
    • Contact
    Job Category The user’s job category. For example, Acquisitions Operator, Cataloger, or Manager.
    A user’s job category defines the user’s position in the library. Job categories are collections of role profiles, which are in turn collections of roles. Job categories enable you to assign multiple roles to users at once, so that you do not have to configure roles individually for each user (see Configuring Job Categories).
    User Group
    (not shown in the Contact tab)
    The user’s user group, such as Faculty, Patron, and so forth.
    Status Whether the user is Active or Inactive.
    Expiration Date Alma distinguishes between authentication, which is the act of determining if the user is a legal user, and authorization, which is the act of determining what the user may do in the system.
    This field is related to authentication, which is separate from the authorization. Internal users, which are authenticated by Alma, will fail authentication if their account is inactive or has expired. External users (which are authenticated outside of Alma such as by an LDAP system) should be rejected by the authenticating system if they are prevented from using services. If authenticated by the authenticating system, Alma checks for the authorized actions based on the user's role, as described below.
    Authorizations are managed in Alma based on the user's roles. A role, the privileges that it includes, the role's scope, and its expiration date determine a user's authorization for any action. Like any other role, the patron role is used to check a patron's authorization for patron-related actions and services.
    The User Registration Terms of Use (defined on the Fulfillment Configuration Menu > Physical Fulfillment > Terms of Use and Policies page) enables you to configure the Patron Renewal Period policy and other policies associated with how patrons are registered at the circulation desk. For more information, see Configuring Terms of Use.
    After you define the User Registration Terms of Use, assign the Terms of Use per user group on the User Registration Rules page (User Management Configuration menu > Roles and Registration > User Registration Rules). For more information, see Configuring User Registration Rules.
    Blocks
    (not shown in the Contact tab)
    Whether there are any blocks on the user.
    Notes Whether there are any notes for the user.
    Additional user management tasks include:

    Adding Users

    You can add new, internal users from any of the tabs on the Find and Manage Users page. You can edit existing users on the Find and Manage Users page in the relevant tab (Staff, Public, or Contact), or in the All tab.
    Users are normally managed as external users by an external system, such as the Student Information System. The records are then synchronized with Alma using the User integration profile. Internal users can be defined in Alma (using the procedure below) for users that are not managed in any external system. For example, internal users can be defined for community patrons who are not students, or for alumni. For an in-depth explanation of user management in Alma, see the Development Network.
    To add a new user:
    Adding a new user through the User Management > Find and Manage Users menu of the Alma interface adds a user with type Internal (see Find and Manage Users Page - Column Descriptions table above). Passwords are optional for internal users.
    When creating a user account using the Register New User button in Checkout/Checkin > Manage Patron Services screen, it is possible to register external users as well.
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), click Add User.
      • On the All tab, you are prompted to select the record type (Staff, Public, or Contact).
      • On any other tab, the record type is automatically selected according to the tab.
      The following is an example of the Quick User Management page that appears for Staff or Public record types.
      Quick User Management - Staff or Public Record Types
      The following is an example of the Quick User Management page that appears for the Contact record type.
      Quick User Management Page - Contact Users
    2. Enter the following information
      Quick User Management Page Fields
      Section Field Description
      User Information First name (mandatory) The user's first name
      Middle name The user's middle name
      Last name (mandatory) The user's last name
      Primary identifier (mandatory)
      The main identifying string of the user; must be unique across the institution. Used during activities requiring an identifier, such as loans/returns, searching for a user, synchronizing users from an external system, and so forth. For details on identifiers, see https://developers.exlibrisgroup.com...ser-management.
      You may be required to enter a primary identifier in a particular format. See the parameter primary_identifier_regex in Configuring Other Settings.
      Click Generate to create the primary identifier automatically (see Configuring User ID Generation). This option only appears if pin_number_method is enabled; see Configuring Other Settings.
      Title A user title
      PIN number A four-digit number which serves as a password for the user to log on to the self-check machine (SIP2). Manually enter a number or click Generate to generate a PIN number. The PIN number is sent by email.
      PIN number generation is available only if the pin_number_method parameter in the user configuration Customer Parameters mapping table is enabled and set to fourDigit. For information, see Configuring Other Settings.
      Job category The user's position in the library. For example, Cataloger, Circulation Desk Operator, and so forth.
      Each job category contains a profile with roles that are assigned to the user, so that you do not have to configure roles individually for each user.
      Select the job category from the predefined drop-down list. To configure job categories, see Configuring Job Categories.
      Job description A free text description of the user’s jobs, based on their assigned job category.
      Gender The user's gender
      User group
      (not required for Contacts)
      The user's group, if any
      Campus The user's campus
      Website URL The user's website, if any
      Preferred language The language for email correspondences (drop-down list preconfigured by Ex Libris). For email correspondences to be sent in the selected language, the language must be enabled in the InstitutionLanguages Mapping Table. For details, see Configuring Institution Languages.
      Status Active or inactive
      Status date (Edit only) The date of the last change of the user's status
      Birth date The user's birth date
      Expiration date The estimated date when the user is expected to leave the institution. For more information, see Expiration Date.
      Purge date The date on which the user will be purged. For information about purging users, see Purging Users).
      Resource sharing library A resource sharing library responsible for resource sharing requests initiated by this user. To configure resource sharing libraries, see Managing Institutions and Libraries. When more than one resource sharing library is configured, selecting a value causes another Resource sharing library field to appear. You can assign up to five different resource sharing libraries to handle a patron’s resource sharing requests.
      When multiple resource sharing libraries are selected, they appear in the For library field on the Primo Get it tab, according to the ill_item_creation_lib_code value in the Customer Parameters mapping table (see Configuring Other Settings).
      When no value appears in this field, the default library specified in the ill_item_creation_lib_code value is used.
      When modifying this field for an existing user, the new value of the field is not overridden during an SIS/User API update.
      Cataloger level
      The cataloger level
      This field only appears if cataloging permissions are enabled for your institution; see Cataloging Privileges.
      Selected Patron Letters Click to opt the user into or out of notifications. Select or clear the check boxes next to each notification that you want to enable or disable for the user. For more information, see Configuring Library Notices Opt In.
      Send Message
      This drop-down list includes a list of available emails, based on configuration, that can be sent to the patron on demand. Select an email, then click the Send button or, in the case of a General mail, click the Compose button to enter the email text.
      Available letters are:
      • General mail - When selecting General Mail and clicking the Compose button, a pop-up window is displayed to enter a free-form email. Fill out all fields and click Send E-mail.
      • Social Login Mail - An email containing information to activate login to Primo/Alma with a social network is sent to the user. This appears if an integration profile is defined for a social network. The letter code is SocialLoginInviteLetter.

      For more information on integration profile configuration, see Configuring Integration Profiles.

      For more information on the letters, see Configuring Alma Letters.

      Created By (Edit only) The administrator who created this user
      Updated BY (Edit only) The administrator who last edited this user
      User Management Information
      (not required)
      Password A unique identifying string used for logging into Alma and/or Primo (see https://developers.exlibrisgroup.com...ser-management). As long as this password is not changed in the Primo account, it remains valid for both Alma and Primo. You may be required to enter a password in a particular format. See the parameter password_regex in Configuring Other Settings.
      Verify password Re-enter the password
      Force password change on next login Select if the specified user must change their password on the next time they log into Alma (relevant for Alma only).
      Email Addresses Email types Select an email type:
      • Alternative (staff/patron only)
      • Claim (contact only)
      • Order (contact only)
      • Payment (contact only)
      • Personal
      • Returns (contact only)
      • Work
      Email address The user's email address. You may be required to enter an email address in a particular format. See the parameter email_regex in Configuring Other Settings.
      Addresses Address types Select a mailing address type:
      • Claim (staff/patron only)
      • Home
      • Order (staff/patron only)
      • Payment (staff/patron only)
      • Returns (staff/patron only)
      • Work
      Enter the address details in the ensuing fields in this section:
      • Street address - You may be required to enter a street address in a particular format. See the parameters address_lineX_regex in Configuring Other Settings.
      • City
      • State/Province
      • Postal code - You may be required to enter a postal code in a particular format. See the parameters postal_code_regex in Configuring Other Settings.
      • Country
      Phone numbers Phone types Select a phone number type:
      • Claim fax (contact only)
      • Claim phone (contact only)
      • Home
      • Mobile
      • Office
      • Order fax (contact only)
      • Office fax (staff/patron only)
      • Payment fax (contact only)
      • Payment phone (contact only)
      • Returns fax (contact only)
      • Returns phone (contact only)
      Phone number The user's phone number. You may be required to enter a phone number in a particular format. See the parameter phone_regex in Configuring Other Settings.
    3. Select one of the following options:
      • Click Save. The new user is saved and appears on the Find and Manager Users page.
      • Click Save and Continue. The User Details page appears, where you can configure additional user details in the displayed tabs. Continue with step 4.
    4. Add user details as described in each of the following topics:
      • The Identifiers and Blocks tabs are not available for Contact record types.
      • The Fines/Fees tab is available only if the user has been assigned the Patron role (see Managing User Roles).
      • Demerits information for a user is displayed for Alma users with the privilege VIEW_DEMERITS_TAB_PRIVILEGE. This privilege is available in a disabled status for the following roles: Circulation Desk Operator, Circulation Desk Operator - Limited, Circulation Desk Manager, Fulfillment Services Operator, Fulfillment Services Manager, Fulfillment Administrator. To enable this privilege for one of these roles, contact Ex Libris Support.
    5. Click Save. The updated new user details are saved and the Find and Manage Users page appears.
      If you add a user that has the same first name, last name, and birth date as an existing user, a warning message appears.

    Adding User Contact Information

    You can add the following contact information for a user.
    • Addresses – Addresses that may be used for receiving requested materials when selecting the Alternative Address option in the Delivery Location field of the Resource Sharing Borrowing Requests page (see Manually Adding a Request).
    • Phone Numbers – For Contact record types, at least one phone number must be added. Phone numbers marked as Preferred SMS when editing the phone number receive SMS notifications.
    • Email Addresses – For Staff and Public record types, at least one email address must be added. Email addresses are used for receiving Alma notification letters (see Configuring Alma Letters).
    When adding user contact information, you can indicate that a specific phone number, address, or email address is Preferred, meaning that it is to be used as the system default. However, in some patron notification scenarios, you can select a phone number, address, or email address that is not the Preferred setting.
    The Actions menu on each line of contact information enables you to edit, delete, or duplicate the line of information.
    To add contact information for a user, click the Contact Information tab on the User Details page and follow the procedure described below.
    User Details Page — Contact Information Tab
    To add contact information:
    1. In the Contact Information tab, click Add Address, Add Phone Number, or Add Email Address. The relevant dialog box opens.
    2. Enter the contact details, as required.
      Note that the Start date and End date are for informational purposes only. The Start date is the date from which the address is relevant and the End date is the date after which the address is no longer relevant. To change these dates, click in the box and select a new date from the Calendar pop-up window.
      When working with an external user, the Add as an external check box displays. Select this option to add the contact information as external data which is overwritten during SIS synchronization. If you do not select this check box, the contact information is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    3. Save the details to the Contact Information tab as follows:
      • Click Add to save the details and add additional entries.
      • Click Add and Close to save the address details and exit the dialog box.
      When saving external data, a green check mark displays in the External Data column.

    Adding User Identifiers

    The Identifiers tab is not available for Contact record types.
    In addition to a user’s user name, identifiers can be associated with a user, such as a student ID, barcode, a link to a photograph of the user, and so forth.
    The Actions menu on each line of identifier information enables you to edit, delete, or duplicate the line of information.
    To add identifiers for a user, click the Identifiers tab on the User Details page and follow the procedure described below.
    User Details Page — Identifiers Tab
    To add identifiers:
    1. On the Identifiers tab, click Add Identifier. The Add Identifier dialog box appears.
      Add Identifier Dialog Box
    2. From the Identifier type drop-down list (preconfigured by Ex Libris staff), select the required identifier type.
    3. In the Value field, enter a value for the identifier. If configured, the identifier value may be validated against a predefined format (preconfigured by Ex Libris staff). Note that the identifier value must be unique across the institution.
    4. Enter a note for the identifier in the Note field, as needed.
      When working with an external user, the Add as an external check box displays. Select this option to add the identifier as external data which is overwritten during SIS synchronization. If you do not select this check box, the identifier is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    5. Save the identifier to the Identifiers tab by choosing one of the following options:
      • Click Add to save the identifier details and add additional identifiers.
      • Click Add and Close to save the identifier details and exit the Add Identifier dialog box.
    • The uniqueness of the identifiers in dependent on the way in which the institution has defined this uniqueness.
    • When saving external data, a green check mark displays on the in the External Data column.

    Adding Notes to Users

    You can attach internal or external notes to the user details in the Notes tab. The notes entered for the various note types (for example, Address, Circulation, Library, Registrar) are displayed in the User Notes tab on the Patron Services page (see Patron Services Page – Loans Tab in Managing Patron Services), and in Primo, on the Blocks & Messages page in the My Account tab.
    The arbitrary order in which the notes are displayed in the User Notes tab on the Patron Services page cannot be controlled.
    The Actions menu on each line of notes enables you to edit, delete, or duplicate the note.
    To add notes for a user, click the Notes tab on the User Details page and follow the procedure described below.
    User Details Page — Notes Tab
    To add notes:
    1. In the Notes tab, click Add Note. The Add Note dialog box is displayed.
      Add Note Dialog Box
    2. Enter the text for the note in the Note field.
    3. From the Type drop-down list (preconfigured by Ex Libris staff), select a note type. Note that the types of notes are for informational purposes only and do not serve a functional purpose in Alma.
    4. Select User viewable to enable the indicated user to view the note.
      When working with an external user, the Add as an external check box displays. Select this option to add the note as external data which is overwritten during SIS synchronization. If you do not select this check box, the note is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    5. Save the note to the Notes tab as follows:
      • Click Add to save the note details and add additional notes.
      • Click Add and Close to save note details and close the Add Note dialog box.
      When a note has been added via the Notes tab, a check mark is displayed in the Notes column on the Find and Manage Users page for the relevant user.
    When saving external data, a green check mark displays on the in the External Data column.

    Blocking Users

    The Blocks tab is not available for Contact users.
    You block users from using library services by adding blocks. Blocks are restrictions to a user’s privileges, indicating that an issue such as fines, outstanding loans, or repeated late book returns are associated with the user. A blocked user is prevented from performing actions on items in the library, such as borrowing, renewing, and so forth. The blocks that can be assigned to a user are configured on the User Block Definitions Mapping Table page (see Configuring User Block Descriptions and Definitions).
    Note that items or users are also blocked based on other conditions; see Confiuring Block Preferences.
    The Actions menu on each line of blocks enables you to edit, delete, or duplicate the block.
    To add blocks for a user, click the Blocks tab on the User Details page and follow the procedure described below.
    User Details Page - Blocks Tab
    To add blocks to a user:
    1. In the Blocks tab, click Add Block. The Add Block dialog box appears.
      Add Block Dialog Box
    2. From the Block description drop-down list (preconfigured by Ex Libris staff), select a block.
    3. Enter a note for the block in the Note field, as needed.
      When working with an external user, the Add as an external check box appears. Select this option to add the block as external data which is overwritten during SIS synchronization. If you do not select this check box, the block is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    4. Save the block to the Blocks tab:
      • Click Add to save the block details and add additional blocks.
      • Click Add and Close to save block details and close the Add Block dialog box.
      When a block is added using the Blocks tab, a check mark appears in the Blocks column on the Find and Manage Users page for the user.
    When saving external data, a green check mark appears in the External Data column.

    Assigning Fines and Fees to Users

    The Fines/Fees tab is available only for users with the Patron role.
    The Fines/Fees tab enables you to levy fines and/or fees on users.
    User Details Page - Fines and Fees tab.png
    User Details Page - Fines/Fees Tab
    The Fines and Fees Summary area shows details of the fines and fees levied against the user, including the active, disputed, and transferred balance information.
    The Fines and Fees Details area lists transaction details of the fines and fees levied against the user.
    Alma enables you to update the institutional bursar, on a regular basis, with the user fines and fees managed by the system. To enable communication with the bursar, you must configure a Bursar external system profile in Alma. For details, see Bursar Systems.
    The Actions menu on each line of blocks enables you to waive or dispute a fine or fee (see Waiving and Disputing User Fines or Fees). To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/fee is configured as waivable on the Fine Fee Type Definition Mapping Table page (see Configuring Fines/Fees Behavior).
    A user can pay fines or fees at any circulation desk that has been set up to receive payments. For more information regarding processing the payment of fines and fees, see Receiving Payment for Fines and Fees.
    When paying or waiving a fine or fee, the transaction creator is the circulation desk (indicated in the Currently at: field at the top of the page). If no circulation desk indicated in this field, the transaction creator is indicated as Not at desk.
    You can link a fine/fee to a specific item, either when creating the fine/fee or after the fine/fee already exists (see To link an existing fine/fee to an item below).
    For more information assigning a fine/fee to a specific item, see the Link Fee to Inventory video (2:56 mins).
    To add fines and fees:
    1. In the Fines/Fees tab, click Add Fine or Fee. The Add Fine or Fee dialog box appears.
      Add Fine or Fee Dialog Box
    2. From the predefined Fee type drop-down list, select the fine/fee type.
    3. In the Fee amount field, enter the amount of the fine or fee.
    4. In the Item barcode field, browse for the item to which you want to attach the fee, as needed.
      When adding a barcode, the fine/fee is associated with the item specified by the barcode. The item and barcode display on the Fines/Fees tab of the User Details page.
    5. In the Comment field, enter a comment for the fine or fee, as needed.
      If you select the Credit fee type, the Comment field is mandatory; you must enter a reason for the credit in the Comment field.
    6. Save the fine or fee to the Fines/Fees tab as follows:
      • Click Add to save the fine or fee details and add additional fines or fees.
      • Click Add and Close to save fine or fee details and close the Add Fine or Fee dialog box.
      The Active balance is updated with the amount of fines or fees added.
    To link an existing fine/fee to an item:
    1. In the Fines and Fees tab of the User Details page, select Actions > Edit for a Fine/Fee. The Link to Item page appears.
      Link to Item Page
    2. In the Item barcode field, browse for the item to which you want to attach the fee.
    3. Click Link to Item (not shown in the image above). The Title and Item Barcode column values on the Fines and Fees Details page update accordingly.
      Fines and Fees Details – Updated Item

    Waiving and Disputing User Fines or Fees

    Existing fines or fees may be waived or disputed. To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/fee is configured as waivable on the Fine Fee Type Definition Mapping Table page (see Configuring Fines/Fees Behavior).
    A disputed fine or fee can be waived or restored. Note that a waived fine or fee cannot be restored.
    Note that when a fine or fee has not been paid, waived, disputed, or exported to the bursar system, it has an Active status. Performing one of these actions will change the status.
    To waive fines in bulk, see Waiving Fines in Bulk.
    User Details Page - Fines/Fees Tab
    A disputed fee:
    • is not included in the user’s Active Balance
    • is not displayed on the list of fines in Primo
    • is not factored when invoking a block based on the amount due.
      For example:
      • A patron cannot borrow items when the amount they owe is $100 or greater
      • The patron owes $100, but has disputed $20 of that amount
      • Alma views the patron as owing $80, and the block is not invoked
    For details on configuring user blocks, see Blocking Users.
    To waive a fine or fee:
    1. In the Fines/Fees tab, do one of the following:
      • Select the check boxes in the Fines and Fees Details area of the fine/fee you want to waive and select Waive > Execute beneath the table.
      • Select Actions > Waive for the fine/fee that you want to waive.
      The Waiving Fine/Fee page appears.
      Waiving Fine/Fee Page
    2. Enter the amount of the fee you want to waive in the Fee amount field.
    3. From the Waiving reason drop-down list (predefined by a system administrator—see Configuring Reasons for Waiving Fines/Fees), select a reason for waiving the fee.
    4. Enter any text/comment for waiving the fine or fee in the Comment field.
    5. Click Waive. The Waive Confirmation dialog box is displayed.
    6. Click Confirm. The amount that is waived is deducted from the amount of the fine or fee (in the Original Amount column), and the balance owed for the fine or fee in the Remaining Balance column is reduced. The balances shown in the Fines and Fees Summary area for Active balance and Disputed balance are updated accordingly.
      To view the transactions for any fine or fee, click the amount link in the Remaining Balance column. The Fine/Fee Transaction Listpage opens.
      If a lost item is waived, there is no reduction in the Remaining Balance value. Rather, the waived amount is displayed as a credit.
    7. Click Back to return to the Fines/Fees tab of the User Details page.
    To dispute fines or fees:
    1. Select Actions > Dispute for the fine or fee that you want to dispute.
      The Dispute Fine/Fee page is displayed.
      Dispute Fine/Fee Page
    2. Enter any text/comment for disputing the fine/fee in the Comment field.
    3. Click Dispute. The Dispute Confirmation dialog box is displayed.
    4. Click Confirm. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are updated accordingly.
    To restore fines or fees:
    1. Select Actions > Restore for the fine or fee that you want to restore.
      The Restore a Fine or Fee page appears.
      Restore a Fine or Fee Page
      Only fines or fees that are in dispute can be restored.
    2. Enter any text/comment for restoring the fine or fee in the Comment field.
    3. Click Restore. The Restore Confirmation dialog box is displayed.
    4. Click Confirm. The original amount of the fine or fee (in the Original Amount column) is restored, and the balance owed for the fine or fee in the Remaining Balance column is adjusted accordingly. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are also updated.

    Working With User Statistics

    You can attach additional statistical information to a user record. The statistical information can then be used in Analytics reports. You configure statistical categories in the User Management configuration area (see Configuring Statistical Categories).
    To add a statistical category:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), select Actions > Edit for a user and click the Statistics tab. The Statistics tab page on the User Details page appears.
      User Details Page – Statistics Tab
    2. Click Add Statistic. The Add Statistic dialog box appears.
      Add Statistic Dialog Box
      When working with an external user, the Add as an external check box displays. Select this option to add the statistical category as external data which is overwritten during SIS synchronization. If you do not select this check box, the statistical category is added as internal data and is not overwritten during SIS synchronization. For more information, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis.
    3. In the Category Type field, select a category type. Category types are predefined by a system administrator in the StatisticalCategoriesTypes Mapping Table page (see Creating Statistical Category Types).
    4. Select a category from the Statistical category field, and add a note in the Note field if needed. Statistical categories are predefined by a system administrator in the Statistical Categories context of User Management Configuration (see Configuring Statistical Categories).
    5. Choose from the following options:
      1. Click Add to add the category to the Statistics tab and keep the dialog box open to enable adding another category.
      2. Click Add and Close to add the category to the Statistics tab and close the dialog box.
    When saving external data, a green check mark displays on the in the External Data column.

    User Attachments

    Attachments appear in a table on the Attachments tab. You can add attachments for a user in the Add Attachment section, located beneath the table.
    The Actions menu on each line of attachments enables you to view (XML-formatted files only), edit, delete, download, or resend the attachment.
    To add an attachment for a user or resend an attachment to a user, click the Attachments tab on the User Details page and follow the procedure described below.
    User Details – Attachments Tab
    To add an attachment:
    1. Click (Browse) in the File name field and select a file, or enter the URL of the attachment in the URL field.
    2. Add a note in the Notes field, as needed.
    3. Click Add Attachment. The attachment is displayed in the list of attachments on the Attachments page.
    These attachments are not sent to the user; they are simply appended to the user’s record for reference.
    To resend a patron notification attachment:
    If a patron states that they did not receive a notification email that was sent by Alma, you may resend an attachment to the patron's preferred email address.
    The code table for customizing the resent letter is accessible from Administration > General Configuration> Configuration Menu > Letter Emails > Resend Notification Letter. The XSL is accessible from Administration > General Configuration > Configuration Menu > Customize Letters > ResendNotificationLetter.xsl
    For more information, see Configuring Alma Letters.
    1. For any attachments that were sent, you can select Actions > Resend Notification to resend the notification
      Alma resends the email to the patron’s preferred email address. The status appears in the upper left-hand portion of the page.

    Adding Proxy Users

    You can define a proxy user that can perform loans and returns on behalf of a patron. Proxy users are configured on the User Details page, via the Proxy For tab. Requests must be handled by the patron and cannot be handled by proxy users.
    Any user can be a proxy user, but the user for whom you are performing actions must be a Patron.
    To add a proxy user:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), select Actions > Edit for the user that is to be a proxy user.
    2. Click the Proxy For tab. The following page appears:
      User Details – Proxy For Tab
    3. In the Proxy for field, enter or select the patron for whom you want the current user to be a proxy.
    4. Click Add User.
    5. Click Save. The user for whom the current user is a proxy displays in the table in the Proxy section.
      User Details – Proxy For Tab With Results
    To loan or return an item on behalf of another user:
    1. From the Patron Identification page (Fulfillment > Checkout/Checkin > Manage Patron Services), enter or select the ID of the user acting as a proxy and select Use proxy.
    2. Click Go. The Proxy for field appears, with a drop-down list of patrons for whom the current user is a proxy user.
      Patron Identification Page with Proxy Patrons
    3. Select the relevant patron from the Proxy for field, and click Go. The Patron Services page appears, with the Loans and Returns information for the patron on whose behalf services are being managed.
      Loans Tab for Patron
      This user receives email notifications regarding actions taken on his/her behalf.

    Adding User Pictures

    You can add a user's picture to the User Details page. The image must be located on a Web-accessible directory of a designated server defined in the Mapping Table (see Configuring Other Settings). You use an identifier to link the user’s details to the image (see Adding User Identifiers).
    The URL leading to the directory on the server where images are stored must be entered in the photo_server_url parameter of the Mapping Table where the designated server is defined. You must have the appropriate role to configure mapping tables.
    You must configure the photo_suffix parameter with the file extension for user images to ensure that the picture appears properly (see Configuring Other Settings).
    To add a user picture:
    1. Copy all the images of the users to the directory on the web server where they are to be stored.
      The procedure described in the next step is usually performed by a user with permissions to configure the Mapping Table. You do not have to perform this step for each user for which you are adding a photograph. Once the photo_server_url and photo_identifier_type parameter keys are configured, you can skip this step and continue with step 3, since the same parameter keys apply to all users. If you change the location of the directory on the web server where the pictures are stored, you must change the photo_server_url parameter key (see Editing User Pictures).
    2. Configure the Mapping Table with the URL leading to the directory on the Web server where the pictures are stored (see Configuring Other Settings). The following is an example of the Mapping Table page after adding the URL details.
      Mapping Table Page
      • The photo_server_url parameter (indicated in red) is set to the directory in which the pictures are stored. Note that the photo_server_url must end with a forward slash (/).
      • The photo_identifier_type parameter (indicated in blue) is set to Barcode. This parameter is added as an ID type to the Identifiers tab on the User Details page, and its value is the name of the user’s picture that is stored in the directory defined in the photo_server_url parameter.
    3. Click the Identifiers tab on the User Details page. The Identifiers tab appears.
      User Details Page - Identifiers Tab
    4. Click Add Identifier. The Add Identifier dialog box appears.
      Add Identifier Dialog Box
    5. From the Identifier type drop-down list (preconfigured by Ex Libris staff), select Barcode.
      In this example, you select Barcode as the Identifier Type since this is the name given to the parameter defined in step 2. If you use a different value when defining photo_identifier_type, select the value here.
    6. In the Value field, enter the name of the image file.
    7. Enter a note for the identifier in the Note field, as needed. The note added here is displayed when the patron requests an item in Primo.
    8. Save the identifier to the Identifiers tab as follows:
      • Click Add to save the identifier details and add additional identifiers.
      • Click Add and Close to save the identifier details and exit the Identifiers tab.
      The user’s picture appears on the User Details page.
      User Details Page with Picture

    Editing User Pictures

    You edit user pictures in either of the following situations:
    • The Web server, or the location of the folder on the Web server where the pictures of the users are stored, has changed.
      When this occurs, change the photo_server_url parameter in the Mapping Table (see Configuring Other Settings).
    • The user wants to change his/her picture. You can do either of the following:
      • Assign the new picture the same name as the existing picture and copy it to the same directory on the Web server in which all the pictures are stored. This action replaces the old picture. Since the name of the picture is the same, no further action is needed, and the new picture is updated on the User Details page.
      • Copy the new picture to the same directory on the Web server in which all the pictures are stored and edit the value with the new picture name of the Barcode parameter on the user’s Identifiers tab (see Adding User Identifiers).
    For details on the fields that can be edited, see Adding User Pictures.

    Editing Users

    The User Details page enables you to view and edit user information as follows:
    • For internal users, you can edit all user record fields.
    • External users are maintained in an external system, such as SIS (Student Information System). For external users:
      • You can edit only certain fields in the General Information tab of the User Details page.
      • You can add contact information in the Contact Information tab, but cannot edit information there.
      To enable editing other fields of external users, click Open for Update on the User Details page. Click Confirm in the dialog box. Edit the relevant fields and click Save. Note that changes you make to most fields will be lost after the next SIS synchronization job. However, Alma prompts you to determine whether the following fields will be overridden with the next SIS synchronization job: Title, PIN number, Job category, User group, Campus, Preferred language, Resource sharing libraries, Cataloger level, Selected patron letters. (Note that this determination is kept internal and is not externalized in the user record in any way.)
      A User Manager or User Administrator can change an internal user to an external user (and vice versa): click Toggle Account Type at the top of the page while on the User Details General Information tab.
    For an in-depth explanation of internal and external users in Alma, see https://developers.exlibrisgroup.com/alma/integrations/user-management.
    To edit user information:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate a user that you want to edit.
    2. Select Actions > Edit in the row of the user, or click the user’s name. The User Details page appears.
    3. Edit the required information in the General Information tab. For information about most of the fields on this page, see Adding Users.
      The following additional fields/options appear when editing the user:
      • Website URL - The user's website.
      • Status - Whether the user is Active or Inactive.
      • Status date - The date on which the user was registered or the date of the user's last status change.
      • Send Message - Select a message type and click Compose to open the E-mail Message pop-up window, where you can configure an email to send to the user with any questions, issues, or notifications. Fill in the fields and click Send E-Mail.
        E-mail Message Dialog Box
      • Created By - The librarian that created this user
      • Updated By - The librarian that last updated this user
      • Disable all login restrictions - Select to disable login restrictions by IP range. For more information, see Security.
      • User Roles - See Adding Roles to Users
    4. To distribute a user from the Network Zone to the network’s member institutions: click Save and Distribute at the top of the User Details page and click Confirm in the confirmation dialog box. The user is distributed to the Network Zone’s member institutions.
    5. Edit the information in the following tabs:
    6. If the user has the Patron role, click the Manage Fulfillment Activities link to access the Patron Services page. For details on patron services, see Managing Patron Services.
      A user with the Circulation Desk Operator role who is logged into a circulation desk can view and edit the Patron Services page. All other users can only view this page.
      Click Back to close the Patron Services page and return to the User Details page.
    7. Edit (change) the user picture as required, as described in Editing User Pictures.
    8. Click Save. All changes are saved, and you return to the Find and Manage Users page.
    If the patron has a social account attached, a button displays at the top of the page while on the User Details General Information tab, Detach from Social Account. Click this button to disassociate the social login from the patron.

    Deleting Users

    You can delete users from the system if they do not have the following:
    • A balance due on their account
    • Outstanding loans
    • Assigned PO lines, POs, or invoices
    • Locked bibliographic records
    • Assigned import profiles
    To delete a user:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user whose details you want to delete. You can navigate the list of users, and you can search for users using the filter options on the page tabs or using the Find box.
    2. Select Actions > Delete for the user you want to delete.
      • If the user can be deleted (see above conditions) a confirmation dialog box appears. Click Confirm. The user is deleted from the Find and Manage Users page.
      • If the user cannot be deleted (see above conditions) a message such as the following User Deletion Management appears.
        User Deletion Management Dialog Box
        Choose one of the following options:
        • Cancel – The deletion request is canceled.
        • View User (applicable only when fines/fees are attached to the user) – The User Details page appears, enabling you to edit the user details (see Editing Users), including the fines and fees. If during the edit process the user’s account balance is reduced to zero, you can delete the user by selecting Actions > Delete.
        • Waive Fees – The fees are waived (see Waiving and Disputing User Fines or Fees) and a confirmation dialog box appears, where you can confirm that you want to delete the user.
        • Notify User (applicable only when fines/fees are attached to the user) – An email (User Deletion Letter; see Configuring Alma Letters) is sent notifying the user that there is a balance due on the user’s account. A copy of the email is added to the Attachments tab (see User Attachments) on the User Details page.

    Deactivating Users

    You can deactivate users that you no longer want to access Alma. Deactivated users are not removed from the system. You can restore the user’s access to Alma by reactivating the user, as needed.
    To deactivate and activate a user:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user whose details you want to deactivate or activate.
    2. Select Actions > Deactivate or Actions > Activate, as needed, for the relevant user, and click Confirm in the confirmation dialog box. The user is deactivated or activated, and the relevant word (Inactive or Active) appears in the Status column for the user on the Find and Manage Users page.

    Distributing Users

    You can distribute a user to all member institutions implementing a Network Zone. For more information, see Distributing Users Across a Network Zone. For additional user sharing options in a fulfillment network, see Linking Users in Fulfillment Networks.

    Unlocking Locked-Out Users

    Users that have entered their password incorrectly five consecutive times are locked out of Alma. You can unlock users to re-enable them to log in to Alma.
    To unlock users:
    1. On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user you want to unlock by selecting Locked out from the Status filter. The locked-out users appear.
      Locked Out Users
    2. Unlock the user in one of the following ways:
      • Select Actions > Unlock for the locked out user.
      • Select Actions > Edit for the locked out user and click Unlock.