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    User Details Configuration

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    Configuring User Groups

    To configure user groups, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    Associating a user with a user group, such as Alumni, Faculty, or Staff, enables you to apply specific rules to the user, based on the group with which the user is associated. For example, a user in the Faculty group may be able to borrow a book for two weeks, whereas a user in the Alumni group may be able to borrow the same book for one month.
    After you define user groups, you define the user record type(s) for each group. For information on this subsequent step, see Configuring User Record Type/User Group Sets.
    The defined user groups appear in all User Group drop-down lists in Alma, in the same order in which they are listed on the User Groups code table.
    You configure user groups from the User Groups code table (Administration > User Management Configuration > Configuration Menu > User Details > User Groups). For more information about code tables, see Code Tables.
    User Groups Code Table
    User groups can be configured at the institution level only. Select the required institution from the You are configuring filter on the User Management Configuration page.
    You can add, editor delete user groups. After adding a group, define the user record type(s) for each group. For information on this step, see Configuring User Record Type/User Group Sets.

    Configuring User Record Type/User Group Sets

    To configure user record type/user group sets, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can associate up to three preconfigured user record types with a user group. This means that when a user of the specified record type is created in Alma, the user group options available for selection are dictated by the definitions in this mapping table.
    User groups must be created before record types can be assigned to them. For details on creating user groups, see Configuring User Groups.
    You configure user record types/user group sets on the User Record Type User Group mapping table (Administration > User Management Configuration > Configuration > User Details > User Record Type/User Group). For more information about mapping tables, see Mapping Tables.
    User Record Type/User Group Sets Mapping Table
    You can add, edit, or delete user record/user type group sets. When adding a set, select up to three user record types.

    Configuring User Job Categories

    To configure user job categories, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    A user job category defines the user’s position in the library. Job categories are collections of role profiles (see Configuring 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. You can configure job categories to be assigned when you create a user.
    For example, you can create the Acquisitions Operator job category, and then assign a role profile to the category that contains the Fund Manager, Acquisitions Manager, and License Manager roles. Role profiles are assigned to job categories using the Roles and Registration > Role Assignment Rules option on the User Management Configuration menu (see Configuring Role Assignment Rules).
    Job categories may be either enabled or disabled. By default, all new job categories are enabled. The defined job categories appear in all Job Category drop-down lists in Alma, in the same order in which they are listed on the Code Table page. Only enabled job categories appear in the Job Category drop-down lists.
    You configure job categories on the Job Categories code table (Administration > User Management Configuration > Configuration > User Details > Job Categories). For more information about code tables, see Code Tables.
    Job Categories Code Table
    You can add, edit, or delete user job categories.

    Configuring User Record Types/Job Category Sets

    To configure user record types/job category sets, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    A record type indicates the users for which a job category is available (Staff, Public, Contact). You can associate up to three preconfigured user record types with a job category. A job category is displayed only for the record type for which it is associated. For example, if the Acquisitions Operator role has been associated only with Public users, Acquisitions Operator is displayed in the Job Category drop-down list when you configure a Public user, but not when you configure other types of users.
    You configure user record types/job category sets on the User Record Type Job Title mapping table (Administration > User Management Configuration > Configuration > User Details > User Record Type/Job Category). For more information about mapping tables, see Mapping Tables.
    User Record Type/Job Title Mapping Table
    You can add, edit, or delete user record type/user job category sets at the institution level. When adding a set, select up to three user record types.

    Configuring User Name Display

    To configure user name display, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can configure the way a user name is displayed in each record type. You can also define a separator between the names for each record type.
    The records for which you can change the user name display are predefined. You cannot add or delete records, but you can modify the way each record type displays in Alma.
    The convention for displaying names is:
    {First display name}{separator}{second display name}{space}{third display name}
    Where the display name values can be: firstName, lastName, or middleName
    You configure user name display options on the Display User Name mapping table (Administration > User Management Configuration > Configuration > User Details > User Name Display). For more information about mapping tables, see Mapping Tables.
    Display User Name Mapping Table
    You can edit user name display options.

    Configuring Statistical Categories for Analytics

    To configure statistical categories, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    Users can be added to up to five statistical categories; you define these categories (and assign them to category types) in Alma (see Working with User Statistics) and can then filter users by these categories in Analytics. Configuring statistics is done in the three stages:
    1. Configuring statistical categories
    2. Configuring category types
    3. Configuring statistical categories/types (by assigning the statistical categories to the category types)
    You can create a statistical category to indicate, for example, that a patron is a faculty member. Category types can then be displayed in Alma Analytic reports, which allow you to see user information according to category type. For more information, see Configuring Statistical Categories to Be Displayed in Alma Analytics.
    It is recommended to configure category types before configuring statistical categories (see Creating Statistical Category Types).
    Statistical categories may be either enabled or disabled. By default, all new statistical categories are enabled. The defined statistical categories appear in the Statistical Category drop-down lists in Alma in the same order in which they are listed on the User Statistical Categories code table. Only enabled statistical categories appear in the Statistical Category drop-down lists.
    You configure statistical categories on the User Statistical Categories code table (Administration > User Management Configuration > Configuration > User Details > Statistical Categories). For more information about code tables, see Code Tables.
    User Statistical Categories Code Table
    You can add, edit, or delete a statistical category.

    Creating Statistical Category Types

    To configure category types, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    You can define statistical category types, such as a department, city, and so forth. Statistical categories are then mapped to the configured category types, performed when mapping statistical/category types (see Mapping Statistical Categories to Category Types). You configure statistical category types on the User Category Types code table (Administration > User Management Configuration > Configuration Menu > User Details > Category Types). For more information about code tables, see Code Tables.
    It is recommended to configure statistical category types before configuring statistical categories.
    You can add, edit, or delete category types.
    StatCategoryTypes_MappingTable.gif
    User Category Types Code Table

    Mapping Statistical Categories to Category Types

    To configure statistical categories/types, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    After defining statistical categories (Configuring Statistical Categories for Analytics) and category types (Creating Statistical Category Types), you can map categories to category types. The categories may be then assigned to users, who can be filtered by their category types (see Working With User Statistics). The link in the configuration page to access this feature only appears if at least one statistical category and at least one category type are defined.
    You map categories to types on the Statistical Categories Types mapping table (Administration > User Management Configuration > Configuration Menu > User Details > Statistical Categories/Types). For more information about mapping tables, see Mapping Tables.
    Only statistical categories mapped to category types are available in Analytics (see the Statistical Categories 1-5 entry in User Details).
    To map statistical categories to their relevant category types:
    1. On the Statistical Categories/Types mapping table (Administration > User Management Configuration > Configuration Menu > User Details > Statistical Categories/Types), locate the Create a New Mapping Row section at the bottom of the page.
      StatisticalCategoriesTypes Mapping Table Page
    2. Map a statistical category (configured in the Adding a Statistical Category procedure) to a category type by selecting values in the relevant fields, and click Add Row. The value appears in the Mapping Table Rows section.
    3. Click Save. The statistical categories are matched (mapped) to the indicated category types.

    Configuring User Titles

    To configure user titles, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    Titles for a user record are selected from a configurable list of user titles. Like all other user information, the title information may be received in the SIS feed. The Title information that is received in the feed can be overridden by library, and may also be updated via the Users API. It can also be set by the bulk Users Update job.
    The User Title is included in the XML of the Alma letters, and may be added to the printouts by updating the relevant XSL files.
    In the SIS load, the title will be updated with Import and Synchronize. The title will be retrieved with Export Users.
    The API considers title in the Update, Create, and Get routines. The API also contains an override parameter. If Override=user_title, the title will be updated even if the user is external and the title field is internal.
    The title field is also included in the Update/Notify Users job.
    You configure user titles on the User Titles code table (Administration > User Management Configuration > Configuration Menu > User Details > User Titles). For more information about code tables, see Code Tables. You can add, edit, and delete titles.
    User Titles Code Table

    Configuring Library Notices Opt-In

    To configure library notices opt-ins, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    For patrons who do not want to receive certain library notifications, an administrator can opt these patrons out of these notifications. You can disable these notifications at the individual patron level, or groups of patrons by SIS feeds or bulk user updates, according to library policies. In future releases, Ex Libris will enable the library to allow patrons to opt out of specific notices through the Primo interface, without library intervention.
    You configure which notifications can be opted out of on the Library Notices Opt In mapping table (Administration > User Management Configuration > Configuration Menu > User Details > Library Notices Opt In). For more information about mapping tables, see Mapping Tables.
    The notifications from which a user can be opted out include:
    • Activity Reports
    • Courtesy Letters
    • Loan Status Letters
    • Recall Letters
    • Recall Cancellation Letters
    • Overdue Notices
    The option for receiving a notification may also be updated in the SIS feed or using the Update/Notify Users job.
    To configure which notification can be opted out of:
    1. Open the Library Notices Opt In mapping table (Administration > User Management Configuration > Configuration Menu > User Details > Library Notices Opt In).
      User Title Configuration Table
    2. Select or clear the Enabled check mark to enable or disable the ability of patrons to opt out of a notification. Disabling a row indicates that users cannot opt out of this notification.
    3. Select True or False in the Opt in by default drop down list. This determines whether or not the notice will be sent to patrons by default. All letters initially default to True.
    Changes to the opt-in default automatically affect new users only. To apply the change to an existing user, explicitly mark that patron's record, as described in Managing Users.
    For more information about Library Notices Opt-ins, see the Patron Opt Out for Selected Notices video (2:56).