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    Managing Institutions and Libraries

    Translatable
    To manage institutions and libraries, you must have the following role:
    • General System Administrator
    An institution contains libraries, each of which contains locations (such as the circulation desk and the digitization department). Optionally, you can organize your institution by campuses, in which case, the institution contains campuses, which in turn contain libraries, which in turn contain locations. For more information, see Organizational Topologies. To manage campuses, see Configuring Campuses.
    You are assigned a customer code and an institution code from Ex Libris. You configure your own library codes. 
    The Base URL, which appears in the figure below, is your institution-specific domain name assigned to you by Ex Libris. If you are not already using this domain name and want to start using it, see  Configuring Alma and Primo to Use Your Institution-Specific Alma Domain. For general information on Alma domain names, see Your Alma Domain Names.
    You manage institutions and libraries on the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information):
    Organization Unit Details Page
    The Organization Unit Details page contains the following tabs:
    • Summary – Edit the general details of the institution.
    • Libraries – Edit the details of the libraries in the institution.
    • Contact Information – Edit the contact information for the institution, including physical addresses, phone numbers, and email addresses.
    • Calendar Management – Configure the hours during which the institution is open or closed.
    The organizational structure is indicated in the Path column on the Libraries tab/List of Libraries page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information, click the Libraries tab).
    List of Libraries Page
    The Path column contains the customer code, institution code, and library code elements. For example, if your customer code is EXLDEV1, your institutional code is EXLDEV1_INST, and if your library code is UARCV, the path is listed as EXLDEV1.EXLDEV1_INST.UARCV.
    You can configure or manage the following for your institution:
    • General information
    • Library details
    • Contact information
    • Calendar details
    For details on configuring information for a resource sharing library, see Configuring Libraries.

    Editing the Institution Details

    You can edit the name and description of the institution.
    To update this information in Primo, see Configuring the Primo Institution.
    To edit the institution’s details:
    1. On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), in the Summary tab, modify the name (required) and description (optional) of the institution. The code is automatically assigned to you by Ex Libris, as is the Base URL, which is your institution-specific domain name. If you are not already using this domain name and want to start using it, see  Configuring Alma and Primo to Use Your Institution-Specific Alma Domain. For general information on Alma domain names, see Your Alma Domain Names.
      Organization Unit Summary.png
      Organization Unit Details Page
    2. Select Serves Other Institutions if this library will accept pickups/returns at their location for other institutions. See Requesting an Item for Pickup Anywhere in the Network.
    3. Click Save.
    The Serves Other Institutions field is available only for specific configurations such as the Network Zone.

    Managing Library Information

    You can add a library to an institution, or modify the details of the libraries in your institution.
    To update this information in Primo, see Viewing and Exporting the Alma Libraries.
    To add/edit libraries:
    1. On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Libraries tab. The List of Libraries page appears.
      List of Libraries Page (Libraries Tab)
    2. Add, edit, or delete library information using the following procedures:
      • To add a library, click Add a Library. On the Add an Organization Unit page, enter a name, code, and (optionally) description for the library, and click Save. The library code is appended to the path (organizational structure) indicated. For example, if your customer code is EXLDEV1, your institutional code is EXLDEV1_INST, and you have entered UARCV as your library code, the path is listed as EXLDEV1.EXLDEV1_INST.UARCV.
      • To edit a library, select Actions > Edit for the library that you want to update.
        • In the Summary tab, modify the library details as required.
          • Select the following defaults for a library:
            • A default location for acquisitions – The default location in which items/holdings are created when a physical PO line is created for the library. If this is not defined, the item/holdings are not automatically created and must be added manually.
            • A default proxy profile
          • Select the campus to which this library belongs. A library can be associated with only one campus.
          • Expand the Resource Sharing Information section and select Is resource sharing library to designate the library as a resource sharing library. For details on configuring the fields in this section, see Configuring Libraries.
          • If your institution is configured to use Calculate on the Physical Item Editor page to create alternative and temporary item-level call numbers, select the Disable Item Call Number Calculation parameter to restrict library-level prefix matching. Selecting this parameter forces call number calculations to be based on institution-level prefixes/configurations. See Updating Item-Level Information for more information.
        • Click the Contact Information tab to define specific library contact details. See Managing Institution/Library Contact Information for detailed information on this tab.
        • Click the Calendar Management tab to define specific library calendar details. See Managing Institution/Library Open Hours for detailed information on this tab.
        • Click the IP Definitions tab to define the IP range of computers in this library. For more information on the IP Definitions tab, see Managing IP Definitions for a Library.
        Click Save when you are done.
      • To delete a library, select Actions > Delete for the library that you want to delete, and click Confirm in the Confirmation Message dialog box.
        You cannot delete a library if it has circulation desks, service units, or requests associated with it.
    3. Click Save.

    Managing IP Definitions for a Library

    You can add an IP address range to a library or modify a library’s existing IP address range. The range identifies the workstations from which access to the library is permitted, and is used to identify the user's current location when considering resource availability and when configuring holdings by location in a Locations Ordering Profile (see Configuring the Order of Primo Search Results). If the library is associated with a campus, the IP range should fall within the IP range of the campus; see Editing a Campus.
    If no IP ranges are defined, a message "Library is missing IP definition" is displayed. This message is a warning and not an error message.
    To add an IP address range:
    1. On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Libraries tab and select Actions > Edit for a library. The Organization Unit Details page for a library appears.
    2. Click the IP Definitions tab. The IP Definitions page appears.
      IP Definitions Page
    3. Click Add IP Definition. The Add IP Definition dialog box appears.
      Add IP Definition Dialog Box
    4. Select an IP Version from the drop-down list and enter the matching IP address. (Currently only IPv4 is available. IPv6 is under construction.)
    5. In IP Match Criteria, enter the IP range or a single IP address. For example, for an IPv4 range use decimal format A.B.C.D-A.B.C.D, such as 192.1.1.1-192.255.255.255.
    6. Click Add or Add and Close. The new IP range is saved.
      IP Definitions Page with IP Address

    Managing Institution/Library Contact Information

    You can modify the contact details of the institution or a library, including physical addresses, phone numbers, and email addresses.
    To edit contact details:
    1. To edit contact information for an institution, on the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Contact Information tab. The Organization Unit Contact Information page appears.
      Organization Unit Contact Information Page (Contact Information Tab)
      To edit contact information for a library, on the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Libraries tab, click Actions > Edit for a library, and click the Contact Information tab.
    2. Modify the contact information as required.
      • To add an entry, click Add Address, Add Phone Number, or Add Email Address. In the dialog box, enter the information, and click Add to save the information and add an additional entry, or Add and Close to save the information.
        • The address types (Billing, Patron communications, Primary, Shipping) and the email types (which are the same as the address types + Claim response) are for informational purposes only, except in the following cases:
          • The Shipping address type is mandatory for ISO enabled resource sharing libraries. When an ISO request is sent, it includes the Shipping address as the address to which the request should be shipped. The lender, when shipping digitally, ships to this address.
          • When a claim notification is sent to the vendor by email, if the organization unit (owning library) has a Claim Response email type, this email is used in the claim notification email's From address. For detailed information, see Communicating with Vendors.
        • Alma uses the email address that is marked as the preferred email address. 
      • To edit an entry, select Actions > Edit for the entry that you want to update. In the dialog box, modify the information as required, and click Save.
      • To delete an entry, select Actions > Delete for the entry that you want to delete, and click Confirm in the confirmation message dialog box.
      • To duplicate an entry, select Actions > Duplicate for the entry that you want to duplicate, and then edit the entry as required.
    3. Click Save.

    Managing Institution/Library Open Hours

    The following roles can add or edit calendar details:
    • Fulfillment Administrator
    • General System Administrator
    You can configure the hours during which the institution or a library is open or closed. Libraries may inherit events and exceptions from the institution. However, opening hours that are defined at the institution level are not applicable to the individual libraries. Opening hours must be defined separately for each library.
    When you make changes on this page, the changes are applied when the Apply Calendar Changes job runs. You can monitor the Apply Calendar Changes job on the Monitor Jobs page; see Viewing Running Jobs.
    The library opening and closing hours affect loan due dates. They do not have to match the actual hours at which the library is physically open or closed. For example, if a loan should not be issued past 6:00 PM, you can configure the library closing time in Alma to be 6:00 PM even if the library physically closes later in the evening.
    To add/edit calendar details:
    1. On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Calendar Management tab. The Calendar Management page appears.
      Calendar Management Page
      To edit contact information for a library, on the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Libraries tab, click Actions > Edit for a library, and click the Calendar Management tab.
    2. To add an opening/closing time span, click Add Record.
    3. In the Add Record dialog box, in Record type field (required) select the type of operating hours to add:
      • Event – Special dates, such as the end of the year, the end of the semester, or an exhibition. Events appear in the library’s calendar, but do not indicate whether the library is open or closed.
      • Exception – Exceptions for open/closed dates and times, such as holidays
      • Standard Operating Hours – Regular dates and times during which the library is open, based on a day of the week
        Add Record Dialog Box
      You can only define one Standard Opening Hours for a given time period. To define alternative opening hours for specific days, such as holidays, you must define Open/Closed Exception records. For example, if the library is generally open on Mondays from 9:00-19:00, but on the first Monday in July there is a national holiday and the library is open only from 12:00-17:00, you can define two Closed Exception records for this day, one for 9:00-12:00 and the other for 17:00-19:00.
    4. Enter the following details:
      • When defining an event record:
        • Whether the event recurs
        • The recurrence type, such as weekly or yearly – for recurring events only
        • The day of the week – for recurring events only (required)
        • A description of the event (required)
        • The date on which the record is valid (required)
        • The time of the event
        • The date until which the record is valid – for recurring events only
      • When defining an exception record:
        • The status, such as, open or closed (required)
        • The day of the week
        • A description of the exception (required)
        • The dates between which the record is valid (required)
        • The hours for which the record applies
      • When defining a standard operating hours record (all fields are required):
        • The day of the week to which the record applies
        • The hours for which the record applies
      To extend the "valid to" date for Standard opening hours, select Actions > Edit and click Save without making any changes. The "valid to" date is automatically set to the current date + 3 years.
    5. Click Add and Close. A new record is added to the list of records in the Calendar Management tab.
    6. To edit a calendar record, select Actions > Edit for a record. The Calendar Management page opens, where you can modify the fields described in step 4, above.
      When editing a calendar record, you cannot modify the Record type value.
    7. To delete a calendar record, select Actions > Remove for a record, and click Confirm in the Confirmation Message dialog box.
    8. When you are done adding or editing all records, click Apply Changes.
    9. Click Save.
      To apply the changes, you must click Apply Changes (once to cover all changes). The changes are applied by the Apply Calendar Changes job (see Viewing Running Jobs).
      If you have configured overdue fine policies that take open days into account (whose Unit of measurement is either Open Days, Exact Open Days, or Open Hours), changing a library’s open/closed hours retroactively may affect fines that have accrued for overdue items.
    To view hours and events in calendar form:
    Click Full Calendar. A calendar appears. You can view a specific day, week, or month: click the miniature calendar on the left and the day, week, or month appears in the large calendar. Events and closed hours appear highlighted on the calendar.
    Click Back to close the calendar.

    Configuring Relationships Between Libraries

    To configure relationships between libraries, you must have the following role:
    • General System Administrator
    For information on configuring relationships between libraries, see Configuring Fulfillment Relationships.

    Managing Campuses

    To configure campuses, you must have the following roles:
    • General System Administrator
    An installation can be divided into libraries, into campuses that contain libraries, or both. This section describes how to manage campuses, including:
    • Campuses
    • Libraries associated with a campus
    • IP addresses for a campus - This is used to identify the user's current location when considering resource availability and when configuring holdings by location in a Locations Ordering Profile (see Configuring the Order of Primo Search Results).
    You manage campuses on the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses).
    Campus List Page

    Adding a Campus

    After adding a campus, you can edit the campus to associate it with libraries or an IP range. See Editing a Campus.
    To add a new campus:
    1. On the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses), click Add Campus. The Add Campus dialog box appears.
      Add Campus Dialog Box
    2. In the Code field, enter a campus code.
    3. In the Name field, enter a campus name.
    4. Optionally, in the Description field, enter a campus description.
    5. In the Proxy drop-down list, select a proxy to use as the campus-level default proxy. The proxy options are defined in an integration profile (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles, locate the Resolver Proxy integration type).
    6. Click Add and Close to add the new campus and return to the Campus List page, or click Add to add the new campus.

    Editing a Campus

    You can edit a campus' details, associated libraries, and IP range.
    To edit a campus:
    1. On the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses), select Actions > Edit for the campus record. The Campus page appears.
      Campus Page
    2. In the General Details tab, edit the campus information, as required. For details on these fields, see Adding a Campus.
    3. In the Served Libraries tab (the Served Libraries page), attach or remove libraries to the campus.
      Served Libraries Page
      • To attach a library to the campus, select a library from the Search Library list and click Attach Library. The library appears in the list of libraries.
        A library can be associated with only one campus.
      • To remove a library, click Remove in the library's row and click Confirm in the confirmation message dialog box.
    4. Ink the IP Definitions tab, configure the IP ranges that identify workstations associated with the campus. The IP range of a campus should include all libraries associated with the campus; see Managing IP Definitions for a Library.
      To add an IP range, click Add IP Definition. The Add IP Definition dialog box appears.
      Add IP Definition Dialog Box
      Select an IP version in the IP version field, and enter an IP address or IP address range (two valid IP addresses separated by a hyphen) in the IP match criteria field. Click Add or Add and Close. Currently only IPv4 is available; IPv6 is under construction.
      You can configure groups with which campus resources are associated; see Configuring Inventory Management Groups. You can restrict resources by library or campus on the Electronic Service Editor page; see Adding a Local Electronic Collection.
    5. Click Save.