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    Student Information Systems

    Translatable
    To configure a Student Information Systems (SIS) profile, you must have the following role:
    • General System Administrator
    Alma can export/import users to/from a Student Information System (SIS).
    To import users, the SIS must place a zip file containing an XML file with all the users into a defined S/FTP location. Alma fetches the file, parses the information, and uploads the users (of type External) according to the parameters defined in the SIS integration profile.
    You might want to export users to the SIS, for example user that owe the library money or contain certain blocks. This enables the SIS to block these users from certain activities until they clear their outstanding obligations to the library.
    For a detailed overview of user management in Alma, see https://developers.exlibrisgroup.com/alma/integrations/user-management. Note that your external authentication system must be up and running before you can begin Alma implementation.
    For more information on uploading users into Alma, see the Uploading User Records video (20 mins).
    To configure a User type of integration profile:
    1. On the Integration Profile List page (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles), click Add Integration Profile. The first page of the integration profile wizard appears.
    2. Perform the following actions on this page:
      1. Enter a code and name for the profile you are defining.
      2. From the Integration type drop-down list, select Users.
      3. From the S/FTP connection type drop-down list, select the name of the FTP connection that you previously defined.
      4. Indicate the type of SIS with which you are integrating (for Ex Libris’ informational purposes). Note that this is mandatory.
      5. Optionally, enter a description of the integration you are configuring.
        Users Integration Profile Definition – Page 1
    3. Click Next. The second page of the wizard appears.
      Users Integration Profile Definition – Page 2
    4. Under Actions, configure the following integration parameters:
      Import/Synchronize/Export User Blocks/Export Users/Online Import Fields
      Section Field Description
      Import
      (used for the initial import of users)
      Active Whether the job is active. If the job is active, it will run according to the selected scheduling option. If it is inactive, it will not run.
      The job is called Users IMPORT using <integration profile name>.
      Plugin The method of conversion to be used to transform input files of different formats to input that can be recognized by Alma.
      Record Type The type of user record to create in Alma: Contact, Public, or Staff. For more information on selecting the record type, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Input File Path A subdirectory of the path specified when creating the secure FTP connection (required). For example, if you specified Alma in the Sub-directory field during secure FTP connection configuration (note that it is mandatory to specify a value in this field) and you enter SIS_import in the Input file path field, the SIS files are imported to the Alma/SIS_import directory (under the root FTP directory).
      User XSD Version Select version 1 or 2. Note that version 2 should be used. For detailed information about these versions, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Create Sample File
      (available when editing an existing profile)
      Click this, select an existing user, and click Create to create a new user XML file from an existing user. This enables you to preview the way in which a user XML file should be structured.
      Synchronize
      (used for ongoing synchronization of existing Alma users)
      Active Whether the job is active. If the job is active, it will run according to the selected scheduling option. If it is inactive, it will not run.
      The job is called Users SYNCHRONIZE using <integration profile name>.
      Plugin The method of conversion to be used to transform input files of different formats to input that can be recognized by Alma.
      Record Type The type of user record to create in Alma: Contact, Public, or Staff. For more information on selecting the record type, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Match ID Type The predefined unique identifiers in the system as the identifiers with which you want to match existing Alma users. For detailed information on match IDs, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Synchronization Type Swap all, which means that all existing user records will be replaced by matching incoming user records. For detailed information on the synchronization workflow, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Unmatched Record Whether Alma adds a new user record if it has failed to find a matching record, or rejects the incoming record if no match is found for it. By default, the records are added.
      Input File Path A subdirectory of the path specified when creating the secure FTP connection (required). For example, if you specified Alma in the Sub-directory field during secure FTP connection configuration (note that it is mandatory to specify a value in this field) and you enter SIS_import in the Input file path field, the SIS files are imported to the Alma/SIS_import directory (under the root FTP directory).
      Schedule
      If you select Not scheduled, the job runs only when you manually run it. For details, see the following sections Manually Importing/Exporting SIS Information and Manually Synchronizing SIS Information.
      The available options are:
      • Not Scheduled
      • Every 6 hours, starting at 03:00
      • Every Monday at 01:00
      • Every day at 01:00
      • Every day at 04:00
      • Every day at 06:00
      • Every day at 10:00
      • Every day at 15:00
      User XSD Version Version 1 or 2. Note that version 2 should be used. For detailed information about these versions, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Export User Blocks
      (used to export users that should be blocked due to unpaid fines)
      Active Whether or not the job is active. If the job is active, it runs according to the selected scheduling option. If it is inactive, it will not run.
      The job is called Users EXPORT using <integration profile name>.
      Plugin The method of conversion to be used to transform input files of different formats to input that can be recognized by Alma.
      User ID Type See the above explanation for Match ID type.
      User Groups The user group(s) to which the users that you want to export belong. If no value is specified, users belonging to any of the configured user groups are exported.
      Block Types The previously defined block types (see Configuring Block Preferences) whose associated users you want to export. If no value is specified, users matching any of the configured block types are exported.
      Fine/Fee Age (days) The users (of the selected groups and with the selected block types) whose fines/fees are older than the stipulated number of days are exported. By default, this number is 0.
      Threshold Amount The users (of the selected groups and with the selected block types) whose fines/fees exceed the stipulated threshold are exported. By default, the threshold amount is 0.
      Output File Path A subdirectory of the path specified when creating the S/FTP connection. For example, if you specified Alma in the Sub-directory field during S/FTP connection configuration and you enter SIS_export in the Output file path field, the SIS files are exported to the Alma/SIS_export directory (under the root FTP directory).
      Schedule
      If you select Not scheduled, the job runs only when you manually run it. For details, see the following sections Manually Importing/Exporting SIS Information and Manually Synchronizing SIS Information.
      The available options are:
      • Not scheduled
      • Every 12 hours, starting at 10:00
      • Every Thursday at 20:00
      • Every day at 12:00
      • Every day at 20:00
      Export Users
      (used to export old, inactive, or deleted users)
      Active Whether he job is active. If the job is active, it runs according to the selected scheduling option. If it is inactive, it will not run.
      The job is called Users EXPORT_USERS using <integration profile name>.
      User Groups Select one or more user groups to identify the patron records to be considered for export.
      Days Since Creation Set a condition, in number of days, that identifies when to include a patron record in the export. This parameter indicates the number of days since the patron record was created in Alma. The patron record that meets this criterion must also be a member of one of the user groups selected in the User Groups parameter in order for the patron record to be exported.
      For example, if you specify 10 here, patron records that were created in the past 10 days are included in the export.
      Days Since Update Set a condition, in number of days, that identifies when to include a patron record in the export. This parameter indicates the number of days since the patron record was updated in Alma (see example in Days since creation). The patron record that meets this criterion must also be a member of one of the user groups selected in the User Groups parameter in order for the patron record to be exported.
      Days Since Deletion Set a condition, in number of days, that identifies when to include a patron record in the export. This parameter indicates the number of days since the patron record was deleted in Alma (see example in Days since creation). The patron record that meets this criterion must also be a member of one of the user groups selected in the User Groups parameter in order for the patron record to be exported.
      Output File Path A subdirectory of the path specified when creating the secure FTP connection. For example, if you specified Alma in the Sub-directory field during secure FTP connection configuration and you enter SIS_Export in the Output File Path field, the files are exported to the Alma/SIS_Export directory (under the root FTP directory).
      Schedule
      If you select Not scheduled, the job runs only when you manually run it. For details, see the following sections Manually Importing/Exporting SIS Information and Manually Synchronizing SIS Information.
      The available options are:
      • Not scheduled
      • Every 12 hours, starting at 10:00
      • Every Wednesday at 19:00
      • Every day at 12:00
      • Every day at 19:00
      User XSD Version Version 1 or 2. Note that version 2 should be used. For detailed information about these versions, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
      Online Import (Used to import users from a student management system) Active Whether or not the function is active. If the function is active, a process accesses the student management system to fetch the user's information, if it exists. If the function is not active, the process will not run. The default is non-active.
      Base URL
      The host/port to which the API calls regarding the user changes will be sent. Mandatory if the Online import action is Active. Note that this should be a REST API which has user information in the following format:
      User Name User name for the HTTP basic authentication credentials. Optional. If left empty, the requests will be sent without credentials.
      Password Password for the HTTP basic authentication credentials. Optional. If left empty, the requests will be sent without credentials.
    5. Click Save. The profile you configured appears in the Integration Profile List. Note that you can the select Actions > Edit to edit the profile. (For information on the Contact Info tab, see Adding User Contact Information.)
    When the export users job is run based on the integration profile you have created, the export process creates an XML file in the format that is used by the Import and Synchronize actions (refer to the Import section and Synchronize section defined under the Actions section on the Actions tab of the integration profile you saved). An XSL file may be used to alter the format. The XSL file, ../xsl/letters/ExportUserLetter.xsl (with the description export user letter xsl), is available and configurable in Customize Letters (see Configuring Alma Letters).

    Manually Importing/Exporting SIS Information

    To manually run and monitor an SIS import/export:
    In the Import/Export section of the Actions tab, ensure that the Active radio button is selected and click Run.
    Example - Running an Import
    The job runs as soon as the system can accommodate it. A file that is imported is marked so that it is not run again by the system. If email notifications are enabled in Alma, you receive notification via email of an import and the system sends notifications to the SIS of an export.
    You can view the status of the job, the number of files processed, and other data by selecting Actions > Job history for the appropriate User profile on the Integration Profile List page. For example, the following figure shows an import job that completed successfully, processing one user record.
    Import Job History
    The status Completed Successfully does not mean that all files were imported or exported successfully. Rather, it means that the job completed without error.
    You can use the Actions menu on this page to access a more detailed job report (Actions > View), events that occurred during the job processing (Actions > Events), and a report of errors (Actions > Error reporting).
    You can view a newly imported user’s details in the User Management area. The user’s account type is External.
    Imported User
    If you import a user whose primary identifier (userName tag in the XML) matches a primary identifier of one of the existing users, a User rejected on identifier event is generated.

    Manually Synchronizing SIS Information

    To manually run and monitor an SIS synchronization:
    In the Synchronize section of the Actions tab, click Run.
    Running a Synchronization
    The synchronization job runs as soon as the system can accommodate it. The file that is synchronized is marked so that it is not run again by the system. If email notifications are enabled in Alma, you receive notification via email.
    As with the import job, you can view the status of the job, the number of files processed, and other data by selecting Actions > Job history for the appropriate User profile on the Integration Profile List page. You can then use the Actions menu on the Job History page to access a more detailed job report (Actions > View), events that occurred during the job processing (Actions > Events), and a report of errors (Actions > Error reporting).
    The status Completed Successfully does not mean that all files were synchronized successfully. Rather, it means that the job completed without error.
    For more information on the synchronization process, see https://developers.exlibrisgroup.com/alma/integrations/user-management/sis/synch.
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