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Requests & Items Topics

Harvard Staff Documentation

Ex Libris Training & Documentation

• Introduction to the Alma User Interface
• Alma Essentials: Orientation, Navigation and Searching
• ExLibris online: Physical Item and Move Requests
• Items - Differences from Aleph
• Item Statuses, Process Types, and Fields

Terminology

The scripts and training materials in this section were used by Alma peer trainers & facilitators during the active Implementation project phase (April 2018 - June 2019).

These materials are now archived and may contain outdated information/past practice - do not use as-is. This content was last updated December 2018.

For current Alma training, please visit the Learning Alma - for Staff and Managers page.

Requests & Items Topics

Harvard Staff Documentation

Ex Libris Training & Documentation

• Introduction to the Alma User Interface
• Alma Essentials: Orientation, Navigation and Searching
• ExLibris online: Physical Item and Move Requests
• Items - overview and best practice on when to create item records
• Item Statuses, Process Types, and Fields

Terminology

Work Order: An internal library request to route physical materials for internal processing. A work order sends an item to a work order department (marking it as not available on the shelf), where it can be managed according to internal statuses. Both departments and statuses are configurable and can be used to manage tasks according to a library’s local needs.

Fulfillment includes areas related to circulation, patrons, pick lists, resource sharing, course reserves, and billing.

Class Prerequisites

• Introduction to Alma
• Searching and Sets
• Fulfillment Class 1: Loans and Patron Records

Optional Follow-up Classes

• Items and Holdings
• Cataloging 1

For Trainers and Facilitators

Trainers: Before class, prepare a set of five examples for use by each trainee. For each trainee, create a bogus patron, find two searchable titles with Widener holdings that can be requested or marked missing, one Widener barcode that can be requested, and one request ID. For each class you teach, fill out your own copy of Fulfillment 2 examples template.

Facilitators: Make sure that upon arrival each trainee signs in and takes one class handout and one examples sheet. Tell each trainee as they sign in to remember the letter next to their name so they know which examples are for them.

Handout

Fulfillment 2 Handout

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1.  We start by verifying that our location: Widener Library – WID Circulation.
2. From the main Fulfillment menu, choose “Pick from Shelf”
   1. The list displays items that were requested by a patron or department.
   2. Choices may be narrowed down using the facets on the left
3. Click “Print Slip Report”
4. The resulting dialog box gives me 3 choices for what to do with the results: print them, email them, or download them as a file.
   1. If I wanted to print the results directly, I’ll click the “Printer” radio button.
      1.  This asks me choose the printer.
      2. But I don’t actually want to print now so I’ll select “User”
         
   2. If I wanted to email the list to someone, I’d enter a staff name, then click “Send” 
      1. The user you are sending to has to be on the “include” list for that specific Pick List
   3.  Today I’m going to get the results in a file so I’m selecting Excel and clicking “Download”
      1. In this next dialog, I’m choosing to “Open with Excel” so I click “Open”
5. I now have a pull list for Widener.
   1. Work remains to simplify the lists with fewer columns, ones I would need for pulling, for example, title, call number, description.
6. Once you have a list, either printed or electronic, the items can be pulled.
7. After books are retrieved from the stacks, I’ll select “Return Items” from the Fulfillment menu like this and scan the books.
8. Local workflows will determine how to transfer materials or place items on hold shelves

Alma doesn’t email patrons directly so third-party software is being set up to do that automatically.

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1. shelves 

Marking Items Missing on a Pick List

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