Items can be merged into a single physical item and paced in the Binding Work Order workflow if:
- They are in place
- They are not in the acquisition process
- They have not been bound previously
- the item material type is NOT Issue (Bound)
NOTE: When items are bound together, the previous items are deleted and a new item, with no history, is generated.
List of items
There are a few ways you can view a list of items to bind:
1) Option #1 Conduct a physical title search for the title, click on the ... Button, select Edit record, click on the View Inventory icon, select View items under the appropriate holding record. Then click the checkbox to the left of each item you wish to merge into one bound item. Then click the Actions drop-down menu above the list of items on the left side of the screen and select Bind items.
2) Option #2. Conduct a physical title search for the title: click on the ... Button, select Items (or click on the Items within the Physical inventory summary). This will bring you to the List of Items page, check off the boxes to the left of each item you wish to bind, click on Actions drop-down menu at the top left side of the screen, select Bind Items.
3) Option #3. Conduct a physical items search; click on the ellipsis and choose Items; the physical item editor will open up for that item; click on View all items in the description area. This will bring you to the List of Items page, check off the boxes to the left of each item you wish to bind, click on Actions drop-down menu at the top left side of the screen, select Bind Items.
4) Option #4. During the receipt process; click on the ellipsis and choose Manage items; either next to an existing or newly created item, click on the ellipsis and choose Edit inventory item ; the physical item editor will open up for that item; click on View all items in the description area. This will bring you to the List of Items page, check off the boxes to the left of each item you wish to bind, click on Actions drop-down menu at the top left side of the screen, select Bind Items.
Bind items
After following either of the options above, proceed as follows:
- The Bind Items - Items List appears.
- Click Next.
- The Bind Items - Generate Work Order Page appears.
- Select a work order type (e.g. Preservation Workflow) and a work order dept. (e.g. Collections Care - Widener),
- Add any notes in the Note field. (set up question: A binding work order could have process types such as Sent to Bindery, Binding Prep, In Process, etc., which are configurable but not set up as of 2/1/18: where would this appear?)
- Click the Create and Edit button,
- then Confirm.
- Now you will receive the following message at the top of the Physical Item Editor screen: Items have been successfully bounded into new volume with barcode almaXXX (Item pid: XXXXXXXXXXXX).
- Scroll down to edit the item record for the bound volume. Edits to the bound item record may include: scanning in the physical piggyback barcode, removing the temp. loc. by clicking the Item is in temporary location No button (permanent location automatically updates in item later), updating the enumeration/chronology, and updating the item description.
- Click Save at the top of the screen when you have completed editing the bound item. You will receive the following confirmation message:
Please note the following:
- The item is in work order, moving the item will cancel the requests if the item not requestable in the new location.
- The description may need to be updated as well (using the generate button)
- Are you sure you want to perform this action?
- Click Confirm.
- The bound item now appears in the List of Items with Status Item Not in Place and with the new Process Type (e.g. Preservation Workflow).
Binding During Receiving
- There is an option to put a check mark next to Binding during Receiving in the Ordered Items section of the POL.
- If selected, a confirmation message appears when receiving the PO line, informing the operator that the order is marked for binding and must be sent for binding.
Updating the Holdings Record
In order to update the holdings at this point, click on the View all holdings link at the top of the List of Items screen.
- Click on the ... Button,
- select Edit.
- Make any necessary edits to the holdings record, such as updating the 863 field,
- Click Save and Release Record from the File drop-down menu.
See Creating holdings for more info.
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After completing the steps above, the title will have Request(s) displayed in the Physical Title Search (one for each bound volume), since work orders generate requests (see screenshot below):
After clicking on "2" next to the Requests hyperlink above, you will see the Resource Request Monitoring screen, which will display each item record in the binding workflow. The screenshot below shows barcodes 33333 and 44444, which are 2 WID stacks bound items that were merged from WID PERRS items with a binding work order:
Clicking the ellipsis button to the right of either of the items above provides an option to Print Slip, which is not yet configured.
(Set up question: Could this Print Slip be used in any way for binding purposes?) See Requests in Alma and Managing Requests and Work Orders for more info on managing the Request Queue.
End of workflow document.
Notes regarding workflow:
It is unclear what happens now. How are items sent off-site to Acme for binding? Is there a way to generate a bindery slip with the Hollis# in barcode form for Harvard binding staff to scan into the Acme database (currently this is done with a macro at 625)? How will items be received in Alma when they return from Acme as they need to be scanned in twice. Can staff at 625 still send items to be bound through Shelf Prep. (Shelf Prep. then routes the items to be bound to Conservation)? Also, can bindery pull slips be generated in Alma?
Also, it is unlikely that we we use the binding workflow in Alma for sending items to hd that are temporarily housed in the WID PERR/PERRS. Currently, if the temp. loc. is WID PERRS and the permanent loc. is WID hd, item records are deleted for the individual WID PERRS issues and a "bound" item record is created for the issue that is sent to hd, although the volume isn't physically bound. We will need to document a separate workflow for simply deleting item records and merging them into a single "bound" hd item record. For instructions on withdrawing multiple items, see: https://knowledge.exlibrisgroup.com/Alma/Product_Materials/Alma_FAQs/Print_Resource_Management/Item_Records#Can_multiple_items_be_withdrawn_in_one_action.3F
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Links to Alma binding documentation that need to be reviewed in more detail:
https://knowledge.exlibrisgroup.com/Alma/Product_Materials/Alma_FAQs/Print_Resource_Management/Item_Records#Can_multiple_items_be_withdrawn_in_one_action.3F - see section on binding
https://wiki.lib.utk.edu/display/acqcont/Binding+Work+Orders+in+Alma - screenshots are from old UI
https://developers.exlibrisgroup.com/blog/Alma-binding-workflow : discusses what to do when volumes returned from bindery.
https://developers.exlibrisgroup.com/blog/Binding-Print-Serials-in-Alma-Including-Work-Order-Process