This is the first section of the introduction module to the Alma Overviews course. The video is at the top of the page, followed by the script.
In this video, you'll review:
Introductions
Welcome to Alma Overview. In this video, we’ll review Alma’s basic functions and structure, walk through the main menu and search bar, and learn how you can customize your Alma account, including setting Quick Links for frequent tasks.
What Is Alma?
In July of 2018, Harvard Library switched from the Aleph ILS to the Alma unified resource management system – both systems from the Ex Libris company. Alma is a web-based, hosted platform that brings together cataloging, circulation, acquisitions, selection, resource management (including eResources), course reserves processing, and resource sharing functions in a single system. It also provides tools for reference and liaison librarians and staff in preservation, collections care, and digitization departments.
Browser-Based
The first thing to know about Alma is that it is the staff interface to the database of Harvard Library’s materials and patron records. This means that Alma and HOLLIS – the public search and discovery interface – are pulling from the same records and display the same information, just in two different ways. If you try searching for the same titles in both Alma and HOLLIS, you’ll see this difference in action.
Second, the Alma interface is completely online. You do not need to have any software on your computer to use Alma - you just go to a website and log in.
Preferred Browsers (in order of effectiveness): Google Chrome, Mozilla Firefox, Mircosoft Edge.
Use Favorites or Bookmarks to make getting to the URL easier, and have your device remember your login credentials to save another step.
Because Alma is browser-based, many of the keyboard shortcuts you can use for a browser will work on Alma, if you’re more comfortable keeping your hands on the keyboard. You can use Ctrl + to increase the font size on the screen (and Ctrl – to reduce it). As a note, Alma also meets ADA compliance standards, and should work with most screenreading or magnifying software.
Alma also has a list of specific keyboard shortcuts you can use, available in the Alma documentation.
Logging In
Logging in: To log in to Alma, go to the URL and log in with your HarvardKey credentials.
Tips for Logging in with HarvardKey:
If you haven't logged in with HarvardKey on your computer recently, you'll need to go through the 2-factor authentication process the first time you log in to Alma. There are two tips to make logging in easier:
- On your own computer, click the box next to Remember this device for 30 days. This means you'll only have to type in your username and password, not have the 2nd factor of authentication. (Don’t do this on shared desktops or laptops, however.)
- If you let your browser remember your username and password for this site, you won't need to type them in every time. Just click on the red Login button and you're all set.
For more about HarvardKey, visit the HarvardKey section on the Harvard HR website.
Logging out: Alma will automatically log you out after 60 minutes of inactivity. However, if you work at a shared computer, log out at the end of your shift or if you'll be off-desk for an extended period of time.
Training Notes
- For training, we will be using a copy of our Harvard information available in a separate website – a Training Sandbox. Don’t worry about “messing things up” in this sandbox, it’s here for you to practice in, so please go in and try things out.
- In the live/production site, however, please be careful of the quality of the data you enter and be conscientious of others' work.
- Any customization you make in the sandbox will not carry over into production & vice versa.
User Roles & Permissions
In Alma, everyone is assigned user roles and permissions for the specific locations that they need for their work. These roles and permissions affect more than just what records you can edit – they can also affect what you can search for, what information in a record you can see, and what actions you can take on a record. It will take time to become familiar with what your user roles & permissions will and won’t let you do. If you’re not able to see or do something in Alma that you need to to perform your work, tell your manager immediately.