September 2019 Release - Harvard Highlights

Ex Libris Documentation

Harvard Alma Working Groups have summarized key changes below. A full list of changes for the release can be found in the official Ex Libris Release Notes:

General enhancements

Number of Requests - For titles that have items where the Enumeration A and Chronology I are empty, the number of requests now appear on the holdings level. For titles that have items with Enumeration A and Chronology I, the number of requests now appear on the item level.
Quick Printing - Quick Printing allows you to print a letter/slip right away from your browser's print feature. A preview will show up right away and then you can choose a printer already set up for your computer. If you want all letters/slips to use the quick printing option, select Enable Quick Printing on the Currently At drop-down box.
Search results page – additional information has been added to the search results page for different types of searches, as follows:
- All searches: creation and modification date information
- All / Physical Titles: non-Latin title now contains additional subfields (a,n,p,h,b,c,f,g,k,s)
- Physical items: Item ID, Holdings ID
- Electronic Collection: Collection ID
- Electronic Portfolios: Portfolio ID, Service ID, Collection ID
- REMINDER: You can customize what appears in your search results: https://wiki.harvard.edu/confluence/x/EKYBDg

Analytics & Reporting

Enhancements

The Library Code (Active) and Library Name (Active) fields were added to the following locations. They display only libraries that were not deleted.
- Borrowing Requests > Library Unit
- Cost Usage > Library Unit
- Digital Inventory > Representation Library Unit
- E-Inventory > Electronic Collection Library Unit
- E-Inventory > Portfolio Library Unit
- Fines and Fees > Executed by Unit
- Fines and Fees > Owning Library
- Funds Expenditure > Library Unit
- Lending Requests > Library Unit
- Licenses > License Library Unit
- Physical Items > Library Unit
- Physical Items Historical Events > Item Permanent Location
- Physical Items Historical Events > Physical Item Details (Current)
- Physical Items Historical Events > Source Location
- Physical Items Historical Events > Temporary Location
- Physical Items Historical Events > Transit From Library
- Physical Items Historical Events > Transit to Library
- Requests > Move Request Details
- Requests > Owning Library
- Requests > Physical Item Details
The value Non-transactional was added to the Transaction Item Type field (Funds Expenditure > Fund Transaction Details). It indicates PO lines do not have a transaction because no funds are associated with them.
The Other Classifications dimension was added to the Physical Items and Titles subject areas. Currently, it includes the Chinese Classifications fields.

Resolved

In Analytics, in the Digital Inventory subject area, when adding the Rep Creation Year from the Representation Creation Date folder, the numbers were inflated. This was fixed.
In Analytics, in the E-Inventory Collection PO dimension, the field Additional Order Reference was missing. It was added.

Acquisitions/Finance

Enhancements

On the Invoice Line page, the PO Line pickup field now searches by default on the exact vendor code (case sensitive) instead of searching on similar codes. The search matches on vendor code and vendor name.
In order to improve performance, the Received Items list now sorts the PO line items by creation date from newest to oldest, instead of by alphabetical order.
When creating a new PO line from a template, when the template vendor is inactive, the vendor will not be added to the PO line.
The Vendor record now includes an option to delete pending attachments.

Resolved

Searching for non-English titles that contained diacritics not working as expected on the Receive Items page.
The Associated PO lines tab wrongly calculated the number of records when some of the PO lines did not have an mms_id.
When loading PO Lines from a file to create a PO Lines set, the PO Line reference number was case sensitive and some PO Lines were not found. This was fixed, and now Add Members to Set is case insensitive.
Pagination did not work on the Associated PO lines list page.
In some cases, adding a PO line for an item using the Physical Item Editor failed. This was fixed. Now, the PO line parameter only appears in the Physical Item Editor after basic, required information is entered and you select Save and Edit.
When creating a new invoice and selecting Save and create invoice lines, duplicate Adjustment lines were created.
E-books unexpectedly appeared in the Claim list.
An error message appeared when adding a fund to a PO line.
When a user edited an import profile, Modified by User was not updated.
When viewing the New Order Import Profile, the reporting code did not appear.

E-Resources

Enhancements

The Trials - Start and Notify Participants job now sends a reminder email to participants one time on the day specified in the Remind Participants Before Trial Ends field.

Resolved

When viewing the portfolio title, More Actions > Test Access does not work; the Test Access button when editing the portfolio worked. This was fixed.
There was no warning when deleting a license term which existed in an active license. Now an error appears if the licences term is used in any license (not only active licenses, because deleted license can be reactivated).
A user could not customize the License Printout Letter fields.This was fixed.
The field Remind participants before trial ends was not used by the Trials - Start and Notify Participants job. This was fixed. Note that the job must be run in the correct scope.
The Delete portfolios job did not work for an itemized set of titles. This was fixed.
Upload electronic holdings no longer deletes portfolios with attached PO lines.
Extended export to Excel of a journal could fail if there were too many notes on one of the portfolios. This was fixed, and now a new Excel column is created for each note assuming this does not make the export over the maximum number of columns for Excel (256).
Deactivating a portfolio did not update the modification date. This was fixed.
In Electronic Collection Editor, when adding Level URL (override) or Level URL and saving, the field value is added to all of the collections, which was incorrect. This was fixed, and the URL is not copied to the other collections.
In the Upload Electronic Holdings job, when a vendor's file had a title with two lines to represent multiple coverage records, and one of the lines had an embargo, the job did not recognize the second line as a match to the title, so the coverage and embargo in the second line were not saved. This was fixed.
In the local portfolio creator and editor, the interface name field allowed a user to save any text as an interface name, even if the text did not match any existing interface. This field is now validated when it is saved, so that only an existing interface name can be saved for a local portfolio or collection.
If an electronic collection in the Community Zone that was activated using an Excel file is validated offline, the analyzed file created in the job report could not be opened if the input was '.xlsx'. This was fixed.
Selecting Activate All to activate all portfolios from a community collection now triggers a background job Portfolios activation job for a large (> 200) number of portfolios
When managing the members of an itemized set, you could not click through to the electronic collection or service. This was fixed.

Resource Management

Enhancements

Resolved

In the MD Editor:
- Shift + F2 returns you to the Alma home page, and Ctrl + Alt + F changes focus to the search bar.
- Alt+B now executes the back button, as expected. Alt+Shift+B places the focus on the bibliographic tree.
- there was an intermittent error where the institution icon for a draft record was blue before the record was saved.
- some subfields are control subfields and their value should not have been considered in the following operations: looking up authorities in F3 (subfield is ignored), selecting authorities from F3 (subfield is preserved after selection), while trying perform linking after save (subfield not part of the normalized value), after Preferred Term Correction (subfield is preserved).
After moving items to another holdings (using the Items List) or relinking items to another bibliographic record, the original holdings continued to appear.
The List of Items page was not correctly refreshed after making changes to items, such as binding or removing.
In some cases, when the number of items associated with same holdings record was large, some operations on a single item (such as duplicate, move an item to different holdings record, add an item from items list, etc.) took a long time.
For quick cataloging (Resources > Add Physical Item > Citation Type Book, the Editor field in the form was not mapped to the bibliographic record. This field is now mapped to subfield $a of field 700 (MARC21 format) in the newly created record.
When importing records, new records were created with Ex Libris as the creator. This caused the Creator to change when the record was edited, and this created a discrepancy between the Creator and the creation date. This was fixed, and now new records are created with System as the creator during import.
When a user edited an import profile, Modified by User was not updated.

Fulfillment

Enhancements

Online print queue: You can now send letters to an online print queue for later printing, and print aggregation. For more information, see Printouts Queue.
Quick Printing: Quick Printing allows you to dictate that all printouts going to a specific printer should automatically print. When using quick printing, the printing window immediately displays when the letter is generated. For more information, see Quick Printing.
Pagination was added to the Fulfillment Activities list in the History tab of the physical item editor.
A new job can now be enabled to delete requests. The job, Delete Fulfillment Requests from File, accepts a file from the Delete Requests page but cannot be scheduled from the jobs list. To enable this job, contact Ex Libris customer support.
On the Patron Services page, when selecting Change Due Date for multiple loans, a new warning status indicator (a yellow icon) now appears if the due date was adjusted because of a closed library or patron expiration date. This is in addition to the existing success and failure status icons. Additionally, if the due date is successfully changed for only a portion of the loans, two information boxes now appear; one that lists the count of successful transactions, and one that lists the count of failed transactions.

Resolved

When a loan due date was changed, in some cases the patron expiry date was not taken into consideration. This allowed a new due date which exceeded the patron expiry date. This was fixed. The report of the Due Date Correction after Calendar Change job was updated to note when this happens (the report of the Bulk Change Due Dates job already contains this information). In addition, when a due date is changed, if the new calculated due date is in the past (this may happen for due date adjustments due to patron expiry or closed library), the action fails and an error message appears. If the action was performed by a job (Bulk Change Due Dates job \ Due Date Correction after Calendar Change job), the job report includes the list of these failed loans.
When publishing to Primo with headings enrichment, in some cases some of the headings were not published with their linked authority information. This was fixed.
In some cases, the FulHoldShelfRequestSlipLetter was sent twice to the printer. This was fixed.
The Overdue and Lost Item job sometimes handled incorrectly the Days after status date parameter. This was fixed.
Sometimes a duplicate loan to the same patron appeared. This was fixed.
The performance of the Send Courtesy Notices and Handle Loan Renewals job was improved. In addition, loans of the same user are always aggregated into one letter.

Course Reserves/Leganto

Enhancements

When you change any of the citation information listed in the Match by Fields table (see Configuring Citation Matching Criteria), a new resource locate is performed. In Alma, you are prompted to perform the resource locate (or cancel). If the citation was previously located, and the new locate process does not find a match, the citation is detached from the repository. If your institution is implementing Leganto, see Configuring Repository Locate Workflow for information about configuring this workflow. If the citation is detached from the repository, citation_detached_from_repository is triggered; see Configuring Default Statuses for Citations/Reading Lists)
Several changes were made to the Leganto user interface in this month's release. The first time that you log in to the September release of Leganto, balloons appear to points out some of these changes.
- Main page:
  - The default colors were changed.
  - The look of the left sidebar changed and icons were added.
  - The notifications menu was moved from the left sidebar to the top right. Access the menu using the notification icon . The number of unseen notifications appears in a red dot over the icon.
  - The user menu was moved to the far right. The language menu was moved to the top of the user menu, instead of being a separate top-level menu.
- Reading Lists:
  - The reading list menu was moved to the top right of the list.
  - Add Items options were added to the section menus (you can also continue to use the + button at the top of the list).
  - When enabled by your library, the Send List and/or Publish actions appear as buttons on the reading list page, rather than as menu options in the reading list menu.

In Analytics, the Leganto Student Usage subject area was redesigned and enhanced with many changes
The PDF export was made more compact.
Open Access is now a filter for Primo search results in Leganto.

Resolved

If a due back date was empty in a reading list associated with multiple courses, it did not always take the last course end date. This was fixed.
In the Reading Lists Task List, an error appeared when assigning multiple reading lists on the second page. This was fixed.
In the Reading Lists Task List, an error appeared when selecting Manage Selected > Delete for a reading list that was not on the first page. This was fixed.
Searching for a course that had hyphens in the name did not always work. This was fixed.
In Analytics, incorrect values appeared in Leganto Student Usage - Citation Types when the course filter was set. This was fixed.
In Analytics, adding a citation ID in a Leganto subject area report emptied the Students that Viewed Reading List column. This was fixed.
Cite It! did not capture metadata from Scopus. This was fixed.
In Leganto, the presentation of FRBR group members was in date ascending order, rather than date descending. This was fixed.
When the View Online link was enabled, the link did not work when there were multiple source fields. This was fixed.
The OpenURL of a JSTOR item added using a Primo search in Leganto was different from the same item added manually. This was fixed.
A reading list page with many citations was slow to load, due to the slowness of loading the pictures. The performance was improved.
In some cases, items added from Primo did not appear with the correct link to full text. This was fixed.
Submitting a reading list did not trigger an email notification. This was fixed.