Jobs & Batch Processes
- Jennifer Koerber (Unlicensed)
- Amanda Schmidt
- Corinna Baksik
Owned by Jennifer Koerber (Unlicensed)
Testing on sandbox
If you are on sandbox and see a job you would like to test, please feel free, within reason (i.e. on small sets, etc.). Do not change Configuration options, even if you see instructions in the Ex Libris training / documentation.
Background
- In Alma, a job is a scheduled or on-request process that runs in the background
- They are called jobs or processes in different places in the system, but they refer to the same thing: being able to act on batches of records in bulk
- This includes the ability to run Import Profiles as well
- While staff members may see a number of jobs in the Alma menus, they should only run the jobs for which they are approved per the matrix below
Process for getting sign-off to run jobs in production
- Staff member submits ticket to LTS expressing interest in specific jobs.
- LTS Support gives user appropriate permissions on sandbox.
- Staff member reads Jobs & Batch Processes Overview and Required Readings
- Import Profiles, also read Import Profiles
- Staff member reads the job-specific documentation for the job they want to run: Current LTS-Approved Manual Jobs That May Be Run By Designated Staff Members
- For any of the import profiles, make sure to read the main Import Profiles page, and the page specific to the type of profile you want to run
- Staff member performs test on Sandbox and updates ticket with job info for LTS review
- LTS systems Librarian reviews test results on Sandbox, signs off on production use of this particular job and adds staff member to list below. Closes ticket.
- If new Alma role is needed for staff member's login, staff member asks their Alma liaison to update form and submit to LTS. LTS Support Team will update production permissions.
Documentation
- Jobs & Batch Processes Overview and Required Readings
- Current LTS-Approved Manual Jobs That May Be Run By Designated Staff Members
- Change Physical Items Job
- Withdraw Items Job
- Batch Work Order Job
- Change PO Lines Status Job
- Update PO Lines Information Job
- Update PO Lines Information ADVANCED
- Update PO Lines Workflow Job
- Update PO Lines Transactions Job
- Applying normalization rules to batches of bibs or holdings
- Import Profiles
- Staff import profiles - Bibs, Hols, Items (multiple formats)
- Staff import profiles - Bibs, Hols, Items + ORDERS
- Staff upgrade bib 001 match (MRC)
- Staff upgrade bib 001 match (MRC) + items
- Staff upgrade bib OCLC number match (MRC)
- Staff new item, old/new holding - multiple formats (CSV)
- Staff new items (multiple) ISSUE (EXCEL)
- Staff new items (multiple) MIXED (EXCEL)
- Staff new HOL (no item) match 001 (CSV)
- Middle East Library of Congress Cooperative Acquisitions Profiles
- HUA Import Profiles
- Judaica Digital Project Import Profile
- Portfolios via KBART
- Upload Single Record From File (XML)
- Staff upgrade bib fuzzy match (MRC)
- Export bibliographic records
Master list of jobs and batch processes that can be run by designated staff
Staff members are added to the list below after their test on sandbox has been reviewed. Staff members need to ensure that the Alma liaison submits a login form where applicable.
The 
symbol indicates that a job is particularly damaging if done incorrectly.
| Scope | Job name | Staff name (unit) |
|---|---|---|
| Items | Change physical items |
|
| Batch item withdrawals |
| |
| Work orders | Batch create work orders |
|
| Create new import profiles | Creating new profiles (Physical) (includes running any import profile below) |
|
Creating new profiles (Electronic) (includes running any import profile below) |
| |
| Import profiles WITH ORDERS | Staff import profiles - Bibs, Hols, Items + ORDERS |
|
| Middle East LoC Acquisitions Profiles |
| |
| /wiki/spaces/ITSworkflows/pages/54823382 (managed by ITS) |
| |
| Import profiles (without orders) | Staff import profiles - Bibs, Hols, Items (multiple formats) |
|
| Staff new item, old/new holding - multiple formats (CSV) |
| |
|
| |
| ||
| Upload single record from file | (Anyone with import permissions may run this) | |
| Import profiles (without orders) - unit specific | HUA Profiles |
|
| Judaica Digital Projects |
| |
| /wiki/spaces/ITSworkflows/pages/54823266 (managed by ITS) |
| |
Bib changes | (Use of local authority records to update Authorized Access Points) |
|
STAFF WITH APPROVAL TO WRITE NEW RULES
| ||
STAFF WITH APPROVAL TO RUN EXISTING RULES
| ||
| Delete Bibliographic records (for CZ/IZ issue) |
| |
| Suppress / unsuppress bibliographic record |
| |
| Unlink bib headings |
| |
| Holding changes (remember the important info regarding the type of input file) |
| |
| Delete holdings without items (WID only) |
| |
| PO Lines | Update PO lines information (NOT Update PO lines information - advanced) |
|
| Update PO lines transactions |
| |
| Update PO lines information ADVANCED |
| |
| Export bibliographic records | Export Bibliographic Records |
|
| Portfolios | Change Electronic Portfolio Information |
|
| Delete Electronic Portfolios |
| |
| Electronic Collections | Change Electronic Collection Information |
|
| Move Electronic Portfolio Information |