Batch Creation or Update of Item Records via API
NOTE: this script can only be run by LTS; contact LTS for assistance.
Input File Parameters for New Item Creation
- EXAMPLE EXCEL TEMPLATE: Alma Item Creation Template
- Staff requesting batch Item record creation should submit a file in Excel
- The Excel file should be formatted as in this example and saved as a tab-delimited text file (UTF-16 encoding):
MMS Id | Holding Id | Library | Location | Call Number | Description | Barcode | Material | Policy | Date |
990077583700203941 | 222023378780003941 | MED | RAREB | 1.B.38 | BOOK | 91 | 2018-10-09Z | ||
990060538580203941 | 221968093820003941 | MED | RAREB | 1.Ba.180 | BOOK | 91 | 2018-10-09Z | ||
990061367170203941 | 221962889270003941 | MED | RAREB | 1.Ba.252.2 | BOOK | 91 | 2018-10-09Z | ||
990061665600203941 | 221967129340003941 | MED | RAREB | 1.Ba.252.3 | BOOK | 91 | 2018-10-09Z |
- MMS Id, Holding Id, Library, Location, Material, and Policy are required
- Call Number, Description, Barcode, and Date are optional.
- Data in the Call Number will only be read if the location entered is different from the holding location in the holdings record (in this case, a new holdings record is created with a new holdings ID).
- If no Barcode is entered, Alma will auto-assign a Barcode
- Location must already exist in Alma (confirm the location has been created in Alma config > choose Library > Fulfillment > Locations > Physical Locations)
- Material and Policy codes must be the code, not the description (see below)
- Material Receipt dates must be in the format “yyyy-mm-ddZ”
- Adding or removing header lines or columns is forbidden, though a column may be blank
- Text of the header line does not matter, but the contents of the columns must be in the order shown
Troubleshooting:
- The Script cannot process more than 10 columns. Double-check that your input file doesn't export to .txt with more than 10.
Input File Parameters for Existing Item Update
NOTE: Items on loan will not be updated with this process. Items on loan cannot be updated.
- Staff requesting batch Item record update should submit a file in Excel
- The Excel file should be formatted as in this example:
Barcode | Library | Location | Call Number | New Description | Append Description | Barcode | Material | Policy | Date |
32044102817301 | Reading Room Use Only | 91 | DELETE | ||||||
32044112218052 | Reading Room Use Only | 91 | DELETE | ||||||
32044147295612 | Reading Room Use Only | 91 | DELETE | ||||||
32044112231428 | Reading Room Use Only | 91 | DELETE |
- The first Barcode field is required as this is how the item record is accessed
- The second Barcode field is optional and is used only if changing the barcode in the item record
- Data that should be updated or added to the item record should be entered in the spreadsheet
- Fields that should be unchanged in the item record should be blank in the spreadsheet
- Data in the Call Number will only be read if the location entered is different from the holding location in the holdings record (in this case, a new holdings record is created with a new holdings ID).
- Fields that should be erased from the item record should contain the word 'DELETE'
- The Append Description field will be take the original field data, append (space)(hyphen)(space) and then append the new text
- Material and Policy codes must be the code, not the description (see below)
- Material Receipt dates must be in the format “yyyy-mm-ddZ”
- Adding or removing header lines or columns is forbidden, though a column may be blank
- Text of the header line does not matter, but the contents of the columns must be in the order shown
- The Call Number Type will default to the type set for that Library and Location
When you have checked that the file is in the proper format Save As tab-delimited text file (UTF-16 encoded).
How to run the script:
/wiki/spaces/LibraryTechServices/pages/59083583
Item Policy Codes and Descriptions in Alma
- Find current Item Policies by Library at: Alma --> Configuration --> Fulfillment --> Item Policy
Material Codes and Descriptions in Alma
- Check for updates to this list at: Alma --> Configuration --> Resources --> Physical Material Type Descriptions