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The Alma User Interface
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The following sections present elements that appear or remain consistent in the UI for all users throughout the Alma UI.
An administrator can configure the look and feel of Alma, including colors, logo, and default language. See User Interface Settings.
The Alma Home Page
The home page is the initial page that appears when you log in to Alma. You return to the Alma home page when you select the logo in the persistent menu or when you cancel certain actions in Alma.
Alma Home Page Elements
The elements on the Alma home page and items available in the menus depend on your user role and the information available at your institution. However, the home page always presents:
Managing Widgets
Widgets are a small pane on information or actions that are relevant to your user role and Alma's current status. Example widgets include a task list, a library calendar, the status of scheduled jobs, and outstanding student loans. You can display or (with the exception of the Recent Pages widget) remove widgets from the Alma home page.
An administrator can configure the availability and contents of the widgets. For more information, see Configuring Widgets.
To display or hide a widget on the Alma home page:
  1. Select the Manage Widgets button on the Alma home page (see the figure Alma Home Page Elements). The Manage Widgets overlay appears. For example:
    Add Widget
  2. Select the empty check box to the left of the widget that you want to display. Select the blue selected check box to the left of the widget that you want to hide.
  3. Select X when you are done.
You can also hide a widget by selecting Remove in the drop-down menu at the top right corner of the widget.
Tasks Widget - Remove
List of Widgets
The following widgets are available in Alma, depending on your user roles. Items in plain font are categories of widgets, rather than the actual name of a pre-defined widget.
Available Widgets
WidgetScreenshotRolesDescription
Keep Up with Alma
AllHighlights new Alma features and helps you keep up with Alma’s many new developments, drawing your attention to important aspects of current functionality. Note that you can move the widget to a different part of your dashboard or remove it from your dashboard entirely at any time.
Analytics
As defined by the widgetThere may be multiple Analytics object widgets with various names, descriptions, and information. You must have at least one of the roles defined for the widget to be able to view it.
For more information on Analytics widgets, see Running Analytics Reports and Displaying Them in Alma.
Tasks
AllDisplays tasks in the task list (see Tasks in the Task List), including a count of how many tasks. Tasks are grouped by expandable headers. Select a row to open the Alma page that enables you to deal with the task.
For the Electronic Resources tasks, the counter displays the sum of the totals from each listed category (i.e., Unassigned and Past Due-Date-Unassigned). Since a single task may fall into multiple categories, the Electronic Resources tasks counter may display a higher number than there are tasks.
NotificationsAllNotifications to all users from your administrators. For information on configuring these notifications, see Configuring the Home Page Notification Widget.
Organizational CalendarAllInformation about institution and library hours and special events. A few days are shown in the widget; select View Full Calendar to open a pane with the full calendar. For information on configuring hours and events, see Managing Institution/Library Open Hours.
Scheduled Jobs StatusAllThe status of scheduled jobs that ran in your institution, organized by type over the last five days. If there are any failed jobs, a red ! appears for that type on that date. Select the More Info link to view the Monitor Jobs page with those jobs pre-filtered to appear. See Viewing Completed Jobs. For more information about this widget, see Viewing Scheduled Job Summary Status.
Discovery SearchAllFor Primo VE environments only, this widget allows staff users to search for items using Primo VE's search interface, which uses the default view defined on the View Configuration page. To configure this widget, see Configuring the Discovery Search Widget.
Primo DashboardAllFor Alma-Primo environments only, this widget displays the status of the last publishing job to Primo. Select Publishing Jobs List to view the Monitor Jobs page with that job pre-filtered to appear. See Viewing Completed Jobs. To configure this widget, see Adding Primo Search Box to the Alma Home Page.
Consortia Member LinksAllThis widget is available for all institutions, but it only has meaning for institutions that are members of a collaborative network implementing a Network Zone (see Managing Multiple Institutions Using a Network Zone). Select a member institution to open a new tab, enabling you to log in to that institution.
Administrator-createdAs defined by the widgetAdministrators can create widgets linked to information on any website. For more information, see Configuring Widgets.
 
The Navigation Bar
The main menu used to navigate in Alma. Throughout this document, any reference to this menu uses a path of menu and sub-menu elements as follows: main section > sub-section > specific option, for example Fulfillment > Checkout/Checkin > Manage Patron Services. If the resulting page is also a menu of options, these options may appear in the documentation as additional elements to the path.
The Navigation bar can be collapsed to provide more room on the page while still remaining visible. It can be expanded again at any moment.
Expanded StateCollapsed StateHow to
To collapse the Main Menu Navigation panel:
  1. Click  on the Main Menu Navigation panel (step 4 above) to open the Quick Links panel. 
  2. Select the Collapse left menu option. 
  3. To return to the expanded view, select Expand left menu.
 
From the Navigation Bar you can easily search for specific menu option and set the menu options that you use frequently as Quick Links, so that the Alma interface is personalized to your workflow and you don't have to go through the sub-menus every time.
  
Navigation Bar
The options in the Alma main menu depend on several factors, in particular the library/location to which you are logged in (see the table below) and your user role (see Managing User Roles). For the roles that are required to see each option, see User Roles – Descriptions and Accessible Components.
Select an option to navigate to the relevant page and close the menu. The main areas are described in the following areas of the documentation:
To find a specific option:
  1. Select the  on the Navigation Menu or type Alt-Ctrl-F. Alternately, at the bottom of any menu area, select the search link.
    Search panel
  2. Enter your search term. Matching options in the Navigation Bar, as well as in the Configuration Menu, appear. Select the relevant option.
    Matching search options
To create Quick Links:
There are two methods to create Quick Links that you can use, depending on where in the Alma menu you are:
From the Navigation PanelFrom the sub-menu
  1. Select  on the Navigation panel. The Quick Links panel opens. 
  2. In the top search bar, start typing the name of the option you want to set as a Quick Link. All relevant options appear in the list below. 
  3. Hover your mouse pointer over the desired option, then click on the gray star to the left of the option; when the star turns blue, it is set as a Quick Link.
  4. In the bottom section of the panel, select Pin Quick Links Menu to display the menu, then select X to close the panel. 
  1. Select the module of Alma were the option that you want to set as a Quick Link is located. 
  2. Hover your mouse pointer over the desired option, then click on the gray star to the left of the option; when the star turns blue, it is set as a Quick Link.
  3. Select  on the Navigation panel. In the bottom section of the panel, select Pin Quick Links Menu to display the menu, then Select X to close the panel.
Once created, you can do the following with the Quick Links:
To customize the Navigation bar:
Do that if your screen is small and some of the links on the Navigation bar are located under the "..." button. 
  1. In the Navigation bar, select the top option "Alma QA". 
  2. In the panel that opens, select the "Customize main menu links" option. 
  3. In the Display Menu panel that opens, drag and drop the options that you don't need to the Hide Menu section below. This will free the real estate on the Navigation bar for the options that you do use. At any moment you can revert back or un-hide some of the options that you hid. 
The Persistent Menu
Every page in Alma has the same header, which is called the persistent menu.
Persistent Menu
The persistent menu contains the following elements:
  1. Logo – The logo of your consortia or institution. Select the logo on any page to return to the Alma home page.
  2. Persistent Search Box – For more information, see Searching in Alma.
  3. Main Menu Icons – Icons include (from left to right):
    IconDescription
    Library/desk selector – Alma presents you with the features and options that are relevant to your user role and your logged in desk or department. You can switch locations using this menu: select the new location in the drop-down menu.
    If your institution is working with a Network Zone and you are permitted to switch between member institutions (you have a user account in multiple institutions), you can also switch between institutions. For more information, see Switching Between Institutions.
    The current location does not appear in the persistent menu by default. To display the current location in the persistent menu, select Always show current location in the library/desk selector menu.
    Library/Desk Selector Menu

    Current Location in Persistent Menu
    Enable Quick Printing – Select this option to set that all printouts that are created as part of a workflow via the user interface and going to a specific printer should print automatically, overriding the Print dialog. When using quick printing, the printing window immediately displays when the letter is generated.
    (not shown)Institution selector (appears only when enabled and for a user who has credentials in multiple member institutions working with the same Network Zone). For more information, see Switching Between Institutions.
    (not shown)RFID connection icon (appears only when an RFID integration profile is defined). For more information, see RFID Support.
    User menu – Your user name and photo (when available) appears as a link. Select the link to open the user menu. The options in this menu are as follows:
    • In some institutions, the first item in the menu is a language selector that you can use to change the language used in the UI. To change your language, select a new language from the drop-down list. The user interface changes to the selected language. Currencies and numbers in the UI and exported Excel files change to match the standard defined by the language (with commas, periods, and spaces in the appropriate locations). See Configuring Institution Languages.
    • Change Password – Change your password. This option only appears for internally managed users (see Account Type). To change your password, enter your existing password and your new password twice and select Save. Your new password is saved.
      Change Password Dialog Box
      Depending on your institution’s setup, you may be required to use passwords of a certain length, to include certain characters in your password, or to change your password at certain times.
    • Disable New Layout - Starting from September release, all users are switched to the new Alma layout. You can disable it (for yourself only) and switch back to the original layout by selecting Disable new layout option. To switch back to the new layout, select Enable new layout in the same location. 
      Note: This option will be removed when the new Alma layout becomes exclusive (planned for the March 2021 release).  
    • User Details – Display details about your user on the User Details page. For more information, see Editing Users.
    • Detach from social account – If your user account has been associated with a social account and you want to disassociate the two, select this option to do so. This appears only if the user account is associated with a social account.
    • UI preferences (on all pages other than the home page) – This submenu enables you to select the font size of the UI and whether the pages are presented with gutters (default) or full width. Select the font size (Display Density) and Page Layout to suit you. Your selection is saved between sessions. Click the Shortcut Customizations link to view the global Alma keyboard shortcuts and disable some of them, if needed. See Global Alma Hot Keys
    • Sign Out – Log out. See Logging Into and Out of the User Interface.
    Tasks list - A list of task types that may require your attention. Each line indicates the task type and the number of tasks of that type. Select a line to open the page that enables you to manage these task types. For more information see Tasks in the Task List and Assigned to Me, Unassigned, Assigned to Others Tabs.
    Configuration page link. For more information, see Configuring Alma.
    (not shown)Chat with Support link. Opens the Ex Libris Support page, which allows staff users who have chat permissions to start a chat session with our Support team regarding the following types of issues:
    • Simple how-to questions and configurations
    • Behavior and general inquiries
    • Known issues
    This functionality is disabled by default. Only staff users who have been assigned the Chat with Support role will be permitted to open a Chat session with our Support team. For more configuration information, see Managing User Roles.
    Chat is provided for Alma, Leganto, Primo VE, and Rialto.
    Help link – A menu of help options. Select one of:
    • Browse Online Help – Open the Online Help.
    • Help For This Page – Open the Online Help page that is relevant to the current UI page that you are on.
    • Alma Known Issues Fix Schedule – Open the Alma Known Issues Fix Schedule page to view issues that are scheduled to be fixed in the upcoming months. You must have the Known Issues Operator role to use this feature. For more information about this feature, see Alma Known Issues: Q&A.
      Alma Known Issues Fix Schedule Page
      You can filter and sort the page. Each issue includes an issue number, summary, description, SF case number(s), Alma component, status, and target release version. The statuses are:
      • Fixed – Resolved in this or a previous release.
      • Pending Release – Resolved in an upcoming release.
      • Scheduled – Not yet resolved.
    • What’s New Videos – View a page with links to the most recent video tutorials.
    • Alma Release Schedule – Display a pop-up with the last several, and next several, Alma sandbox, production release, and release update dates.
      Release Dates Pop-up
      The current release version and build number appear at the bottom of the Help menu. For premium sandbox customers, when working in the sandbox, the build information indicates the date that this build was cloned from production. An asterisk in the Release Update column indicates the date of the next scheduled refresh.
    • Suggest an Idea – Suggest an idea to Ex Libris. Select to open the Ex Libris Idea Exchange page in a new window.
      Ex Libris Idea Exchange
      Your administrator may have removed this link. See Configuring Other Settings.
    • Generate Tracking ID – Generate a tracking ID for your Salesforce case to assist Ex Libris in debugging a problem. Use this when an error occurs but the error message does not contain a tracking ID. You should generate the ID as soon as possible after the error.
      Generate Tracking ID
      The tracking ID is not enough to resolve your issue. You must still provide as many details of the problem as possible, such as the steps in the workflow that led to the error, which entities were involved (user identifier, item barcode, and so forth.), and any other information that might be relevant.
      Watch the Tracking ID Generator video
    • Generate Performance Tracking File – Generate a performance tracking file if Alma displays performance issues, such as long search times. Open a support issue and attach the file to the issue. The information in the file can help the support team resolve the issue. For frequently asked questions about Performance Tracking files, see here.
      Generate the tracking file immediately after experiencing the performance issue, before doing any other action.
      The Performance Tracking File is not enough to resolve your issue. You must still provide as many details of the problem as possible, such as the steps in the workflow that led to the error, which entities were involved (user identifier, item barcode, and so forth), and any other information that might be relevant, such as a screencast recording and more.
    • Instance Name - Displays the name of the environment currently in use.
    • Instance Location - Displays the location of the data center for this instance.
    • Premium Sandbox – Connect to your Alma premium sandbox, if you have one. For detailed information on sandbox environments, see Alma Sandbox Environments. If the Institution has at least one SAML\CAS profile, hover over the link to open a sub-menu with links to Premium Sandbox using different profiles. If the institution has no SAML\CAS profiles, then there is a single link to log in to the Premium Sandbox. 
    • Standard Sandbox – Connect to your Alma standard sandbox, if you have one. For detailed information on sandbox environments, see Alma Sandbox Environments.
    • The date of the last indexing appears, which could be either the status of the last semi-annual indexing or the status of any indexing process initiated by the system or by customer support. The semi-annual reindexing is full reindexing of the Alma repository, done twice a year (generally in July and December; for a more detailed explanation see here). While semi-annual indexing runs, it appears under Running Jobs tab (Admin > Monitor Jobs) with the following details: Job category ''SP', Creator 'System'. If you want to run a full reindexing at other points in time, contact Ex Libris Support. If you are a Depositing Administrator, General System Administrator, or Repository Administrator, the date that appears here is a link. Select the link to view the indexing job report. 
    • A link to the most recent Alma release notes.
    • In your sandbox environment, the date of the last clone from production.
    • The date of the last CZ update that was implemented in your system. For details, see Synchronize Changes from CZ.
    DARA (Data Analysis Recommendation Assistant) link – Displays the number of DARA recommendations that are available, and provides a shortcut to the Manage Recommendations page (Admin > Recommendations > Manage Recommendations). This link display only when there are available recommendations.
    My Activity Center pane - allows you to view and access your recent activity, including the Recent Entities list that lists all the entities you have added, updated, and deleted within the last 7 days. You can scroll through the list and select an entity to resume your work, or you can view the entity in view-only mode. The Recent Entities list is a helpful way to find the records you have recently accessed, even if you do not remember their names. It also allows you to easily view your recent changes to your records. At any moment you can open and close the Recent Entities list, and then resume your ongoing work without interrupting its context.  
    For more details, see Recent Entities List.
    New for October! Alma Announcements pane - allows Ex Libris to update users on important issues, unusual occurrences, or major feature rollouts, as well as provide ad-hoc updates and announcements. 
    For more details, see Alma Announcements List.
Page Header and Summary Panel
A page header appears below the persistent search box.
Purchase Order Line Details Page
The page header contains:
On many pages, a summary panel appears to the right of the page (if the screen size is small, it might appear below the page header). The summary panel provides information about the page's contents (for example, information about an inventory item, PO line, or user). The summary header typically includes the entity's identifying number, status, and an info icon. Click the Info icon at the bottom of the panel to see who create the entity, when, and when it was last updated. 
Tasks in the Task List
Several pages in Alma contain tasks that may be assigned to you or others. These tasks may also appear in the tasks list that is accessed from the persistent menu. The following tasks can appear in the task list. Note that the task list is also available as a home page widget (see Managing Widgets). For more information, see Assigned to Me, Unassigned, Assigned to Others Tabs.
Configuring Alma
Some configuration options are available to non-administrators, and these options are described in the documentation, where applicable. The majority of Alma's configuration options are available on dedicated configuration pages, and are relevant only for administrators. These pages located in the Alma Configuration menu, which you access by selecting the Configuration page link at the bottom of the Navigation bar. 
To open Alma Configuration:
  1. Select the  icon. The following changes take place:
    • The Alma Main Menu changes to the Alma Configuration Menu. To distinguish it from the Alma menu, the bar color changes to the default primary color in the user interface, and its icons feature a cog wheel to distinguish them from the regular Alma icons. 
    • The persistent search bar disappears, and the dropdown of units to configure appears instead. 
    • Instead of the main Alma window, a dedicated screen opens.
  2. In the top dropdown, select the unit to configure. 
  3. Select the functional area to configure, such as Acquisitions, and find the specific configuration tool you need. 
  4. To close Alma Configuration and to return to the task you left in Alma, select the  icon. 
Alma Configuration Menu
Throughout this document, any reference to the configuration menu uses a path of menu and sub-menu elements as follows: Configuration Menu > main section > sub-section > specific option, for example Configuration Menu > Fulfillment > Location > Remote Storage. If the resulting page is also a menu of options, these options may appear in the documentation as additional elements to the path.
Select Back to Alma to return to Alma. For information about configuration, see the following sections.
The Alma Configuration page includes a Configuring drop-down box to select the location to configure: the institution or a specific library. When you enter text in the search box, the list of configuration options is filtered to include only the options that match your entered text, with the text highlighted in the matching options. The number of matching options in each Alma area appears next to the area tab on the left.
Global Alma Hot Keys
A long list of global keyboard shortcuts (shortcut keys) is available in Alma. You can view the full list on the Shortcut Customization page (User menu > Shortcut Customization).
For any action that begins with pressing the Alt key, the action letter or number appears on the page when you press the Alt key. On a page that has tabs, enter the tab number (even if it contains multiple digits) while pressing the Alt key to open that tab. When you release the Alt key, Alma opens the tab corresponding to the number you entered.
User Details with Hot Keys Highlighted
You can disable global some Alma keyboard shortcuts. You may want to do that in cases when your language requires usage of the same keyboard keys for typing accents or diacritics. To do that, disable the slider by that shortcut. Note that you can only disable an Alma shortcut, but cannot define a different Alma shortcut for the same action. 
Additional shortcuts are available on the Patron Services (see Managing Patron Services) and Manage Item Returns (see Returning Items) pages.
For information on the keyboard shortcuts available in the MD Editor, see MD Editor Menu and Toolbar Options.
Copy Option When Selecting Text
When selecting text in Alma, a small pop-up menu with the option to copy the text appears. Select the option to copy the text; a confirmation check mark briefly appears.
Copy Option
Copied Confirmation
Icons
This section presents icons that appear in various places in Alma. Also see Search Result Icons.
Info Icon
You can see additional information about certain items by selecting the Info icon on some pages in Alma, for example the Purchase Order Lines Details page. When you select the Info icon, a pop-up appears with information about the item on the page: created by, last updated by user/job, and (where applicable) modified by information.
Info Icon Pop-up
User Information Icon
You can display user information by selecting the User Information icon beside a user name on various pages and pop-up windows, such as the User Details page.
Creator Info Icon
Select the icon to display user information:
User Information
An administrator can define which user information fields are displayed in this pop-up box. See Configuring User Information for Pop-ups.
Translate Information Icon
If your institution supports multiple languages, Alma translates system-defined UI elements, such as messages and field names into the language selected by the user. You may also want to enable the user to view certain entered information in the user's selected language. See Configuring Institution Languages.
A limited number of fields in Alma support this ability. When multiple languages are enabled, these fields appear with a Translate Information icon . For example:
Address List
Select the icon to open a dialog box that enables you to enter the field's information in the other enabled languages.
Translate Dialog Box
Messages
Alma returns messages on many pages based on your actions or missing or required information. Messages appear in a notification bar on the side of the page. The notification bar displays message types of Information, Error, and Success, each with different icons and colors. In confirmation dialog boxes and other smaller panes, the messages appear on the page (not floating). If you ignore a message but continue to work on the page, the message is minimized to its icon and remains on the page.
Tabs
Many pages contain too much information to fit on one page, or information that is better grouped together on subpages. These pages contain tabs at the top of the information. On some pages, the name of the page and some information at the top of the page (above the tabs) remains as you navigate between tabs. On other pages, navigating to a new tab may change the page name and remove or replace the top information.
In addition, many pages contains tabs with similar functionality. For more information, see Common Alma Tabs.
"Has Content" Indication
When a page contains multiple tabs, a blue icon indicates that the tab has a table or list with user-configured or system-generated content.
For example:
Example of Has Indicator Indication
Although a tab may contain information in its form section, the “Has Content” indication appears only when a table or list on the tab contains contents.
Common Alma Tabs
Many pages in Alma contain tabs with similar functionality.
Assigned to Me, Unassigned, Assigned to Others Tabs
Several pages in Alma contain tasks that may be assigned to you or others. Tasks are items or requests that are waiting for attention from an operator. Pages with tasks are divided into three tabs, as follows.
When you select to change the assignment, a dialog box appears. You can enter the target operator and an optional note, and whether to send the operator an email about the assignment.
Assign To Dialog Box
Notes Tab
The Notes tab enables you to view, add, or remove notes that are relevant to the page. It appears on many Alma pages, such as:
Add a note using by selecting Add Note. To edit a note, select Edit from the row actions menu.
Notes Tab
Edit Note
The "Has Content" Indication appears on this tab only after a note is added manually by a librarian.
To delete a note, select Delete from the actions row menu and select Confirm in the confirmation dialog box.
Attachments Tab
The Attachments tab enables you to view, attach, and remove attachments relevant to the page. It appears on many Alma pages, such as:
Attachments Tab
The maximum attachment size is 25 MB. Emails sent to a user or regarding a PO line page appear in this tab.
History Tab
The History tab displays the history of changes to the fields on the page.
A new or removed value in a field is considered a change. The first value assigned to a field is not considered a change.
The tab appears on many Alma pages, such as:
History Tab
In some instances, the History tab contains radio buttons that allow you to change the types of changes appearing in the list. For example:
History Tab with Radio Buttons
Drop-Down and Quick Pick Lists
In the various drop-down lists, you can enter part of the field name and then select it from the list of matching terms that appears.
Terms Matching Entered Text
For some drop-down lists, terms are grouped into expandable/collapsible sub-menus.
Terms in Multi-Level Drop-Down List
Recent terms that you selected appear at the top of the list.
Recently Searched Terms at Top of List
Quick pick lists also allow you to select an item from a list, but provide more information and context for the selection. A quick pick list can be identified by the icon in the field.
Quick Pick Field
When selecting an item from a quick pick list (vendors, funds, users, and so forth), the list appears in an overlay pane, rather than on a new page. Select an item by selecting the item's row. If you have previously selected items of this type, select the Recent icon in the selection field to select any recently selected item.
Recent Selection in Quick Pick List
Recently selected items may be disabled on certain pages due to privacy concerns.
Lists and Tables in Alma
This section presents information to help you work with the lists and tables that appear various locations in Alma.
Common Table/List Types
The sections below show common types of lists and tables in Alma.
Record Lists
Pages with record lists display one or more Alma records vertically down the page, such as search results (see Searching in Alma), borrowing requests (see Managing Resource Sharing Borrowing Requests), reading list citations, vendors, and so forth.
Electronic Titles Search Results in the Community Tab (with an example showing activation/availability icons for electronic collections/portfolios)
Electronic Portfolios Search Results in the Community Tab (with examples showing activation/availability icons for electronic collections/portfolios)
Portfolios List (with examples showing activation/availability icons)
Lists appear with:
Each item in the list appears with:
Record List Fields with Multiple Values
Some fields in repository search results may have multiple values. For example, in the All titles, Physical titles, Electronic titles, and Digital titles repository search results, multiple values can appear for the Record number field when there are multiple 035 $a entries in the cataloging record. When a field has multiple values, the search results appear with the multiple values icon (  ). Select the multiple values icon to display all the values for the field. In the case of the Record number field, the multiple 035 $a values appear listed in the same order as presented in the MD Editor.
Record Number with Multiple 035 $a Entries
The values that appear can be copied for copy/paste actions and can be exported using the Export list icon. When multiple values are exported to Excel, they are concatenated and delimited by a semi-colon.
Record Number with Multiple 035 $a Entries Exported to Excel
Record List from Single Record Search
When viewing a record list as a result of searching for a single record to select (such as when selecting Change Bib Record for a PO line), you can select the record by selecting anywhere in the record row.
Configure Record List Appearance
You can configure the fields, columns, and actions that appear on record lists. Select the Manage Column Display icon in the table actions list to open a configuration pane.
Record List
The pane may not appear fully expanded. Select Show all to expand the pane.
Repository Search - Configuration Pane Expanded
You can configure the fields that appear for each item in the record list. Select a column layout to change the number of columns. Drag and drop fields between columns. Hide a field by clearing the field's check box.
You can drag and drop actions to configure which ones appear as the two action buttons. You can also clear an action so that it does not appear when you right-click the repository item (note that the action continues to appear when you select the ... menu).
After you customize the columns on this page, the Manage Column Display icon displays a small green dot in the lower right corner . When you select the icon again, the Restore list defaults option appears. Select to restore the fields and actions to their out-of-the-box settings.
List Tables
List tables display one or more elements vertically down the page in a table format. for example, the Reading Lists Task List page. They are often used to present tasks to the user: the list of resources, tasks, orders, or users that require operator attention (see Tasks in the Task List and Assigned to Me, Unassigned, Assigned to Others Tabs).
Reading Lists Task List Page
List tables appear with:
Each item in the list table appears with:
Code Tables
Code tables are typically available only to administrators. They display a list of options that may be available as a drop-down list in some other area of Alma.
Shipping Method Code Table
Code tables appear with:
Each item in the list appears with:
Mapping Tables
Mapping tables are typically available only to administrators. They display configurable elements that control other areas of Alma.
VAT Codes Mapping Table
Mapping tables appear with:
Each item in the list appears with:
Rules Tables
Rules tables are typically available only to administrators. They contain a series of checks that Alma performs automatically during the course of some process. For example, there are rules to determine if an invoice is sent for review or automatically approved, and rules to determine if a purchase request is automatically generated for a citation added to a reading list.
Purchasing Review Rules
You can perform the following actions on rules tables:
When you add or edit a rule, a page similar to the following one appears:
Shipping Cost - Lender Rules
In the above example, if this rule is triggered, a 10 USD fee is added to the shipping cost when lending an item to the resource sharing partner East FN. Note that if a lower numbered rule is triggered, the action specified by this rule (add 10 USD to the shipping fee) is not applied, even if the criteria matches the lending request.
List, Table, and Row Actions
A page containing a table or list may present actions that apply to the entire table or list, or to all selected items in the table or list. This list is called the table actions list and it appears at the top of the table. If there are too many actions to display, additional actions are available in the Actions menu to the right of the displayed actions. If any of the actions can apply to selected items only, or if a page-level action (such as Select) can apply to selected items only, each item in the table or list appears with a check box.
Table Actions List
All table actions lists include the Export Menu icon , with options to export all or some of the list to a Microsoft Excel file. See Export to Excel. Another common table action above a table is Add Row; see Adding Lines to Table. Code tables allow you to add lines in bulk; see Importing Code Table Information.
Rows in the table or list contain the row actions list, which are actions that apply to the specific item in the row. You can access the row actions list from the ... menu at the right of the list or by right-clicking the item anywhere in the row as long as you are not right-clicking directly on a link). For some lists, one or two actions may be visible directly in the row.
Row Actions List
Adding Lines to Tables
For most tables, you can add a new item by selecting Add Row or Add <X> above the table. A pane to enter the new row's information appears.
Add Row Table Action
Enter any required or optional information, or select the values from the drop-down lists, and select Add or Add <X> (to add the item without closing the pane) or Add and Close in the pane. All (non-obvious) fields are described on the relevant documentation page in this guide.
Areas within pages in which you can add multiple lines (such as locations for ordered items) also use Add <X> at the top of the area.
Add Row to Table
Importing Code and Mapping Table Information
On many code tables and on mapping tables, you can select Import in the table actions list to import data to the table in bulk. Importing information overrides all of the existing entries in the table.
Import Button on a code table
Excel files can be imported in either *.xlsx or *.xsl formats.
For code tables: 
For mapping tables:
The Excel sheet must be in a specific structure. It is recommended that you export the existing table to get the existing values and the structure (if relevant), make your changes, and then import the changes back to Alma, as described below.
To import code table information:
  1. Export the file using Export > Excel (see Export to Excel).
  2. Open the Excel file and rename the Excel sheet CodeTable.
  3. Make your changes and save the file. Note that there should be no duplicate lines in the Excel file.
  4. Select Import on the relevant page. The Import Tables page appears.
  5. Select Browse to locate your file.
  6. Select Import to upload the file. The contents of the file appear on the page.
  7. Review your changes and select Import to import the changes to Alma.
To export mapping table information:
 The process as is for code tables, but without the need to change or rename the file.  
The structure of the Excel file includes the actual codes that are imported back into Alma, in addition to columns of descriptions that help you make sense of the data, but are not imported. The description values can be duplicated. In addition, the Excel file includes additional sheets, which are also not imported back into Alma, that provide you with full lists of codes and values that can be inserted into the Alma dropdowns - you can use these sheets when adding new rows to the Excel file, instead of referring to Alma for these code/value combinations.  
There cannot be duplicate lines in the codes that are imported back into Alma. 
Export to Excel
On pages that contain lists or tables, you can export the list to Excel by selecting the Export Menu icon and selecting Excel. When exporting a table with hidden columns, you can choose to export only the visible columns or all of the columns, including the hidden ones.
Export Options
See also Importing Code Table Information.
There is a limit of 100,000 lines that can be exported at one time to Excel. If the amount of information to be exported exceeds the limit, the limit appears in the tooltip when you hover your mouse over the Excel option. Filter the list to be under the limit. Otherwise, note that only the first 100,000 are exported.
During the export, Alma displays a progress bar. Downloads proceed in the foreground. While the download is in progress, you can select Cancel to cancel the download in progress.
If you do not want to wait for a download, you can instead create a set and run a job to export the set. For more information, see Running Manual Jobs on Defined Sets.
Tables that have an Enabled column are exported with the values Yes for enabled or No for disabled.
Table and Row Level Customization Mode
For some code and mapping tables, each row of the table functions as an independent unit and is customized independently, while other tables function as a single unit so all of the rows are customized together. The Customization mode field indicates whether the table is configured at the table level (Entire table needs to be customized) or at the row level (Specific rows can be customized). If you have customized a table whose customization mode is Entire table needs to be customized, new rows added by Ex Libris to this table in future releases will not be added to your table. If you have customized a table whose customization mode is Specific rows can be customized, new rows added by Ex Libris to this table in the future will be added to your table as well.
Table Level Customization
Row Level Customization
Code Table Label Translation
Multi-language institutions can configure translations of some code table labels. See Configuring Institution Languages. The workflow is different depending on whether the table is one that is configured at the table level or the row level (see Table and Row Level Customization Mode).
To customize translations of tables customized at the table level:
  1. Change the language filter to a language other than English.
  2. Edit the text in the Translation column.
  3. Select Save.
    Table Level Customization
To restore the translation changes in the table, select Restore Default Translations in the table actions list.
To customize translations of tables customized at the row level:
  1. Change the language filter to a language other than English.
  2. Select Customize in the row actions list to customize a row, or select Customize All in the table actions list to make all of the rows of the table available for customizing.
  3. Edit the text in the Translation column.
  4. Select Save.
    Row Level Customization
To restore the translation changes in the table, select Restore Translations in the row actions list of the row that you want to restore or select Restore Default Translations in the table actions list to restore the translations for all of the rows of the table.
Facets, Filters, and Secondary Search
You can filter the items in a list or list table using facets, filters, and the secondary search. Some or all of these appear on a page containing a list.
Facets and Filters
Facets on the left of a list match one or more of the fields or columns on the page. Beneath each of these facets is one of the available values for that field, followed by (in parentheses) the number of currently unfiltered items that match that value. Select one of the values to filter the items in the list to only those that match the selected value. The selected value appears above the list with an X. Select the X to remove that value from the filter.
Repository Search Page
Some filters are permanent and appear over the list when the page first loads. The initial value of the filter may be pre-selected to the most common value, such as (in the above figure for borrowing requests) Active requests only.
Facets and filters are all single-select: you cannot select multiple values for a particular facet or filter.
The Facets panel bar can be collapsed to provide more room on the page while still remaining visible. It can be expanded again at any moment.
Collapsed StateViewing Facets in Collapsed StateTo Restore
Minimize the Facets pane by selecting << beside the word Facets. The panel collapses into a small stripe on the left of the screen.You can view the facets by hovering your mouse over the Facets stripe.Select >> to restore the Facets pane.
Secondary Search
In the above figure, you can see also the secondary search box. When appearing above a table, a secondary search acts as another kind of filter for the table. Select a value from the drop-down list of fields, enter text, and select the search icon to filter the list. Note that this search is a "contains" search (except for a code search of the resource sharing partner list, which is a "starts with" search).
You can move the keyboard focus to the secondary search box on a page by pressing the forward slash / on your keyboard.
Secondary Search
On various other pages in Alma, you may use a secondary search to find or select a record, such as a user or vendor, on which to perform a certain action. These secondary searches are either plain text fields or quick pick lists (see Drop-Down and Quick Pick Lists).
Pagination
Some lists and list tables that contain a large amount of elements are paginated. For example:
Pagination
The pagination includes the current page and the total number of pages. Typically, each page displays 10 or 20 records by default. To navigate to other pages:
Last Item Edited Indicator
After editing (or viewing) an item in a list or table, and then returning to the list or table, the page automatically scrolls to the item that you were working on and a bar appears next to the item. For example:
Last Item Edited Indicator
Working with Table Columns
You can customize columns in lists and tables throughout Alma in the following ways:

Hidden Columns List
Customizations are retained for each list after moving to another page, logging out, and so forth.
For a video describing this feature, see Show Hidden Columns.
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