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The Alma User Interface GuideMe Frequently Asked Questions (FAQ)
All user roles can open the Recent Entities list.
The Recent Entities, part of My Activity Center, is a system-level interface 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 on it, or you can view it in view-only mode. The Recent Entities list is a helpful way to find the records you have recently worked on and saved, either by creation or editing of a record. 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. 
Recent entities that appear in the list include bibliographic records, holdings, physical items, electronic portfolios, services and collections, repository sets, and authorities that you worked on within the last 7 days. The order of the entities in the list is from the most recent and down, by time and date. 
Recent Entities List
You can do the following on the Recent Entities list:
For sets, this displays the members list of the set. 
Edit the entity. To do this, hover over the entity and select the Edit icon
.
Dismissed entities cannot be restored in the Recent Entities list. 
To close the Recent Entities list, select the Recent Entities icon 
 again.
Statuses in the Recent Entities List
The Recent Entities list displays the status of the entity based on the most recent activity you performed on the entity. This may not reflect the actual state of the entity, for example, if an entity added by you was later edited or deleted by another user.
The following statuses exist:
When are Entities Displayed in the Recent Entities List?
Recap:
Below is a detailed list of cases in which the different types of entities are displayed in the Recent Entities list, and the statuses in each case:
Bibliographic records
Holdings records
Authority records
  • The record was saved and released in the Metadata Editor.
  • The record was manually deleted in the Metadata Editor. 
  • Holding records: the record was deleted in the Holdings list. 
  • The record was updated as part of a batch process.
  • It was released unchanged in the Metadata Editor.
  • It is still open in the Metadata Editor.
  • It was released using the "Release All" option.
  • It was created as a side effect of other actions (e.g., creating an order, creating a portfolio, etc.)
Physical items
 
  • The record was saved and released in the Physical Item Editor.
  • The record was manually deleted in the Physical Item Editor
  • The record was updated as part of a batch process.
  • It was released unchanged in the Physical Item Editor.
  • It is still open in the Physical Item Editor.
  • It was released using the "Release All" option.
  • It was created as a side effect of other actions (e.g., creating an order, creating a portfolio, etc.)
Electronic Portfolios
Electronic Collections
Electronic Services
  • The entity was created or modified in the Editor and saved. 
  • The portfolio was manually deleted (via the repository search). 
  • Portfolios: The portfolio was manually deleted (via the Portfolio List). 
The entity was viewed but no changes were saved.
Digital Collections
Digital Representations
Digital Files
Digital Deposits
The entity was added or edited.
The entity was viewed but no changes were saved.
Repository Sets
  • A set was created in the Repository Search.
  • A set was created under Admin Manage Sets → Add Set
  • A set was created by one of the following set actions: Duplicate, Itemize, Combine Sets, Filter Set. 
  • A set was created under the Metadata Import Report Actions as an itemized title set (when there are actual records reported).
  • A set was viewed in the Metadata Editor using the Catalog Set action. 
  • Members in an existing itemized set were updated using the Add Members / Remove Selected functionality. 
  • Set's metadata was edited (set name, description, note, etc.)
  • A set was deleted. 
The set was viewed but no changes were saved.
PO Lines
  • PO Line was created from the Prerequisites screen.
  • PO Line was created from a Purchase Request.
  • PL Line was created from the Metadata Editor.
  • PO Line was edited from any of the task list screens.
  • PO Line was edited from the Manage EDI tasks.
  • PO Line was updated from the Receiving Workbench screen.
  • PO Line was deleted from any screen.
  • PO Line was created by the EOD job.
  • PO Line was created by API.
  • PO Line was deleted as the result of PO deletion.
  • PO Line was update by any Alma job or Process Automation.
  • PO Line was updated via invoice.
  • PO Line was updated via Activation task list.
Mapping Tables
Code Tables
Values were added/edited/deleted in a table. 
 
Integration profiles
Integration profiles were added/edited/deleted. 
 
What Information Appears in the Recent Entities List for Each Entity? 
The following information is provided for each of the entity types:
Bibliographic records
 
  • Title of the record. 
  • Resource type: Book-Physical, Book-Electronic, etc.
  • BIB MMS ID
Physical items
 
  • Title of the bibliographic record related to the item
  • Item barcode. If there is no barcode, a hyphen "-" appears.
Holdings records
  • Title of the bibliographic record related to the holdings
  • Local location + permanent call number
  • Holdings MMS ID
Electronic Portfolios
  • Title of the bibliographic record linked to the portfolio
  • Service type
  • Portfolio ID
 
Electronic Collections
 
  • Collection name
  • Interface
  • Collection ID
 
Electronic Services
  • Collection name
  • Service type
  • Service ID
Digital Collections
Collection name
Digital Representations
Title of the bibliographic record
Repository Sets
  • Set name
  • Set type
  • Set kind: Itemized or Logical 
Authority records
  • The preferred term of the authority record 
  • Vocabulary
  • Authority MMS ID
PO Lines
  • PO Line description
  • PO Type
  • PO Line number
Mapping Tables
Code Tables
  • Table name
  • Sub-system to which the table belongs
  • For the Customer Parameters code table only, since this table can be filtered by sub-module, displays also the sub-module. 

Integration profiles
  • Profile name
  • Integration type
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The Alma User Interface GuideMe Frequently Asked Questions (FAQ)
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Statuses in the Recent Entities ListWhen are Entities Displayed in the Recent Entities List?What Information Appears in the Recent Entities List for Each Entity?