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Introduction

We create library accounts frequently for users who are not active Duke faculty, staff, students, or sponsored individuals. These library patrons do not have active netid/passwords, but they need to be able to access their library accounts online.

With Alma, we will use Duke OneLink (https://oit.duke.edu/service/onelink/ ), which is a service offered by OIT where individuals can register for an online login that we can then use to give them access to log into their account.

Who does this apply to

This procedure applies to any user that does not have a current, active netid. It assumes you have verified that the person is eligible for a library borrowing account.

Examples:

  • An alumn/ae;

  • Borrowers from UNC-Chapel Hill, NC State, or NC Central;

  • Borrowers from a BorrowDirect institution;

  • A member of the Friends of the Library who has donated enough to get a borrowing card

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Important links

https://accounts.oit.duke.edu/onelink/sign_in - test portal for OneLink services. When the patron logs in, they’ll see their unique ID listed.

https://accounts.oit.duke.edu/onelink/ - register for a new OneLink account, or check for an existing account

https://idms-web-selfservice.oit.duke.edu/ - OneLink patrons can use the self-service portal just like folks with netid/password.

Before starting: Check for an existing Alma account and netid

  • Ask the patron if they have been a Duke affiliate before and if they know if they have or had a netid.

  • Search in Users in Alma for an existing account for the patron.

If the user has an existing Alma account - follow the directions here.

If the user does not have an existing Alma account, follow the directions here.

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Patron does not have an existing library account

Check for an existing OneLink account

Create their Alma account

Start from Fulfillment > Manage Patron Services > Register New User

  • For the Primary identifier, set it to their OneLink account unique ID.

  • For the Patron group, set it to the appropriate group based on their affiliation.

  • For the Statistical Categories, set the Patron type to the appropriate type based on their affiliation.

  • Do not set an Alma password. It will not work for their account and is not needed.

  • Set an appropriate expiration date.

Have the patron test their account

  • Go to [insert link to My accounts] and have the patron log in with their OneLink account and verify that it loads.

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Patron has an existing library account

When did they leave Duke?

  • If they are a recent alum and graduated less than a year ago, you can’t do this process yet. Their netid must be deactivated before they can begin using OneLink.

  • If they are a recent faculty member, staff member, or sponsored researcher, [you should be able to proceed with this workflow]

Check for an existing OneLink account

  • If the patron does not have a OneLink account, have them create one and note their unique ID, which should be the same as the one they had as a Duke affiliate - https://accounts.oit.duke.edu/onelink/

  • If the patron is unsure if they have a OneLink account, have them go to https://accounts.oit.duke.edu/onelink/sign_in and attempt to log in. If they have a OneLink account, they will be shown their unique ID after they log in.

Create a new account for their new patron affiliation

Start from Fulfillment > Manage Patron Services > Register New User

  • For the Primary identifier, set it to their OneLink account unique ID.

  • For the Patron group, set it to the appropriate group based on their affiliation.

  • For the Statistical Categories, set the Patron type to the appropriate type based on their affiliation.

  • Do not set an Alma password. It will not work for their account and is not needed.

Request to have the old account merged with the new, just created account

The old account they had needs to be merged into their new account. To do so, TBD

For User Administrators: Merging accounts

Merging accounts should only be done by fulfillment user administrators. It is not reversible and you must be absolutely certain that you merge the correct accounts together.

For documentation on merging user accounts, see this page at the Ex Libris Knowledge Center: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/030User_Management/70Merging_Patron_Records