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This page is in draft - please ask Sarah Griffin if you have questions about what is listed here.

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Proposed page structure:

Welcome to Alma Fulfillment

  • Fulfillment Terminology

  • The Alma Home Page

  • User Roles

Circulation Basics

  • Viewing a Patron Record

  • Loans, Returns, and Renewals

  • Managing holds (pick lists)

  • Viewing, Modifying Requests

  • Creating Hold Requests and Recalls

  • Notices and Printing

Advanced Circulation

  • Cancelling Hold Requests

  • Missing/Lost/Claimed Returned

  • Fines and Patron Blocks

  • User Management

  • Managing Items

Specialized Circulation Processes

  • Courses and Leganto (simple link to Course Reserves page)

  • InterLibrary Loan (Resource Sharing)

  • Analytics

  • Sets and Jobs

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Printing

  • Set Alma to print slips automatically in your browser

  • Reprint an Alma slip that you previously printed

  • Automatic printing of hold slips

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Search Fulfillment in Alma

Page Tree Search

Welcome to Alma

Note

Important note! To bookmark Alma in your own browser, copy+paste the above link directly into your Bookmarks Manager (ie, do not try to bookmark the web address after you’ve clicked in and/or authenticated with Shibboleth - this will result in error messages).

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Fulfillment Terminology

  • What is Fulfillment? The process by which patrons borrow and return physical resources, or access electronic or digital resources. Fulfillment includes all areas where requests for items are created and filled. Tasks include viewing the status of an item, checking out and checking in materials, placing holds, adjusting loan periods, adding new patrons or editing existing patrons, renewing materials, managing fines, and sending notices to patrons.  

  • Circulation desks: Work locations in the library that handle patron fulfillment. Users will set their location in the persistent menu (upper right corner) so that materials are checked out and returned properly. 

Persistent menu screenshot.pngImage Modified

  • Fulfillment units: Shelving locations with similar lending or return policies and blocks 

  • Institutions: An institution is the highest part of the hierarchy. At Duke, we have one institution.

  • Libraries: The individual libraries on a campus. Each library is uniquely identified in Alma so the specific needs of that library can be addressed. For example, Ford and Perkins are each Alma libraries.

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The Alma Home Page 

The Alma home page is the initial page that appears when you log in to Alma. You return to the Alma home page

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by selecting the Duke logo in the persistent menu

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. 

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The specific elements that display on the Alma home page and menu options depend on your user roles. However, the home page always presents: 

  • Persistent Menu: every page contains this header that includes the Duke logo, a search box, and main menu icons.

  • Navigation Bar: the main menu to navigate in Alma, located in the left sidebar. This is where you’ll find the Fulfillment unit. 

  • Recent Pages Widget: Displays the pages you have most recently visited. Select to go directly to one of the pages. 

Additional features you can enable:

User Roles

User Roles define what functions a user can perform in Alma. Each role confers a set of permissions, and staff members will have multiple roles assigned to them, depending on their job responsibilities. 

Roles are specific to a library location (i.e., a Lilly staff member might have a “Circulation Desk Manager” role at Lilly but only a “Circulation Desk Operator” role at Music). Staff should always make sure they are logged in to the correct circulation desk location. 

Some circulation-related roles in Alma have three tiers: Manager (with the highest level of permissions), Operator, and Operator – Limited. All users, staff and patrons, will have the role of Patron in Alma, which allows borrowing of materials. Other roles are related to Circulation Desk functions, Requests, Users, Inventory, Course Reserves, and more.

For detailed information on Alma User Role Profiles, Job Categories, and how those affect permissions, see Permissions and Role Management

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Still need to figure out if we’re including this info and, if so, where

Fulfillment units (buckets of locations where the circ rules live) 

Fulfillment configuration utility - https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/070Advanced_Tools/010Loans/010Fulfillment_Configuration_Utility  

Alma circulation behaves differently than Aleph circulation.  

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In Alma, circulation is controlled primarily by the item’s location, which is grouped into “fulfillment units” that have the same set of rules. E.g., we have a fullfilment unit called “Standard Loan” that includes stacks locations and other general collections where we generally allow faculty to borrow for an academic year, undergrads to borrow for 28 days, and so on.  

 Definitions: 

Fulfillment unit: “A fulfillment unit is one or more physical locations within an institution that follow the same policies.” (Ex Libris definition from here: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/020Fulfillment_Infrastructure/Configuring_Physical_Fulfillment ) 

Terms of use: “Terms of Use (TOU) are groups of policies that define loan and requesting behavior for patrons.” (Ex Libris definition from document above)  

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 Showed up in another school’s training, and early users talked about this 

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 Fulfillment configuration tool shows the terms of use – maybe that’s a place to introduce naming? 

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