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Withdrawn item reporting in Alma Analytics

Withdrawn item reporting in Alma Analytics

Scope: Description of how to use Alma Analytics to report on items that have gone through the withdrawn workflow and are therefore no longer searchable in the main Alma interface.

Contact: Sarah Holsapple

Unit: Collection Strategy & Development

Date last reviewed: 28 Jan 2026

Date of next review: 28 Jan 2027

 

When an item is withdrawn in Alma, the data is no longer available to view in Alma but remains available in Alma Analytics as a ‘deleted’ item. Note that Alma Analytics updates only once per day so information about deleted items will not be in Alma Analytics until the day after the deletion. 

Related pages: https://duke.atlassian.net/wiki/spaces/DTSP/pages/1171521538 describes withdrawal policies, while how to accomplish withdrawals is described in https://duke.atlassian.net/wiki/spaces/DTSP/pages/25628218 and https://duke.atlassian.net/wiki/spaces/DTSP/pages/1203765262.

 

To report on withdrawn items in Alma Analytics. 

TLDR: Filter for lifecycle = deleted 

  1. Create an analysis from the ‘Physical Items’ Subject area. 

  1. From the ‘Physical Item Details’ folder, add the ‘Lifecycle’ metric and the ‘Internal Note 2’ metric. 

withdrawn reporting screenshot.png

  1. Filter for Lifecyle is equal to / is in Deleted. 

  1. Filter ‘Internal Note 2’ begins with withdrawn. 

  1. Apply other filters as needed. 

Internal Note 2 

The Internal Note 2 field contains useful information about the withdrawal and is structured as follows: withdrawn-[wd-category]-[project-name*]-[date as YYYYMMDD]. 

example: withdrawn-weeding-20260530 

The following fields with that Internal Note 2 broken down into those components can be found in Shared Folders/Duke University 01DUKE_INST/Subject Area Contents/Physical Items: 

  • Internal Note 2 Process (pt1) 

  • Internal Note 2 Category (pt2) 

  • Internal Note 2 Project Name (pt3) 

  • Internal Note 2 Weeding Date (pt4) 

NOTES 

  • See /Shared Folders/Duke University 01DUKE_INST/Reports/INVENTORY/Withdrawn_Physical_Items_Template for a report template that you can save in your own folder in the main Duke folder and customize to your needs. 

  • There are ‘weeding date’ and ‘weeding number’ fields in the ‘Physical Item Details’ folder. We don’t use this specific process for weeding so these will be blank.