Permissions and Roles For Alma Analytics

Alma has a built-in reporting tool called Alma Analytics. Staff who need to create or design reports need an Alma Analytics role or role(s) assigned to them.

Assigning these roles is handled through its own policy, since reporting responsibilities can vary among folks with similar jobs.

Creating Reports

What kinds of access can be granted

There are six available roles that can be assigned, depending on what data a library staff member needs to report on.

• Designs Analytics – allows access to all subject areas and reports. 

• Designs Analytics – Acquisition – limits access to the E-Inventory > Cost Usage, Funds Expenditure, Purchase Requests, Licenses, and Usage Data (COUNTER) subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data.

• Designs Analytics – Fulfillment – limits access to the Borrowing Requests (Resource Sharing), Course Reserves, Fines and Fees, Fulfillment, Lending Requests (Resource Sharing), and Requests subject areas. Includes Titles, Local Authorities, Benchmark, and External Vendor data.

• Designs Analytics – Resources – limits access to the Digital Inventory, Digital Usage, Digital Waitlist, E-Inventory, Link Resolver Usage, Physical Items, and Physical Items Historical Events subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data.

• Designs Analytics – System Usage – limits access to Analytics Objects, Analytics Usage Tracking, API Usage, Configurations (Limited), DARA, and System Events subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data. 

• Designs Analytics – Users – limits access to Users subject area. Includes Titles, Local Authorities, Benchmark and External Vendor data. 

Ex Libris documentation on analytics roles can be found here: Designs Analytics Roles

Alma Analytics subject area documentation can be found here: Subject area documentation

How to decide which roles are needed for a staff member

Requesting Analytics permissions must follow the general process for requesting roles. Requesting Alma access and roles for new and continuing library staff

If it is determined that a staff member needs reporting access to all three areas, or needs access to an analytics subject area otherwise not included in the more granular roles, the staff member should be assigned Designs Analytics.

Please note the following guidance in determining what roles to request for a staff member.

• If a staff member needs access to create reports on Work Orders, they need access to Designs Analytics - Fulfillment or Designs Analytics so that they can report on the Requests subject area.

• If a staff member reports on how items are used, but only needs usage measures over time, that data is included in the Physical Items subject area, part of Designs Analytics - Resources.

• If a staff member needs to able to report on Leganto usage, they need Designs Analytics, as Leganto is not included in any of the more granular roles.

Analytics Administrator role

Generally, administrator roles are not assigned widely to staff. However, the Analytics Administrator role provides some functionality that is needed by staff outside of system administration, namely being able to schedule reports to send to others, and share reports to be run ad-hoc by other Alma users.

Analytics users who need to create reports must also have a Designs Analytics role of some type; just granting Analytics Administrator will not let them create reports.

Staff who have a Designs Analytics granular role or the full Designs Analytics role will be able to see and use reports and dashboards from within Analytics > Access Analytics, and be able to use Analytics Objects that they have access to via Analytics > My Analytics. They will be able to export report results and share those exports with others.

User Administrators

If the staff member needs analytics permissions, use the individual granular permission, or use one of these role profiles:

• Designs Analytics - Fulfillment and Resources

• Designs Analytics - Resources and Acquisitions

If a staff member needs all three roles, grant Designs Analytics.

If a staff member needs Analytics Administrator, assign Analytics Administrator directly.

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