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

• Designs Analytics – Fulfillment: limits access to the API Usage, Analytics Objects, Analytics Usage Tracking, Borrowing Requests, Course Reserves, DARA, Fines and Fees, Fulfillment, Lending Requests, Local Authorities, Requests, Resource Sharing, System Events, Title, and Users subject areas.

• Designs Analytics – Resources: limits access to the Analytics Objects, Analytics Usage Tracking, API Usage, DARA, Digital Inventory, Digital Usage, Digital Waitlist, E-Inventory, Licenses, Link Resolver Usage, Local Authorities, Physical Items Historical Events, Physical Items, System Events, Title, and Users subject areas.

• Designs Analytics – Acquisition: limits access to the Purchase Requests, Analytics Objects, Analytics Usage Tracking, API Usage, DARA, Funds Expenditure, Local Authorities, System Events, Title, Usage Data (COUNTER), and Users subject areas.

• Designs Analytics: Provides access to all Alma Analytics subject areas for reporting, including those that are not specifically listed in the Fulfillment, Resources or Acquisition subject areas.

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.

Change log