Requesting New Alma Locations
Questions?
If you have questions about this process that you want to talk through before making an official request, please submit a ticket to https://support.lib.duke.edu to the Alma queue.
Examples of when a new location may be needed
Collections strategy / management - e.g., moving a collection to a new library
Opening a new location for library services (e.g., Bishop’s House during the Lilly renovation)
Accommodating a new collection or new library service that needs specific circulation rules
How to request a new location
Submit a ticket to LSIS (via https://support.lib.duke.edu - assign to the Alma group) with the request for the location. In the ticket, please include:
The library for the location;
The proposed code for the location (e.g., the value in 852$c)
The proposed name for the location in Alma and in Summon/Books & Media (if different);
The desired circulation behavior for items in the location;
A description of the use case. This does not need to be lengthy or in-depth, but knowing the use case will help staff evaluate the request and determine appropriate configurations.
Location request review
LSIS staff will review the request and consult with DUL Collection Services team leads/department heads via asktech@duke.edu to ensure they are OK with the request. If concerns are identified, LSIS and DUL Collection Services Staff will work with the requester to resolve those concerns.
LSIS - in the subject line to asktech@duke.edu, make sure to ask for the ticket to be assigned to the head of MADS or the head of Resource Description.
LSIS Staff - Workflow to create the new location
Create the location in Alma
Note that this workflow must be done in both Alma premium sandbox and Alma production.
Create the location (Ex Libris documentation: Configuring Physical Locations )
Code: Must be unique to Alma
Name: Must be unique to Alma. You may need to append the code in parentheses to make the name unique.
External Name: this should be the name that will appear in Books & Media.
Type should be set to Remote Storage if the item will be at the LSC and managed through CAIASoft, and Open for all other locations.
If the location will be managed by CAIASoft, select Library Service Center from the Remote Storage dropdown
Fulfillment unit: Choose the Fulfillment unit where circulation for the location will be managed.
Call Number Type: Leave empty.
Edit the location (Ex Libris documentation: Configuring Physical Locations )
Attach the main circulation desk (code DEFAULT_CIRC_DESK.) Leave Check in, Check Out, and Reshelve checked by default.
Under holdings configuration
Accessions Placement: set to None
Call Number Type: leave blank
Suppress from Discovery: TBD
Discovery Priority: Regular Display
Request to have the location name added to Books & Media
You need to do review / decide on three aspects of the location display.
Determine the patron friendly name for Books & Media display, even if the location is not intended to ever appear in Books & Media. (argon_code_mappings/duke/location_item_holdings.json at main · trln/argon_code_mappings )
If you want the new location to appear in a location facet, or if it should be in a new facet, the location must also be represented in marc-to-argot/lib/translation_maps/duke/location_hierarchy.yaml at main · trln/marc-to-argot so that marc-to-argot knows where to put the location during indexing.
If you want to create a new facet, or aren’t sure what a particular facet is referencing, review location_facet.json (argon_code_mappings/duke/location_facet.json at main · trln/argon_code_mappings) for the user friendly names.
Once you need the answers to the three pieces above:
Create a Jira and assign it to the Books & Media Kanban board with a status of Backlog and include the new location information, including library code, location code, and patron friendly name.
Request that the code be added to argon_code_mappings/duke/location_item_holdings.json at main · trln/argon_code_mappings
If the code should become part of an existing facet, request to have the code added to location_heirarchy.yaml (marc-to-argot/lib/translation_maps/duke/location_hierarchy.yaml at main · trln/marc-to-argot )
If you want to create a new facet, request that it be added to argon_code_mappings/duke/location_facet.json at main · trln/argon_code_mappings
Configure the location circulation behavior
On the premium sandbox, configure and test the location’s expected circulation behavior in the appropriate fulfillment unit. Note - at least one item must be in the new location before you can correctly test the circulation behavior. Make sure to account for loans, requests, and overdue / lost item profiles, which are in a separate configuration area.
Once the behavior has been tested and confirmed on the sandbox, create the same configuration(s) on Alma Production.