Systems Work Group Blog - CCCLibraries at Community College League of California-CCLC

Written by Tim Ream, Fullerton College

The May 2025 Alma release introduced a number of enhancements related to AI and metadata enhancement, but also changes to the continually evolving patron services and title search interfaces. Below are some of the highlights from the May release. To see all of the updates from this release, please read the full Alma Release Notes.

Add NZ-level titles to a local collection

Many consortium libraries create Alma collections to manage and display materials associated with their IZ. This update would allow members to enhance local collections by including NZ-managed assets. For example: this update would allow a library that maintains a local collection focused on print books (from their IZ) to also include NZ-managed electronic books. Ex Libris has posted a brief video on this enhancement.

Delete Portfolios Directly from the Metadata Editor

Alma now allows users to delete portfolios directly from the inventory section of the Metadata Editor. When using the Metadata Editor to work on bibliographic records associated with electronic materials, a user will no longer need to exit the interface to delete related portfolios.

Enhanced Search Query Design with Improved UI and Accessibility

Ex Libris has updated the search query feature, making it easier for librarians and staff to construct and refine complex searches using an interface similar to an “advanced search” tool from a database. Especially for complex searches, the update makes it easier to understand and edit the underlying search logic and structure.

Session Timeout Configuration

Administrators can now configure specific session timeout lengths for their users. The configurable session timeout lengths range from 15 to 150 minutes. The default setting in Alma is currently 60 minutes. An option is available to allow your users to configure their own preferred settings.

Enhanced Saved Facets in Title and Holdings Searches

Alma now allows you to save title and holdings search facets. Similar to working with logical sets, this feature can be helpful for preserving the underlying logic of a complex search for future use. For example: a saved search facet could help you quickly retrieve all of the print books created during a certain time frame or about a particular subject.

From the Developer Network

If you have ever done a large-scale inventory project, you are aware that sometimes Alma’s native inventory tools and processes are time-consuming, confusing, and labor-intensive. To help solve some of these issues, Erik Jones at USMAI Library Consortium has developed the Super Shelf Inventory Cloud App. Read more about this app on the Developer’s Network to find out if it can help make your next library inventory project run smoothly.

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Alma release highlights, May 2025

Written by Tim Ream, Fullerton CollegeThe May 2025 Alma release introduced a number of enhancements related to AI and metadata enhancement, but also changes to the continually evolving patron services and title search interfaces. Below are some of the highlights from the May release. To see all of the updates from this release, please read the full Alma Release Notes.Add NZ-level titles to a local collectionMany consortium libraries create Alma collections to manage and display materials associated with their IZ. This update would allow members to enhance local collections by including NZ-managed assets. For example: this update would allow a library that maintains a local collection focused on print books (from their IZ) to also include NZ-managed electronic books. Ex Libris has posted a brief video on this enhancement.Delete Portfolios Directly from the Metadata EditorAlma now allows users to delete portfolios directly from the inventory section of the Metadata Editor. When using the Metadata Editor to work on bibliographic records associated with electronic materials, a user will no longer need to exit the interface to delete related portfolios. Enhanced Search Query Design with Improved UI and AccessibilityEx Libris has updated the search query feature, making it easier for librarians and staff to construct and refine complex searches using an interface similar to an “advanced search” tool from a database. Especially for complex searches, the update makes it easier to understand and edit the underlying search logic and structure. Session Timeout ConfigurationAdministrators can now configure specific session timeout lengths for their users. The configurable session timeout lengths range from 15 to 150 minutes. The default setting in Alma is currently 60 minutes. An option is available to allow your users to configure their own preferred settings.Enhanced Saved Facets in Title and Holdings SearchesAlma now allows you to save title and holdings search facets. Similar to working with logical sets, this feature can be helpful for preserving the underlying logic of a complex search for future use. For example: a saved search facet could help you quickly retrieve all of the print books created during a certain time frame or about a particular subject. From the Developer NetworkIf you have ever done a large-scale inventory project, you are aware that sometimes Alma’s native inventory tools and processes are time-consuming, confusing, and labor-intensive. To help solve some of these issues, Erik Jones at USMAI Library Consortium has developed the Super Shelf Inventory Cloud App. Read more about this app on the Developer’s Network to find out if it can help make your next library inventory project run smoothly. ...

Systems Office Hours - Cloud Apps demos

On March 3, 2025, the Systems Work Group hosted an office hours/demo session focusing on Ex Libris Cloud Apps. The Cloud Apps platform was announced in summer 2020, not long after our consortium's implementation. Currently some CCC institutions use them actively, others occasionally, and still others not at all.Cloud Apps were introduced in part to provide better access to Alma's numerous APIs. These APIs (an acronym that stands for application programming interface, which doesn't necessarily clarify things) are enormously powerful tools because they facilitate the retrieval and updating of Alma data without going through the Alma interface. If you think of almost anything in Alma—physical item records, user records, electronic portfolios and so on—there is a good chance these can be accessed and updated via APIs. To make use of these APIs, people generally write code, using programming languages such as Python or PHP. They can share this code with others, but to adapt such code to the needs of a different library, someone would normally need to possess some competence in the coding language, and might need access to a web server or other technical resources. By contrast, Cloud Apps are developed to run within the Alma UI and can supply options to the user graphically rather than via written code. As a result, anyone who finds a Cloud App useful can run it with no need to understand or manipulate the underlying code.Some Cloud Apps are published by Ex Libris staff. Others are published by developers at libraries. Writing a Cloud App is not simple; it requires not only understanding how APIs operate, but also some facility in developing using the Angular framework. Current Systems Work Group member Jay Hartzell (MiraCosta College) has developed the Preferred Language Updater Cloud App, which retrieves an itemized user set and changes the preferred language setting in each user record to the language indicated in a dropdown menu, so that those users will receive Alma letters in that language. This is a great example of how Alma APIs simplify what would otherwise be a laborious process of opening each user record, clicking where needed, and saving, and also of how publishing a Cloud App makes running this process from within Alma convenient.Some Cloud Apps function similarly to Alma jobs: the user drags an Excel file to the Cloud Apps window and triggers a bulk process. Others take what is currently on the Alma screen and provide additional functionality. Our demos featured one of each of these types. We hope they are useful to those exploring the use of Cloud Apps.DemosDemo: Items Creator by ExcelJeff Karlsen (Sacramento City College) demonstrated how to use a Cloud App to create multiple physical items from a single spreadsheet.Demo: Multiple Items EditYvonne Reed (Victor Valley College) demonstrated how to use a Cloud App to easily edit multiple items listed on the screen without opening each one.ResourcesConfiguring and working with Cloud AppsKey info on making Cloud Apps available in your Alma institution, provisioning user roles, and so onEx Libris App Center - Cloud AppsHere you can browse all published Cloud AppsCloud Apps Developer Guide - Getting StartedIf you are curious about how to develop a Cloud App, all the info is hereHow can I create physical items in batch using an Excel file? (Cloud App)Instructions from the Los Rios Libraries on using the Items Creater by Excel Cloud App...

Alma release highlights + more, Feb. 2025

Feb. 2025 Alma Release Notes had a few systems-related updates including the continuing migration to the new patron and title UIs, local labels in repository searches and set management, AI Metadata Assistant rollout, and more. We also wanted to highlight a few posts from the Developer’s Network Tech Blog.Alma Release NotesFull AI Metadata Assistant AvailabilityIn the suite of AI tools provided by Ex Libris so far, this one allows library staff to create or enhance records using AI. So interesting! The potential of using AI for cataloging is of course the domain of our cataloging and technical services colleagues and there are policy compliance considerations for any NZ records, but there are a few steps you need to take as a general systems administrator.Turn on AI in Configuration. Navigate to the AI Usage Profile in Alma Configuration. There is a disclaimer and you choose to turn on AI for metadata by indicating Yes. There are also settings for normalization, merge methods, etc.Give the cataloger the appropriate role, AI Assisted Cataloging.Where do you find the AI assistance in the MDE? Look for the AI little stars under the New menu and the Editing Actions menu.New Patron and Title UIs TransitionThe transition from the old UIs to the new dashboard-like UIs is underway and the new UIs are now the default. Administrators can check on who is opting out if they want to help the transition along.In Alma Configuration, (Configuration > General > Feature Rollout Configuration) you can set your library’s default and see a list of who has opted out of the current default.Labels in Sets and RecordsHaving the ability to tag items and sets so that you can manage them effectively has been a longstanding need. Often we come up with our own hacks or workarounds to just get things done. This new capacity may help! You can add and remove local labels to help when you are working on a project or need to filter a complicated set of items. Over time, the sheer number of sets you may use can get out of hand. Try out filters as a tool to manage your sets and projects without needing to add fields to bibs or item records.Note: Roles are important! The ability to add or remove labels is only available to Manager and Administrator roles. Operators can view labels.Repository Search LabelsLabels in SetsAlma Acquisitions ImprovementIf you are using the Alma Acq module, you might be happy to hear of just one of the improvements that came from the Idea Exchange this month. Changes in Bibliographic Records Reflected Automatically in PO Lines was greeted at my library with a resounding Yes!!!! Eliminating the need for a manual step is always welcome. This does require enabling by a general systems administrator. In Alma Configuration (Acquisition>General>Other Settings) you can set po_line_description_update_upon_bib_change to true to enable this functionality.Functions Moved to Central Configuration DashboardThere are two new functionalities now available in the Central Configuration Dashboard (CCD), a powerful tool that was added within the last year to help consortium managers make changes to member institution IZs. Opening hours and code and mapping tables are now available in the CCD. Since our NZ Administrator, Pawel, has access to the CCD, the continued improvements and upgrades may be of use to us.From the Developer’s Network Tech BlogFor many of us who work on systems projects, the Ex Libris Developer’s Network is a great resource for information sharing and testing integrations with Alma and Primo. A few recent posts and content are worth mentioning.How to use the Ex Libris Secure FTP serviceIf you don’t have ready access to an FTP server, you can use the server provided by Ex Libris. This post walks you through the basics and provides links to documentation. For many of us, this free server became an option after we had migrated and set up what we needed for day to day operations.Automating Letter and Code Table Exports from AlmaIf you are interested in automating your letters management using some smart tools, check out the post on using Python and Git to export your letters info and keep track of changes over time. If you have not used Python or Git for a project, this may be a place to start!Library Open Workflows PostsFor the past few months, several posts have been posted about the new Library Open Workflows. If you are curious, these posts may be a great place to explore this emerging premium tool....

Alma release highlights, November 2024

The November release brings two big redesigns of core features in the Alma experience: the title search and manage patron services user interfaces. These features can be enabled for a user account by logging in, clicking the account icon in the top-right corner > feature rollout preferences > toggle the slider for each new UI.When will these redesigned changes go live?Initial release, November 2024 (December 2024 for title search because of some bugs), is opt-in; in the February 2025 release the new UIs will become opt-out; and full activation (old UI no longer available) is slated for May 2025.Title UI Update ChangesExL made significant changes to the layout of the title search screen. The stated intention was to streamline workflows by bringing common tasks with title results lists into the results window.One thing to note for systems administrators is that while the new title UI offers a lot of granular customization options, you may find yourself spending a chunk of time getting the initial institutional configuration set up. This is both because of the number of customizations available and the need to customize results for each search scope. So, physical titles won't have the same options as electronic titles or all titles; and the customizations you make for IZ searches are not automatically applied to NZ or CZ searches. That said, putting together some basic customizations for frequently-used search scopes may be worthwhile.Manage Patron Services UI UpdateThe primary window for fulfillment, the Manage Patron Services screen, underwent a significant overhaul. Some significant differences between the old and new UI:User account information is now in a column on the left side.Some aspects of how user account information displays can be changed: users can drag the patron notes, system notes, or fines and fees windows to change their relative order.The item list can be customized to display as a compact table or larger rows with more detail.Which columns are displayed and their order can be customized, similar to other screens in Alma. (For example, I hid the Labels and Notes columns, and relocated Barcode to near the Title for easier viewing).Importantly, systems administrators can provide institution-level configuration changes to this screen that are inherited by all users. So, if your institution doesn't use one of the default display fields, you can remove it globally for all users.The quick user management screen (accessed by clicking on the primary identifier of the user) is now a pop-out window, rather than a full-screen account details page.Feature PromotionExL has added a pop-up alerting Alma users to new features such as the new manage patron services UI. Feature promotion is enabled by default. If you want to disable it institution-wide, simply disable Digital Adoption in configuration.Automatic Loan Renewal notificationsUp until now, users who had loans that were automatically renewed were not notified of the renewal. … which, if it seems weird to you, you're not alone. From Ex Libris's end, the idea seemed to be that users didn't necessarily need to know their due date unless they needed to return an item, so the only notification they received with an updated due date was the courtesy notice sent just before the item was due. Essentially the Send Courtesy Notices and Handle Loan Renewals job would attempt a renewal, and if it wasn't possible and was within the courtesy notice threshold, it would send a courtesy notice instead.Regardless of the reasoning, the lack of any coherent notification mechanism for automatic renewals made this feature dead-in-the-water for many institutions. But thankfully the November release revives the utility of this feature.Do I have to enable something?Yes!If you already have automatic loan renewals set up, just navigate to the Fulfillment Jobs Configuration (Configuration > Fulfillment > Fulfillment Jobs Configuration), scroll down to Send Courtesy Notices and Handle Loan Renewals Job. Find the checkbox for Notify Automatic Renewals, click it, then Save your changes. Then go to the Letters Configuration page and make sure the Automatic Loans Renew Notice letter is enabled.If you haven't configured Automatic Loan Renewals, refer to the ExL documentation on the subject.--Jay Hartzell, MiraCosta College...