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Alma Data Migration Review- Alma Searches

During Open Office Hours on September 19 and September 26, both Ex Libris and CARLI staff demonstrated searches in Alma to help your library review your Voyager to Alma migrated data.

Please view the Open Office Hour recordings related to Data Review.

The click-paths illustrated in the 9/19 and 9/26 calls are recorded below, along with extra FAQ options.

updated 6/18/2020

Overall Reports

Type of Data You're Trying to Find Searching for What Kind of Record (i.e., blue search type button) Search Path (index type, match type, criteria)
Count of Migrated Bibs  All titles

Basic Search: Keywords - Contains Keywords - *

(Note: the number of bibs will include those from Voyager and your Link Resolver (if migrated) so will be larger than your Voyager bib count.)
Screenshot shows the Alma search bar with search options set to All Titles, Keywords, with an Asterisk (wildcard) in the search term box.

Count of ONLY Voyager Migrated Bibs All titles

Advanced Search: Originating System - Contains Keywords - ILS

(Note: the number of bibs will include only those which migrated from Voyager.)
Screenshot shows the Alma advanced search bar with search options set to All Titles, Originating System with ILS in the search term box.

Institution Zone records not linked to the Network Zone All titles

Advanced Search: Is linked - Equals - No
Screenshot shows the Alma advanced search bar with search options set to All Titles, Is linked Equals No in the search term box.

Count of migrated items Physical Items Basic Search: Title: Keywords – Contains Keywords - *
Screenshot shows Alma search box with options set to Physical Items, Keywords, with an asterisk (wildcard) entered as the search term.
Number of portfolios from Link Resolver Electronic Portfolios Advanced Search: Electronic Portfolio: Is Standalone – Equals – No
Screenshot shows the Advanced Search option for Electronic Portfolios, where "Is Standalone" is set to Equals No.
Number of portfolios from Voyager (p2e) Electronic Portfolios Advanced Search: Electronic Portfolio: Is Standalone – Equals – Yes
Screenshot shows the Advanced Search option for Electronic Portfolios, where "Is Standalone" is set to Equals Yes.
Number of Packages/DBs from Link Resolver Electronic Collection Advanced Search: Electronic Collection: Is Local (Electronic Collection) – Equals - No
Screenshot shows the Alma Advanced Search limited to the Electronic Collection, Is Local , Equals No search option.
Number of Packages/DBs from Voyager (p2e) Electronic Collection Advanced Search: Electronic Collection: Is Local (Electronic Collection) – Equals – Yes
Screenshot shows the Alma Advanced Search limited to the Electronic Collection, Is Local , Equals Yes search option
Number of Vendors Vendors Basic Search: All – [blank; do not enter any search criteria]
Screenshot shows basic search for All Vendors in Alma
Number of Funds Funds Basic Search: All – [blank; do not enter any search criteria]
(List will be automatically filtered to active funds according to the migrated fiscal year. Clear filters to see all funds for all years.)
Screenshot shows Alma Basic Search for All Funds.

Acquisitions

Searches for Specific Line Items Searching for What Kind of Record (i.e., blue search type button) Search Path (index type, match type, criteria)
by Title Order Lines Advanced Search: Title – Contains Keywords – [keywords]
Screenshot shows an advanced search for Title Keywords within the Order Lines.
by Start of title Order Lines Advanced Search: Title (Starts with) – Contains Keywords – [start  of title]
Screenshot shows an Advanced Search for the Title Starts With option for Order Lines.
by ISBN or ISSN Order Lines Advanced Search: Standard Number – Contains Keywords – [ISBN or ISSN]
Screenshot shows an Advanced Search for the Standard Number, where ISBN or ISSN are submitted as keywords.
by Voyager reporting fund Order Lines Advanced Search: Reporting Code - Equals - [select desired code from list]
Screenshot shows an Advanced Search for Reporting Codes.
by Voyager allocated fund Order Lines Advanced Search: Fund Name - Contains Keywords - [allocated fund name keywords]
Screenshot shows an Advanced Search of Order Lines, for the Fund Name.

Cataloging

Searches for Specific Bibliographic Records Searching for What Kind of Record (i.e., blue search type button) Search Path (index type, match type, criteria)
using title words Physical Titles Advanced Search: Title: Title – Contains Keywords – [title words]
Screenshot shows Advanced Search for Keywords in Title.
using any keywords in record Physical Titles Advanced Search: Title: Keywords – Contains Keywords – [keywords]
Screenshot shows Advanced Search for keywords in Physical Titles record.
using contents of a 9XX field Physical Titles Advanced Search: Title: Keywords – Contains Keywords – [9XX field contents]
Screenshot shows Advanced Search for data in the record's 9xx fields.
using contents of a local note field Physical Titles Advanced Search: Title: Local Notes – Contains Keywords – [keywords]
Screenshot shows Advanced Search for keywords in the record's local note field.
using an OCLC record number Physical Titles Advanced Search: Title: Other System Number – Contains Phrase – [OCLC record number]
Screenshot shows Advanced Search for a record by OCLC number.
using a Voyager bib id Physical Titles Advanced Search: Voyager Bibliographic Record ID – Contains Keywords – [(XXXdb)nnnnn]
Screenshot shows Advanced Search for record by Voyager bib record ID number.
Searches for Specific Holdings Records Searching for What Kind of Record (i.e., blue search type button) Search Path (index type, match type, criteria)
by call number Physical Titles Advanced Search: Holdings: Permanent Call Number – Contains Phrase – [call number]
AND
Holdings: Permanent Call Number Type – Equals – [classification system]
Screenshot shows an Advanced search with two lines. One is set to Holding Permanet Call Number, and the second is set to the Permanent Call Number Type.
by holdings note Physical Titles Advanced Search: Holdings: Holdings Note – Contains Keywords – [keywords]
Screenshot shows an Advanced Search for keywords in the Holdings Note.
by summary holdings Physical Titles Advanced Search: Holdings: Summary Holdings – Contains Keywords – [keywords]
Screenshot shows an Advanced Search for keywords in summary holdings.
Searches for Specific Item Records Searching for What Kind of Record (i.e., blue search type button) Search Path (index type, match type, criteria)
by call number Physical Items Advanced Search: Holdings: Permanent Call Number – Contains Phrase – [call number]
AND
Holdings: Permanent Call Number Type – Equals – [classification system]
Screenshot shows an Advanced Search with two search criteria- first for the Physical Item search's Call Number in the Holdings, and second the Holdings Call Number Type for the item
by item barcode Physical Items Basic Search: Physical Item: Barcode – Contains Keywords – [item barcode]
Screenshot shows basic search for item by barcode.
by item note
(i.e., Voyager regular item note)
Physical Items Basic Search: Physical Item: Internal Note 1 – Contains Keywords – [keywords]
Screenshot shows basic search for item by keywords from item note.
by item charge note or discharge note Physical Items Basic Search: Physical Item: Fulfillment Note – Contains Keywords – [keywords]
Screenshot shows basic search for item by keywords from item fulfillment note.

Fulfillment

Searches for Records Search Path
Patron Records,
search option 1
Manage Patron Services

Fulfillment menu - Manage Patron Services

  • Search for patron by name, barcode, or IID.
  • If searching for a partial name, use the asterisk (*) as a wildcard.
    • For example: S* will find all patrons where an identifier begins with the letter S.

Screenshot showing the Fulfillment > Manage Patron Services menu.

Patron Records,
search option 2
Alma Search Bar
basic search

Alma Basic Search bar - select Users from the drop-down

  • After selecting Users from the search type drop down, additional limit choices include:
    • All
    • Email
    • First Name
    • Identifiers
    • Job Category (This is an Alma function; you will not need it for data review)
    • Last Name
    • Middle Name
    • Primary Identifier
      • Primary Identifier means the data st as the named "Primary Identifier" during migration. Most I-Share libraries set the value as the patron's Institutional ID Number (IID).
    • User General Information
  • For most searches, the "All" option will work best.
  • Enter your search term in the search box.

Screenshot shows sthe Alma persistent search bar. The "Users" option is selected, with the additional search limit set to "All".

Patron Records,
search option 3
Admin Manage Users

Admin menu - User Management Manage Users

  • Search for patron by name, barcode, or IID.
  • If searching for a partial name, use the asterisk (*) as a wildcard.
    • For example: S* will find all patrons where an identifier begins with the letter S.

Screenshot shows the Admin drop-down menu, with the Manage Users option highlighted.

Circulation Transactions,
Starting with Patron
To find circulation transactions starting with the patron record, search for the patron record using one of the 3 methods listed above.
  • If you searched by Admin> Manage Users, or Alma search bar Users basic search, clicking the patron's name from the results will open to the "User Details" screen.
    • To find the patron's charged items, look for the "Manage fulfillment activities" link in the patron name header.Screenshot shows the Admin user record, with the "Manage fulfillment activities" link highlighted.
    • Then look for the Loans tab to review charged materials.
    • Switch the "Loan Display" from "Loans of this Session" to "All Loans."
  • If you searched by Fulfillment menu> Manage Patron Services, the record will automatically open to the patron's fulfillment activities.
    • Look for the Loans tab to review charged materials.
    • Switch the "Loan Display" from "Loans of this Session" to "All Loans."
Charge Transactions,
Starting with item

Search for the item by doing a basic search for the Physical Item> Barcode > enter the barcode.
Screenshot shows basic search for item by barcode.

  • In the Physical Items search results, locate the item.
  • Click on the "Process Type" value of "Loan" to see details about the charge transaction.
  • Open the "Other Details" tab to see the items circulation counts.
     
Finding count of historical circulation transactions

Search for the item doing a basic search for the Physical Item> Barcode, or Physical Item> Keyword> enter a portion of the title.
Screenshot shows basic search for item by barcode.
Portion of screenshot shows a Physical Items search box, with Keyword option selected, and a prompt to enter keywords from the title.

  • In the Physical Items search results, locate the item.
  • Click on the link/tab for "Other Details"
  • Review the "Number of Loans"
    Screenshot shows the "Other Details" tab information for an item searched using the Physical Items search. The Number of loans is highlighted.
Course Reserves
  • To find course reserves: Fulfillment menu> Course Reserves> Courses. You can:
    • Filter the list by Department, Status, or Term.
    • Sort the list by Course Code, Course Name, Processing Department, Start Tate, or End Date.
    • Search for a course using the "Find" box. Course Code and Course Name searches are possible.
    • To view details for a course, click the course code link, or, select Edit from the row actions list.
  • To find the reading lists: Fulfillment menu> Course Reserves> Reading Lists
    • The Reading Lists Task List page opens to the "Assigned to Me" tab; switch to "All."
    • Check that the citations in the Alma reading list matches those from the Voyager Course Reserves.
    • Click the "Physical" or "Electronic" tab as appropriate.