Alma Configuration Settings That Should Not Be Changed

Updated 4/25/2025

Before you change a configuration setting, please check this list of settings we ask/require libraries to not edit, or not to edit without CARLI Guidance.

Table of Contents

Do Not Edit - Alma Configuration Settings

• Resource Sharing Library
• Resources
• Discovery
• Fulfillment
• User Management
• General

Do Not Edit without Guidance- Alma Configuration Settings

• Resources
• Discovery
• Fulfillment
• User Management
• General

Do Not Edit - Alma Configuration Settings

Resource Sharing Library

No settings in the “Resource Sharing Library” should be edited by library staff without the direct permission and participation of the CARLI Office.

Resources

Alma configuration menu > Resources > Cataloging > Cataloger Permission Level

• Cataloger Permission Level table

Resources > Publishing Profiles

• Publish bibliographic record (DataSync) to OCLC
• Publish electronic holdings to OCLC

Alma configuration menu > Resources > Record Export > Map holdings field into Bib Record OCLC
Alma configuration menu > Resources > Record Export > Institution OCLC Symbol

• Record Export settings

Alma configuration menu > Resources > General > Brief Levels

• Brief Levels

Metadata Editor (MDE) > Rules > Merge > NZ MDE Search Resources Merge Overlay all fields but local

• Metadata Editor NZ Merge Rule

Metadata Editor (MDE) > Rules > Merge > CONSORTIUM NZ OverlayAllFieldsButLocal

• Import NZ Merge Rule

Metadata Editor (MDE) > Rules > Brief Level > CARLI_BriefLevels_BasedOnLDR

• Brief Level Rules

Discovery

• The Resource Sharing Request Form (I-Share request form/AFN request form)

Fulfillment

Alma Library Level Configuration > Fulfillment > Library Management

• Circulation Desk > General Details
  • If “Has hold shelf” is selected, then the “Maximum time on hold shelf (Days) must be set to 14 for consortial consistency.

Alma Library Level Configuration > Fulfillment > Physical Fulfillment

• These settings should NOT be edited at the Library level; only at the Institutional Level.
  • Fulfillment Units
  • Terms of Use and Policies
  • Item Policy
  • Advanced Policy Configuration
• The only exceptions are made when working with CARLI Office Staff to set up Lender of Last Resort (LoLR).

Alma Institutional Level Configuration > Fulfillment > Physical Fulfillment

• Terms of Use and Policies
  • These Terms of Use are set consortially and should not be edited by library staff.
    • Loan TOU: Print Material Loan TOU NZ
    • Loan TOU: Non-Print Material Loan TOU NZ
    • Request TOU: I-Share Requestable- do not edit
    • Request TOU: I-Share Not Requestable- do not edit
    • Request TOU: NZ Request TOU
    • User Registration TOU: Default terms of use
    • Borrowing Resource Sharing TOU: Default terms of use
    • Borrowing Resource Sharing TOU: Borrowing Allowed
    • Lending Resource Sharing TOU: Default terms of use
• Block Preferences  
  • The majority of the Block Preferences may be set at the discretion of each I-Share institution based on their staff workflows. Two blocks need to be set consistently across the consortium due to their I-Share effects.
    • Item is on Hold Shelf for this patron: Should be set to Handle Automatically, so that it will "Delete the request and loan the item."
    • Item is on hold shelf for another patron: Should be set to Block.
  • Documentation: Physical Fulfillment Block Preferences: Consortial Requirements
• Auto Loan Renewal Rules  
  • I-Share member institutions are welcome to enable Alma's Automatic Renewal functionality for local patrons, however, those rules should NOT include the I-Share User group.
  • Documentation: Automatic Renewals for Local Patrons
• Advanced Policy Configuration
  • Before editing any existing Advanced Policy Configuration settings, use the row action ellipsis button to “Show Related Terms of Use.”
    • If any of the Terms of Use are those defined above in the “Terms of Use and Policies” section, do not edit the policy.
• Overdue and Lost Loan Profile
  • These profiles are set consortially.
    • I-Share 07 (or “7”) Day Overdue
    • I-Share 21 Day Overdue
    • I-Share 35 Day Lost
• Loan Recalls Configuration  
  • These settings are set consortially:
    • “Move Temporarily” must be set to Recalls Loans: Yes.
    • “Patron Physical Item Request” must be set to Recalls Loans: No.
  • Documentation: How to: Place Recalls in Alma
• Loan Status Name  
  • These should be left at the default for consistency in troubleshooting.
    • If you disagree with a loan status name, contact CARLI Support and we can review with the Resource Sharing Committee.
• Request Task Name
  • Set consistently across the consortium due to their I-Share effects; distributed from the Network Zone.
• Request Pickup Configuration
  • These settings have consortial requirements:
    • “Patron physical item request” rule
    • Documentation: Alma Configuration: Request Pickup Configuration

Alma Institutional Level Configuration > Fulfillment > Patron Configurations

• User Groups
  • This user group is consortially required and should not be edited nor deleted:
    • "Code: IShare” Description “I-Share” user group
• Patron Limits
  • These settings have consortial requirements for the “I-Share” user group row:
    • User group: I-Share
    • Max cash: 10.00
    • Max overdues: 5
    • Max bookings: blank
    • Max overdue recalls: 0
    • Max digitization requests: blank
    • Max physical item requests: blank
    • Rows for local user groups are set at the library’s discretion.
• User Block Description
  • These descriptions are consortially required and should not be edited nor deleted:
    • Code: DEMERIT; Description: Demerit
    • Code: IShareOverdue; Description: I-Share patron has item more than 21 days overdue.
    • Code: CONSORTIA; Description: Consortial block
    • Other block descriptions may be set by the library.
• User Block Definitions
  • These definitions are consortially required and should not be edited nor deleted:
    • Id: DEMERIT
      • Type: General
      • Description: Demerit
      • Overrideable: [library choice]
      • BlockedAction: [library choice]
      • Network Block: [library choice]
    • Id: IShareOverdue:
      • Type: Loan
      • Description: I-Share patron has item more than 21 days overdue.
      • Overridable: CIRCDESC
      • BlockedAction: 01
      • Network Block: False
    • Id: CONSORTIA:
      • Type: Loan
      • Description: Consortial block
      • Overridable: ALL
      • BlockedAction: 01
      • Network Block: False
    • Other block definitions may be set by the library.
• User Demerits
  • Table must be left empty.

Alma Institutional Level Configuration > Fulfillment > Resource Sharing

• All Resource Sharing Configuration settings in this section of configuration have consortial requirements and should not be edited nor deleted. 

Alma Institutional Level Configuration > Fulfillment > Contribute to Resource Sharing Directory

• Resource Sharing Directory Member
  • Table must be left empty.

Alma Institutional Level Configuration > Fulfillment > Discovery Interface Display Logic

• If an institution has non-I-Share eligible user groups, the institution must have a Display Logic Rule defined as “For user groups [list of non-I-Share eligible]: Hide service Resource Sharing Request”.

Alma Institutional Level Configuration > Fulfillment > General

• Fulfillment Jobs Configuration
  • All Fulfillment Jobs Configuration settings should not be edited by library staff.
• Other Settings
  • Library staff should consult the CARLI Office before editing any settings in this table.
  • These settings have consortial requirements and should not be edited nor deleted.
    • auto_renew_loan_days_after_due_date = 0
    • auto_renew_loan_days_before_due_date = 3
    • check_patron_duplicate_borrowing_requests = true
    • default_user_group_for_fulfillment_network_locate = I-Share
    • enable_request_during_loan_for_different_policy = true
    • ful_network_default_pickup_inst = patron
    • fulfillment_network_unique_barcodes = FULL
    • generate_resource_sharing_temp_barcode = false
    • network_sending_rules_precedence = true
    • on_locate = ignore
    • overdue_at_change_due_date = false
    • overdue_at_claim_return_loan = false
    • overdue_at_lost_loan = true
    • results_best_location_enable = false
    • rs_allow_actions_on_scan_in = false
    • rs_use_new_mashup_form = true
    • send_courtesy_notices_and_handle_loan_renewals_last_run = variable, but Network.
    • send_courtesy_notices_behavior = DD_ON_EXACT_DEFINED_DAY
    • shortened_due_date_notifications = MESSAGE_EMAIL
    • should_anonymize_requests_immediately_when_complete = true
    • should_report_active_requests = true
    • should_report_in_process_requests = true
    • should_report_on_hold_shelf_requests = true
    • uresolver_enable_getit_holding_configuration = true
    • uresolver_remote_register = None

User Management

Alma Institutional Level Configuration > User Management > Roles and Registration

• Profiles
  • The settings in this section of configuration have consortial requirements and should not be edited nor deleted:
    • Alma Cleanup Team (CARLI)
    • CARLI Staff Minimal (CARLI)
    • exl
    • exl_param
    • Patron (CARLI)

Alma Institutional Level Configuration > User Management > User Details

• User Groups  
  • This user group is consortially required and should not be edited nor deleted:
    • "Code: IShare” Description “I-Share” user group
• User Record Type/User Group
  • These definitions are consortially required and should not be edited nor deleted:
    • User Group: I-Share, paired with User Record Type Public AND Staff
  • These definitions are consortially required and should not be edited nor deleted without contacting the CARLI Office first:
    • User Group: UBIN, paired with User Record Type Public AND Staff
    • User Group: UBReg, paired with User Record Type Public AND Staff
    • User Group: UBLong, paired with User Record Type Public AND Staff
    • User Group: UBNonCirc, paired with User Record Type Public AND Staff
• Job Categories
  • Library staff should consult the CARLI Office before editing any settings in this table.
• User Record Type/Job Category
  • Library staff should consult the CARLI Office before editing any settings in this table.
• User Name Display  
  • Library staff should consult the CARLI Office before editing any settings in this table.
• Genders
  • Library staff should consult the CARLI Office before editing any settings in this table; Gender is not recommended to record in the User Record.
• Library Notices Opt In
  • Should not be edited by library staff.
• User Registration Form
  • The settings in this section of configuration have consortial requirements and should not be edited nor deleted.

Alma Institutional Level Configuration > User Management > General

• Other Settings
  • Library staff should consult the CARLI Office before editing any settings in this table.
  • These settings have consortial requirements and should not be edited nor deleted.
    • check_for_expired_account = true
    • fulfillment_network_search_by_all = true
    • phone_regex = null/empty
• User ID Generation
  • Table must be left empty.
• Delete User Policy
  • These settings have consortial requirements: “Keep statistics”
• Manage Operator Details Visibility
  • These settings have consortial requirements: “Display- this option will allow all users to view the operator details.”
• Record Last Patron Activity Date
  • These settings have consortial requirements: “Yes - update the activity date for any future patron activities, and display the last patron activity date in the user record.”

Alma Institutional Level Configuration > User Management > Collaborative Networks

• Linked Account Rules
  • The settings in this section of configuration have consortial requirements and should not be added, edited, nor deleted.
• Searchable Identifiers
  • Table must be left empty.
• Linked Account Shared Fields
  • The settings in this section of configuration have consortial requirements and should not be added, edited, nor deleted.

General

Alma Institutional Level Configuration > General > Libraries

• Add a Library or Edit Library Information
  • No settings in the “Resource Sharing Library” should be edited by library staff without the direct permission and participation of the CARLI Office.
  • Per individual local library at your institution:
    • Summary tab:
      • “Serves Other Institutions” checkbox- Library staff should consult the CARLI Office before editing.
      • “Resource Sharing Information” - should be left blank.
• Define Campuses
  • No settings in the Define Campuses area should be edited by library staff without the direct permission and participation of the CARLI Office.

Alma Institutional Level Configuration > General > Network Groups

• Fulfillment Member
  • No settings in the Fulfillment Members area should be edited by library staff without the direct permission and participation of the CARLI Office.
  • This table is likely empty in all I-Share institutions.
• Institutions Relations
  • No settings in the Institutions Relations area should be edited by library staff without the direct permission and participation of the CARLI Office.
  • This table is likely empty in all I-Share institutions.

Alma Institutional Level Configuration > General > External Systems

• S/FTP configurations

  • CARLI Secure FTP Server (key authentication)
  • CARLI Secure FTP Server (unscoped)

Alma Institutional Level Configuration > General > Letters

• Letter Configuration
  • Letters managed in the Network Zone
    • Fully Managed (Do Not Edit)
      • Ful Resource Request Slip Letter
      • Ful Transit Slip Letter
    • Partially Managed (Do Not Edit - only small sections of XML)
      • Ful Overdue And Lost Loan Notification Letter
      • Ful Overdue And Lost Loan Letter
      • On Hold Shelf Letter
      • On Hold Shelf Letter
• Components Configuration - AJR question to Bradley

Alma Institutional Level Configuration > General > External Systems > Integration Profiles > S/FTP Definitions

• CARLI Secure FTP Server
  • Do not edit any of the “CARLI Secure FTP Server…” configurations.
• OCLC Bib Data Sync
  • Do not edit the “OCLC Bib Data Sync” configuration.
    • Publish bibliographic record (DataSync) to OCLC
    • Publish electronic holdings to OCLC

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Do Not Edit without Guidance- Alma Configuration Settings

Resources

Alma configuration menu > Resources > General > Other Settings

• Cataloging Other Settings

Discovery

To display properly in Primo VE, resource types must be defined in the Zone in which the record resides. Since I-Share libraries share records in the Network Zone, most new resource types should be defined in the NZ as well as the IZs. Please contact CARLI Support if you have suggestions for new resource types in:

• Display Configuration > Resource types configuration
• Search Configuration > Secondary Resource Types

Fulfillment

Alma Library Level Configuration > Fulfillment > Physical Fulfillment

• Reminder: These settings should NOT be edited at the Library level; only at the Institutional Level.
• Fulfillment Units
  • Terms of Use and Policies
  • Item Policy
  • Advanced Policy Configuration
• The only exceptions are made when working with CARLI Office Staff to set up Lender of Last Resort (LoLR).

Alma Library Level Configuration > Fulfillment > Library Management

• Relationships
  • Library staff should consult the CARLI Office before editing any relationship settings.
• Circulation Desk > Contact CARLI Support if you are considering editing any of these settings:
  • General Details tab
    • Primary checkbox
    • Picks from Shelf checkbox
    • Has hold shelf checkbox
• Physical Locations tab
  • Check In/ Check Out/ Reshelve checkboxes

Alma Institutional Level Configuration > Fulfillment > Physical Fulfillment

• Fulfillment Units
  • Library staff should consult the CARLI Office before editing any of the I-Share user group fulfillment rules.
    • Loan Rules: Print 28 days loan for I-Share
    • Loan Rules: Print 14 days loan for I-Share
    • Loan Rules: Not loanable for I-Share
    • Request Rules: Requestable for I-Share
    • Request Rules: Not requestable for I-Share
• Terms of Use and Policies
  • Library staff should consult the CARLI Office before editing the default terms of use.
    • Loan TOU: Default terms of use
    • Request TOU: Default terms of use
• Overdue and Lost Loan Profiles
  • Overdue and Lost Loan profiles are complicated, and, editing certain settings can cause Alma to re-send all of the notices eligible for that profile (which can be a lot).
  • CARLI Staff can talk through local profile edits, and timing, with I-Share library staff.
• Loan Recalls Configuration  
  • Libraries may edit the options in this table except for “Move Temporarily” (must be set to Recalls Loans: Yes) and “Patron Physical Item Request” (must be set to Recalls Loans: No), but should contact CARLI Office Staff to talk through decision before making edits.

Alma Institutional Level Configuration > Fulfillment > General

• Other Settings
  • Library staff should consult the CARLI Office before editing any settings in this table.

User Management

Alma Institutional Level Configuration > User Management > User Details

• User Groups  
  • These user groups were migrated from Voyager to Alma as legacy; if your library would like to delete them, please contact CARLI Support so we can discuss any implications:
    • "Code: UBIN” Description “UBIN” user group
    • "Code: UBReg” Description “UBReg” user group
    • "Code: UBLong” Description “UBLong” user group
    • "Code: UBNonCirc” Description “UBNonCirc” user group
• User Job Categories (Alma configuration menu > Users > User Details > Job Categories; Alma configuration menu > Users > User Details > User Record Type/Job Categories)

Alma Institutional Level Configuration > User Management > General

• Other Settings
  • Library staff should consult the CARLI Office before editing any settings in this table.
  • These settings have consortial requirements and should not be edited nor deleted.
    • check_for_expired_account = true
    • fulfillment_network_search_by_all = true
    • phone_regex = null/empty

Alma Institutional Level Configuration > User Management > Collaborative Networks

• Restricted Users
  • Libraries may edit the options in this table as new, non-I-Share-eligible user groups are added.

General

Alma Institutional Level Configuration > Libraries

• Add a Library or Edit Library Information
  • No settings in the “Resource Sharing Library” should be edited by library staff without the direct permission and participation of the CARLI Office.
  • Per individual local library at your institution:
    • Contact Information tab:
      • If you edit the email address that was added for the library during migration, un-check the “Circulation communication” and the “Patron communications” checkboxes. Otherwise, Alma will use this email address instead of the “Address from” defined specifically in your patron-facing letters. Ask CARLI Staff any questions about this.
• Relationships
  • The “Organizational Units Relations Setup” table at the institutional level is most likely blank for each I-Share institution, however, for institutions with complex collections and lending policies, the CARLI Office can work with libraries to adjust this table, if needed, to define how an institution circulates material to other libraries.

Alma Library Level Configuration > General > Libraries

• Relationships
  • The “Organizational Units Relations Setup” table at the library level typically has one row named “All” with the Deliver To and Circulate For checkboxes checked (Acquire For checkbox dependent on which librar(ies) do acquisitions purposes.
  • If your institution has multiple branch libraries, and not all libraries loan material to other branch libraries, the CARLI Office can assist in discussing whether adjusting the library relationships is needed to reflect the way the libraries interact with each other (or, whether the Fulfillment Unit rules alone are enough).

Alma Institutional Level Configuration > General > Locations

• Remote Storage
  • These settings only apply to a remote storage robot; contact CARLI Support with any questions. (Ex Libris Documentation: Requests to Remote Storage Facilities)

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