Alma Configuration: Add new Library in Alma

updated 10/29/2024

Table of Contents

Directions to add new pick-up/delivery-only Library in Alma

Directions to add new pick-up/delivery-only Library to Alma

In Alma, each Library can have only one circulation desk set as the pick-up location available to patrons in Primo VE. As such, if an institution wants to offer patrons a pick-up location for a non-staffed branch, campus mail, or USPS mail, they will need to add an additional library in Alma to serve that purpose.

Side note: While Alma has built-in "Personal Delivery" functionality, that functionality does not work for I-Share materials (it does work for local materials for local patrons). This is due to how the Linked Users and AFN currently function. As such, many I-Share libraries are not using the Personal Delivery functionality, but, are instead setting up a separate library in Alma to manage delivery-only options.

  1. An Alma-certified staff user with configuration roles should log into Alma Configuration.
    Screen capture of the main Alma page with the Configuration button highlighted
  2. At the Institutional level, navigate to General> Libraries> Add a Library or Edit Library Information.
    Screen capture of the General menu with Add a Library or Edit Library Information highlighted
  3. On the Libraries tab> select "Add a Library."
    Screen capture of the List of libraries page with Add a Library highlighted
  4. The "Add an Organization Unit" page will open. Enter details about the new library:
    • Organization Unit Name: Enter the name of the library; this can be adjusted later.
    • Code: Enter the library's code in ALL CAPS. This cannot be adjusted later.
    • Serves Other Institutions: If the library can be used as a pick-up location for I-Share library materials, or for I-Share Library patrons, check this check box.
    • Click Save.
      Screen capture of the Add an Organization Unit page
       
  5. Clicking save will return you to the list of libraries. Click the ellipse button for your newly-added library> Edit.
    Screen capture of the List of Libraries page with the Edit button highlighted
  6. The "Organization Unit Details" page will open. Enter details about the new library:
    • Summary Tab:
      • No updates necessary. Optional- you can enter the "Time to reshelve" or "Delay for hold" value.
        Screen capture of the Organization Unit Details page
    • Contact Information Tab:

      • Enter the library's mailing address.
        • Do not select the "Patron Communications" address type.
          Screen capture of the Add Address page
      • Enter the library's main phone number.
        • Do not select the "Patron Communications" phone type.
      • Enter a contact email address for the library.
        • Do not select the "Patron Communications" email address type.
          Screen capture of the Add Email Address page
    • Calendar Management:
      • Enter standard operating hours for the library. If the library is a non-staffed branch, these hours can match your main library.
        Screen capture of the Calendar Management page with Add Record highlighted
        Screen capture of hte Add Record window
    • IP definitions:
      • No updates necessary. Optional- you can enter the IP address range for the library or for the main library.
        Screen capture of the IP Definitions page with Add IP Definition highlighted
    • Click Save.
      Screen capture of the Organization Unit Detail page with the Save button highlighted
       
  7. At the Institutional level, navigate to Fulfillment> Physical Fulfillment> Fulfillment Units.
    Screen capture of the Fulfillment Configuration Menu with Fulfillment Units highlighted
  8. Based on your library's policies, select which Fulfillment unit the default location from the new library best fits under. Since this location will not contain materials, select your non-circulating/limited circulating fulfillment unit.
    Screen capture of the Fulfillment Units List with the Non-Circulating fulfillment unit highlighted
  9. Select that Fulfillment unit, then on the Fulfillment Unit Locations tab, select "Attach existing location."
    Screen capture of the Non-Circulating fulfillment unit with Attach existing location highlighted
  10. You can limit the list by the new library's Name. Locate the default location, check the checkbox to pick the location, and then click "Select" to apply the location to the shelving unit.
    Screen capture of the Physical location List page with the UNASSIGNED location and Select button highlighted
     
  11. Switching to Library-level configuration. For the newly-added library, navigate to Fulfillment> Library Management> Circulation Desks.
    Screen capture of the new library on the Configuring drop-down list ahd Circluation Desks highlighted
  12. For the DEFAULT_CIRC_DESK, click the ellipse> Edit. Update details for the new circulation desk.
    Screen capture of the DEFUALT_CIRC_DESK with the ellipse > Edit menu itme highlighted
    Most details are optional. These should be checked:

    • General Details:
      • Name: Rename the circulation desk to reflect its purpose. The patron will see this name in Primo VE, and staff will see it in Alma.
      • Primary: Should be checked
        Screen capture of the Circulation Desk - General Information tab with the Name field and Primary check box highlighted
    • Hold Shelf Information:
      • Has hold shelf: Should be checked
      • Maximum time on hold shelf (Days): Should be 14
        Screen captue of the Hold Shelf Information page withte Has hold shelf check box selected. Hold Shelf Sorting by Requester Name, and Maximum time on hold shelf set to 14 days
    • Operators:
      • You can add staff who should have permissions at the new circulation desk using this tab. (The alternative is to search for each staff member individually, and add roles scoped to the circulation desk manually or by profile.)
      • Click Add Operator, search for the staff member, then check the boxes for which roles should be applied at this circulation desk, and finalize with the Add Operator button
        Sereen capture of the Operators tab with Add Operator highlighted
        Sereen capture of the Operators winodw with Circulation Desk Operator, Circulation Desk Manager, Reuests Operator, and Circulation Desk Operator - Limited selected
    • Click Save after edits are made to the new library.
      Screen capture of the new library with the Save button highlighted
       
  13. For each library at your institution (including the newly-added delivery library, and the AFN-related Resource Sharing Library), navigate to Configuration > Fulfillment> Library Management> Relationships.
    Screen capture of the Configuration > Fulfillment menu with Relationships highlighted

    • If the selected library you are configuring has a deliver to/circulate for relationship with the newly-added library:
      1. Double-check that the "All" row has both "Deliver To" and "Circulate For" checked.
      2. Check the checkbox to the left of the "All" row.
      3. Save the changes.
        Screen cpture of the Orgnizational Units Relations Setup page with Deliver To and Circulate For highlighted
    • If the selected library you are configuring should NOT have a deliver to/circulate for relationship with the newly-added delivery library (such as special collections/archives, etc):
      1. Select "Add Relation" and pick the newly-added delivery-library library in the Library box.
        Screen capture of the Orgnizational Units Relations Setup page with Add Relation highlighted
      2. Leave the "Services" checkboxes unchecked.
      3. Add a Note for why the libraries do not have a relationship, and then click "Add Relation."
        Screen capture of the Library window with Acquire For, Circulate For, and Deliver to deselected and a note "Libraries do not have Deliver To/ Circulate For relationship"
      4. Review the newly added row, and then click Save.
  14. Configuration in Alma is now complete.
    • Double-check that you are offered the newly-added delivery library in Primo VE when logged in as a patron.
    • Double-check that you are offered the new pick-up library in Alma work locations (if your user account has permissions at the new library).