# Fulfillment Unit Overview Overview of the Alma Fulfillment Unit and its key components—Terms of Use, user groups, item locations, and other lending rules. This section explains how these elements are configured and how they interact to control loan periods, requests, and access within the Alma Fulfillment module. # Fulfillment Units and Fulfillment Rules ##### [![FU and policies.jpg](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/fu-and-policies.jpg)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/fu-and-policies.jpg) In Alma, the **Fulfillment Unit** is the fundamental structural component that governs how items circulate within your institution. A **Fulfillment Unit** is a logical grouping of one or more **physical locations** within your institution that all share and apply the **same set of circulation policies**. --- ### Core Components and Their Roles The Fulfillment Unit acts as a container for the following essential components, which work together to process circulation transactions:
ComponentWhere to find/configure in AlmaRole in CirculationKey Details
[**Physical Locations**](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-loc)Configuration > Fulfillment > Locations > Physical Locations \*only found when configuring a specific library in your institution)Defines *where* an item is physically held.Each location is linked to a specific library within your institution and is the base for assigning policies. All locations within the same Fulfillment Unit share the same set of rules.
[**Fulfillment Unit Rules**](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul)Configuration > Fulfillment > Physical Fulfillment > Fulfillment UnitsDetermines *when* and *which* policy is applied to an item.Rules evaluate a transaction against specific criteria (parameters) to select the correct TOU. Rules can use criteria based on both the **Patron** (e.g., user group, job category) and the **Item** (e.g., location, item policy, material type).
[**Terms of Use (TOU)**](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul)Configuration > Fulfillment > Physical Fulfillment > Terms of Use and PoliciesDefines the *what*—the specific circulation policies and parameters.A group of fulfillment policies organized by **type** (e.g., Loan, Request, Booking, Resource Sharing). **Crucially, each Fulfillment Rule points to exactly one TOU.**
--- ### Network Fulfillment Units (Consortial Environments) In a consortial (shared) environment utilizing the Alma Network Zone (NZ), a **Network Fulfillment Unit** is used to manage circulation policies that apply across multiple institutions, such as consortial loan (CLS/AFN) transactions. - **Function:** It is possible for an **Institution-only Fulfillment Unit** to incorporate rules from a **Network Fulfillment Unit** (like the 'WRLC Fulfillment Network'). This allows for centralized management of shared policies. - **Example:** In your consortium, the 'WRLC Fulfillment Network' is the single NZ fulfillment unit containing all rules specific to CLS/AFN transactions. [![Screenshot 2025-10-10 145712.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-10-145712.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-10-145712.png) To configure the use of Network Zone rules in a specific Fulfillment Unit, choose the **WRLC Fulfillment Network** from the drop-down menu in the Fulfillment Unit configuration page, under the option **Use Rules From Network Fulfillment Unit**. Do **not** checkmark 'Use Network Rules First.' For more information on the rules and TOUs in the WRLC Fulfillment Network fulfillment unit, please see the [Fulfillment Unit](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/afn-network-zone-configurations#bkmrk-fulfillment-unit) section of the [AFN Network Zone Configurations](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/afn-network-zone-configurations) page of the WRLC Alma Wiki. --- ### Configuring a Fulfillment Unit Fulfillment Units can be found in **Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units** [![Screenshot 2025-10-10 141253.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-10-141253.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-10-141253.png) \*Please note that Fulfillment Units can be configured for entire institutions, or for specific libraries. Changing the Configuring drop-down menu at the top-left corner of the screen will change your results. #### Creating (Adding) a Fulfillment Unit 1. Go to the **Fulfillment Units List** page. 2. Select **Add Fulfillment Unit**. 3. In the dialog box, enter a **Code** (required, max 10 characters) and a **Name** (required). 4. (Optional) Enter a **Description**. 5. Select an **On shelf request policy** to define how items can be requested when they are available on the shelf (e.g., *Request for pickup anywhere regardless of availability* or *No requesting*). 6. Select **Add Fulfillment Unit** to save the new unit. #### Fulfillment Unit Details - On the **Fulfillment Units List** page, select the FU's **Code** or choose **Edit** from its row actions list. - The **Edit Fulfillment Unit** page appears, defaulting to the **Fulfillment Unit Details** tab. - In this tab, you can modify the general parameters you set during creation: the Code, Name, Description, and the **On shelf request policy**. - Save your changes. (Further configuration, such as associating **Locations** or defining **Rules**, is done by selecting the corresponding tabs.) [![Screenshot 2025-10-14 130422.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-14-130422.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-14-130422.png) #### Fulfillment Unit Locations - On the **Edit Fulfillment Unit** page, select the **Fulfillment Unit Locations** tab. - **To Attach Existing Location(s):** - Select **Attach Existing Location**. - The **Physical Locations List** page appears. Select the location(s) you want to add, then select **Select**. - *Note: A location can only be associated with one Fulfillment Unit.* *[![Screenshot 2025-10-14 131010.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-14-131010.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-14-131010.png)* For more information on how to create physical locations, please see the WRLC Alma Wiki page [Physical Locations](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/physical-locations). #### Fulfillment Unit Rules **Fulfillment Unit Rules** are the method for attaching **Terms of Use** (TOU) to a Fulfillment Unit (FU). These rules determine which TOU applies to a specific patron service (Loan, Request, or Booking) based on various criteria. For more information on how to create TOUs, please see the WRLC Alma Wiki page [Terms of Use (TOU)](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/terms-of-use-tou). 1. **Access Rules Tab:** Navigate to the **Fulfillment Unit Rules** tab within the "Edit Fulfillment Unit" page. 2. **Select Rule Type:** Choose the type of rule you are configuring: **Booking**, **Loan**, or **Request**.[![Screenshot 2025-10-14 125003.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-14-125003.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-14-125003.png) 3. **Add a New Rule:** Select **Add Rule** to open the **Fulfillment Unit Rules Editor**. 4. **Define Rule Details:** Give the rule a **Name** (required) and an optional **Description**. 5. **Set Input Parameters:** Define the criteria that must be met for the rule to apply by specifying one or more **Input Parameters**. These are the conditional statements that filter which items or users the rule affects. - **Components:** Each parameter is defined by a **Name** (the field to check, e.g., Material Type), an **Operator** (e.g., *equals*), and a **Value** (e.g., *DVD-ROM*). - **Possible Parameters** include: - **Material Type** - [**Item policy**](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/item-policies) - [**User Group**](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/user-groups) - **Patron Affiliated Campus** - **Process Type** - **Location** (circulation desk) - **Job category** (user role) 6. **Set [Terms of Use](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/terms-of-use-tou) (Output Parameter):** The rule's output is the **Terms of Use (TOU)** that will be applied if all the input parameters are met. Select the desired TOU from the **Output Parameters** section. 7. **Save:** Select **Save** to store the new rule.[![Screenshot 2025-10-14 125043.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-14-125043.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-14-125043.png) 8. **Rule Order:** Rules are evaluated from top to bottom. If a rule's input parameters match, its associated **Terms of Use** is applied, and the system stops evaluating subsequent rules. Therefore, specific rules must be placed **before** more general rules. You use the up/down arrows to adjust the order. For more information on how to configure Fulfillment Units, please see the Alma Knowledgebase page [Configuring Fulfillment Units](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/020Fulfillment_Infrastructure/Configuring_Physical_Fulfillment#Configuring_Fulfillment_Units). --- ### Understanding the Fulfillment Unit Hierarchy The process of determining the final circulation policy follows a precise hierarchical order, which includes the evaluation of Network rules: 1. **Start with the Location:** When a patron attempts a transaction, Alma first identifies the **Fulfillment Unit** associated with the item’s **Physical Location**. 2. **Determine Transaction Type:** Alma immediately filters the relevant policies based on the type of transaction being performed (e.g., Loan, Request, or Booking). This restricts the evaluation to only the **Fulfillment Rules** associated with that category of **Terms of Use**. 3. **Evaluate Institution Rules:** Alma checks the list of **Fulfillment Rules** configured directly in the **Institution-only Fulfillment Unit**, evaluating them in their configured order. 4. **Evaluate Network Rules:** If no Institution Rule is met, Alma proceeds to evaluate the rules within the **Network Fulfillment Unit** (if one is configured for the Institution's unit). These rules are evaluated in their configured order. 5. **Apply Default Rule:** If no rule in either the Institution or Network unit is met, the system applies the final **Default Rule** at the end of the rule list. 6. **Apply the TOU:** The first **Rule** whose criteria are met (whether Institution, Network, or Default) will be triggered, and its linked **Term of Use (TOU)** will be applied to the transaction (e.g., a 3-week loan). # Fulfillment Configuration Utility The **Fulfillment Configuration Utility**, which can be found in **Fulfillment > Advanced Tools - Loans > Fulfillment Configuration Utility** is an essential diagnostic and testing tool within Alma used by administrators to validate and troubleshoot the circulation rule structure. - **Purpose:** It allows staff to test exactly which **Fulfillment Rule** and **Term of Use (TOU)** will be applied for a specific circulation scenario *before* a live transaction is performed. - **Function:** Users input a specific **Patron** (User Group) and an **Item** (Barcode/Location), select the transaction type (Loan, Request, etc.), and the utility immediately displays: 1. The specific **Fulfillment Unit** applied. 2. The exact **Fulfillment Rule** that was matched. 3. The resulting **Terms of Use (TOU)**, including the calculated loan due date or request policy details. - **Benefit:** This utility is invaluable for verifying new configurations, troubleshooting reported policy discrepancies, and ensuring that the complex rules engine is functioning as intended. [![Screenshot 2025-10-10 142059.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-10-142059.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-10-142059.png) # Physical Locations Physical locations in Alma are the essential infrastructure for managing physical inventory. A physical location is always associated with a **library** (not the institution) and dictates the default policies and workflows for the items housed there. For more information on how to associate physical locations with Fulfillment Units, please see the WRLC Alma Wiki page [Fulfillment Units and Fulfillment Rules](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul). ### Adding a new Physical Location 1. **Go to Configuration Menu > Fulfillment > Locations > Physical Locations.** Ensure you are configuring within the context of the specific library you are working with by using the *Configuring* filter on the Configuration page. 2. On the *Physical Locations List* page, select **Add Location**. 3. **Enter Basic Details:** - Enter a unique **Location Code** (up to 10 characters, no commas) and **Name** (both required). - (Optional) Enter an **External Location Name**—this is the name displayed to patrons in the discovery interface (e.g., Primo). 4. **Define Location Type:** From the **Type** list, select the appropriate location type: - **Open:** Accessible by patrons for self-retrieval/checkout. - **Closed:** Accessible by library staff only. - **Remote Storage:** Similar to Closed, but located off-site. - **Unavailable:** Items are considered unavailable for electronic services calculation. - **Not in Library:** For copies currently held by an instructor (e.g., course reserves). 5. **Assign Fulfillment Unit:** From the **Fulfillment unit** list, select the unit that will govern the policy rules for items in this location. 6. **Define Call Number Type:** From the **Call number type** list, select the classification system used for holdings in this location (e.g., Library of Congress, Dewey Decimal). 7. **Add Map URL (Optional):** Specify the URL of a map to help patrons find the location. 8. **Finalize Creation:** Select **Add Location** to save the new location. 9. **Post-Creation (Recommended):** After adding, you must **Edit** the location (or the relevant circulation desk) to attach it to one or more **Circulation Desks** so that staff can handle items (e.g., check-in, check-out, reshelving) for that location. --- ### Editing a Physical Location 1. On the *Physical Locations List* page, select **Edit** from the row actions list for the desired location. 2. **Update Details:** Edit the location details (Code, Name, Type, Fulfillment Unit, etc.) as needed in the *Physical Location Details* section. 3. **Manage Circulation Desks:** In the *Physical Location Circulation Desks List* section, attach existing or new circulation desks and define the services they provide for this location. 4. **Configure Holdings:** In the *Holdings Configurations* section: - Set the **Accession placement** (MARC subfield) for accession numbers. - Select **Suppress from discovery** to hide items in this location from the patron interface. - (Optional) Set the **Discovery Priority** for controlling the display order in Primo. 5. **Save Changes:** Select **Save** to store the updates. --- ### Associating Locations with Fulfillment Units Physical locations are associated with specific **Fulfillment Units**. This is how circulation policies are assigned to locations. **For instructions on how to associate locations with Fulfillment Units, please see the WRLC Alma wiki page [Fulfillment Unit Locations](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-loc).** --- ### Adding a new SCF Remote Storage Location Please open a ticket with WRLC () in order to create a new SCF location in your Institution Zone. # User Groups To configure user groups, you generally need the **User Administrator** or **General System Administrator** role. The process involves two main steps: ### Defining the User Groups 1. Navigate to the **User Groups** code table: - **Configuration Menu** > **User Management** > **User Details** > **User Groups**. 2. On this table, you can **add, edit, or delete** the desired user group types (e.g., create codes for "Undergraduate," "Graduate," "Staff," etc.). - *Note:* The User Group code **must not contain non-alphanumeric characters**. --- ### Mapping User Groups to User Record Types After defining the groups, you must specify which **User Record Types** (Staff, Public, or Contact) can be associated with each group. 1. Navigate to the **User Record Type User Group** mapping table: - **Configuration Menu** > **User Management** > **User Details** > **User Record Type/User Group**. 2. On this mapping table, for each **user group** you created, you associate it with the relevant **user record type(s)**. - This ensures that when a user is created with a specific record type (e.g., Public), only the user groups mapped to the "Public" record type are available for selection. Once configured, the user groups can be assigned to users when adding or editing their profiles, which may automatically trigger the application of role profiles or user registration terms if you've set up role assignment and registration rules. --- ### Associating User Groups with TOUs User groups can be associated with specific **Terms of Use (TOUs)** within your **Fulfillment Unit Rules**. This is how circulation policies are assigned to specific types of users. The association takes place within a Fulfillment Unit's rule table, which dictates which TOU is applied to a transaction based on both the type of transaction (request, loan, etc.) and a set of criteria (fulfillment rules). **For instructions on how to create Fulfillment Rules, please see the WRLC Alma wiki page [Fulfillment Unit Rules](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul).** # Terms of Use (TOU) A **Terms of Use** is a bundle of specific **fulfillment policies** (such as loan periods, fine structures, and renewal options) that are applied to items, patrons, or services within a library. - TOUs are attached to **Fulfillment Unit Rules** to determine the policies applied when a patron requests a service (e.g., a Loan, Request, or Booking). - Any changes made to a policy within a TOU are immediately applied wherever that TOU is in use. For more information on TOUs, please see Alma Knowledgebase page [Configuring Terms of Use](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/020Fulfillment_Infrastructure/Configuring_Physical_Fulfillment#Configuring_Terms_of_Use). --- ### Configuring Terms of Use 1. Navigate to the **Terms of Use Management** page (**Configuration Menu > Fulfillment > Physical Fulfillment > Terms of Use and Policies**).[![Screenshot 2025-10-14 132108.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-14-132108.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-14-132108.png) 2. Select **Add Set of Terms of Use** to start the configuration wizard. 3. **Step 1: General Information** - Enter a **Name** (required) and an optional **Description**. - Select the **Type** (e.g., Loan, Request, Booking, or Resource Sharing). - Select **Next**. 4. **Step 2: Policies** - This page lists all the policies that will be included in this TOU (e.g., Loan Policy, Fine Policy, Request Policy). - Select a policy from the drop-down list for each policy type. - To create a new policy, select **Add** from the row actions list. - To edit an existing policy (which will change it everywhere it's used), select **Edit**. - Select **Next**. 5. **Step 3: Review** - Review the details of the new TOU set. - Select **Save** to finalize and add the new Terms of Use to the list. --- ### Viewing Related Fulfillment Rules You can easily see which Fulfillment Unit Rules are using a specific TOU: 1. On the **Terms of Use Management** page, select **Show Related Fulfillment Rules** from the row actions list for a specific TOU. 2. The resulting page displays all the rules that currently employ that Terms of Use. --- ### Using TOUs in Fulfillment Units TOUs are attached to specific **Fulfillment Units** via **Fulfillment Rules**. Each Fulfillment Rule uses one TOU, and the rules determine when the specific TOU is applied to a transaction. **For instructions on how to associate TOUs with specific Fulfillment Rules, please see the WRLC Alma wiki page [Fulfillment Unit Rules](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul).** --- ### Configuring Maximum Renewal TOU **NOTE: To maintain compliance with WRLC Alma Fulfillment Network (AFN) Lending agreed practices, the FN Lending Terms of Use (TOU) Maximum Renewal Period policy must be configured as outlined below.** - **Standard wrlc users receive a 42-day initial loan period with up to 3 additional 42-day renewals, resulting in a total allowable loan period of 168 days.** - **Patrons assigned the WRLC Faculty Job Category receive fixed semester loan periods (1/31/YYYY, 5/31/YYYY, and 9/30/YYYY) with a total allowable loan period of 365 days, including renewals.** The **Maximum Renewal Period** policy defines the total amount of time a patron may retain a loaned item beginning from the original loan date, including all renewals. Per ExLibris documentation, *"Alma doesn't count the number of renewals for a loan. Renewal limits are managed by the 'Maximum Renewal Period' policy in the Loan Terms of Use (TOU) which indicates the total period of time that a user may have the loaned item." [(ExLibris: Loan doesn't renew as expected in Alma)](https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Loan_doesn%27t_renew_as_expected_%28doesn%27t_consider_library_maximum_allowed_policy%29?utm_source=chatgpt.com)* Example: WRLC FN Lending Maximum Renewal Period configurations: - Students: - 42-day initial loan period plus 3 renewals - Configure Maximum Renewal Period = 168 Days - Faculty/Instructors: - 1 year total loan period including renewals - Configure Maximum Renewal Period = 365 Days If the desired **Maximum Renewal Period** policy is already available within the **Terms of Use (TOU)**, you may select and update the existing policy as needed; **skip ahead to Step #4** **1. If the policy is *not* available**, first create a new policy through: Configuration > Fulfillment > Physical Fulfillment > Advanced Policy Configuration> **Add Fulfillment Policy** [![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/xlyimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/xlyimage.png) **2. From the Select Fulfillment Policy Type list**, locate and select the desired policy> **Maximum Renewal Period**; select **Next** [![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/Jxrimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/Jxrimage.png) **3. In the Policy Details page**, complete the policy form to configure the new policy's values: - Enter a **Policy Name**, for example: - WRLC FN Lending Maximum Renewal Period 168 Days - WRLC Faculty Lending Maximum Renewal Period 365 Days - Enter a **Policy Description**, for example: - 42-day initial loan period plus 3 renewals; total allowable loan period = 168 days - 1 year total allowable loan period including renewals - From the **Value Type** drop-down menu, select **Other** - Selecting **Other** enables the fields required to configure the policy duration and unit of measurement. - In the **Value** field, enter the desired total loan duration - From the **Unit of Measurement** drop-down menu, select the appropriate unit: **Days** - Set **Default Policy** according to local library policy - Select **True** if this policy should be the default option for this policy type - Select **False** if this policy should only be available for selection when needed - Select **Save**[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/W65image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/W65image.png) **4. Open the desired Terms of Use (TOU)** Navigate to: Configuration> Fulfillment> Physical Fulfillment> Terms of Use and Policies - Set <Terms of Use Type> to Loan - Locate the desired TOU; in this example it is WRLC FN Lending, your library may use a different TOU title - From the action row menu, select Edit [![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/i8Yimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/i8Yimage.png) **5. Update the Maximum Renewal Period policy** from the <Terms of Use Policies> menu: - From the Terms of Use Management page, locate Policy Type: Maximum Renewal Period - Use the TOU's policy's drop-down menu to select the desired policy; here the policy example is <168 days (6 weeks old) but your library may have a different policy name [![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/PrAimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/PrAimage.png) **6. On the resulting Terms of Use Confirmation** page, locate the Maximum Renewal Period policy from the menu to confirm it has updated to the desired policy; select Save [![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/scaled-1680-/jIIimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-05/jIIimage.png) # Item Policies Alma **item policies** are a tool used in the Alma Fulfillment module to create **exception rules** that override the standard circulation rules for specific items. --- ### Configuring Item Policies Item policies are configured via a **Code Table** at the institutional level. These steps define the policy codes that will later be used in the Fulfillment Rules engine. 1. **Navigate to the Configuration Menu:** Go to **Configuration Menu > Fulfillment > Physical Fulfillment > Item Policy**. 2. **Define Institutional Context:** Ensure you are configuring within the context of your **institution**. Defining policies at the library level is strongly discouraged. 3. **Add a New Policy:** Select the action to add a new item policy. 4. **Enter Code and Description:** Enter a unique **Code** and a clear **Description** for the new policy (e.g., Code: `DISPLAY`, Description: `Display Only`). 5. **Save the Code Table:** Select **Save** to implement the new or updated policies. --- ### Associating Item Policies with Terms of Use (TOU) The item policies you define in the code table are activated by linking them to specific **Terms of Use (TOUs)** within your **Fulfillment Unit Rules**. This is how an item policy creates its exception. The association takes place within a Fulfillment Unit's rule table, which dictates which TOU is applied to a transaction based on a set of criteria. **For instructions on how to create Fulfillment Rules, please see the WRLC Alma wiki page [Fulfillment Unit Rules](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/fulfillment-units-and-fulfillment-rules#bkmrk-fulfillment-unit-rul).** --- ### Applying Item Policies to Item Records The Item Policy acts as a flag on an item record that, when matched in a Fulfillment Rule, triggers an exception to the standard circulation rules by applying a specialized Terms of Use. Item policies are added in the item record, in a drop down menu under the **General** tab. [![Screenshot 2025-10-20 130613.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/scaled-1680-/screenshot-2025-10-20-130613.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-10/screenshot-2025-10-20-130613.png)