How to Add a Fulfillment Note to an Item A in Ex Libris Alma displays a pop-up message whenever an item is checked out or checked in. This note provides staff with important information or warnings related to that item- such as loan restrictions, condition alerts, or routing instructions. Properly using improves communication among Access Services, Technical Services, and Resource Sharing staff. It prevents missed item conditions, patron misunderstandings, or overlooked processing requirements. Required Roles To add or edit a , a staff member must hold one of the following Alma roles: Physical Inventory Operator Cataloger or Metadata Editor Circulation Desk Manager (optional) 1: Search for the Item Record A search ensures access to the editable item record (rather than holdings or bibliographic levels). Fulfillment notes are attached to item records only. Use the persistent search box and set it to . Enter the item’s title, barcode, or MMS ID and press to run the search. 2: Open the Item Record Editor Locate the correct item in the search results. The following two options open the same Physical Item Editor Do one of the following: Click the barcode link to open the item editor, or Select 3: Access the Tab In the Item Editor, select the Notes tab. The field controls pop-up alerts that display during checkout and return. Other Notes types, such as Internal or Public Notes, do not trigger circulation prompts. Scroll to the section. Locate the field. 4: Enter the Fulfillment Note Text In the field, type a clear, concise message describing the alert (e.g., “Check accompanying CD before reshelving.”). This text becomes the content of the pop-up shown to staff during checkout or check-in. Per Ex Libris guidance, overly long notes may truncate on smaller screens- keep entries brief but specific. 5: Save the Item Record Click to record your changes. Saving commits the note to the item record and activates the pop-up message immediately for subsequent Fulfillment actions. Frequently Asked Questions What if I don’t see the field? Confirm that you are on the Notes tab and not in the General Information tab. Only the Notes section contains the field. Can multiple fulfillment notes exist for one item? No. Each item supports a single Fulfillment Note. To add new information, edit and update the existing text. Will the note appear for all users? Yes. The pop-up displays for any circulation or fulfillment user processing that item, regardless of desk or operator. Does the note display for requests and holds? No. It appears only at the moment of checkout or return, not during request routing or scanning into transit. Can public users see the Fulfillment Note in Primo VE?  No. It is visible only to staff in Alma during fulfillment actions. Does removing the note delete transaction history? No. The note only affects staff prompts; it does not alter Analytics or Loan history. Can Fulfillment Notes be temporary? Yes. Staff can remove or edit them at any time. Consider dating temporary messages (e.g., “Hold for processing until 2025-04-15”). How can I verify that a Fulfillment Note is active? Perform a test checkout. The pop-up should appear when scanning the item barcode.