SCF IZ Maintenance

Information on the configuration and maintenance of the Shared Collections Facility Institution Zone, specifically in relation to user groups, ongoing scheduled jobs, etc.

Affiliate Library Configuration in the SCF

1. Create user group

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2. Apply user record group to a specific type

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3. Associate library location with Fulfillment Unit

The Request TOU ("Library Delivery Request') used is what sets the terms for Home Delivery; because of this TOU, all requests made for these items are automatically home delivery requests.

4. Prevent affiliate user group from requesting other SCF materials

Depending on the rules in place for the affiliate library patrons, they may not be allowed to request WRLC items at the SCF; in that case, you will need to include the affiliate library patron user group to the appropriate Fulfillment Unit rules. 

The specific rules that need to be edited can be found listed below : 

  1. Fulfillment Unit : Library Delivery Only
    1. Rule Type : Request
    2. Rule Name : Affiliate Library Patrons No Requesting
    3. Add affiliate library patron user group to the rule
  2. Fulfillment Unit : Regular
    1. Rule Type : Request
    2. Rule Name : Affiliate Library Patrons No Requesting
    3. Add affiliate library patron user group to the rule

5. Create Provenance Code for affiliate library items
6. Create a restricted search group for Primo VE

This restricted search group will not allow non-affiliate library users (ex. Trinity users) to view the affiliate library's items in the SCF's instance of Primo.

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7. Create a Hide rom Network definition

This definition will prevent the affiliate library's bibliographic and item records from appearing in the other Primo instances in our Network. 

8. Create a custom local data search scope

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9. Create a search profile
10. Create a Primo VE view for affiliate library users

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11. Create user profile(s)

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12. Update letter configuration for pull slip
<!--   Internal Alma request from affiliate institution [Insert affiliate library here}   -->
<xsl:when test="(notification_data/user_for_printing/user_group='[User Group Code]')">
<font size ="40px;">[Affiliate Library Name]</font>
</xsl:when>

User Accounts in the SCF IZ

User Groups

Below are the active user groups in the Shared Collections Facility (SCF) Institution Zone (IZ)

User Group User Group Code Type Notes
Library pickup locations wrlclib

Internal

Patron accounts that represent each library pickup location. When SCF items owned by one of our partner institutions are requested, they are checked out to these patron accounts in the SCF IZ. 

 

For more information about these accounts, please see the Patron Accounts for Libraries page on the Alma Wiki.

 

For more information on the workflow of SCF requests, please see the Requests in the Remote Storage App page on the Alma Wiki.
WRLC HQ Staff db wrlc Internal Accounts for staff who work at WRLC headquarters.
Trinity Faculty tr fac External

Accounts for Trinity University faculty. Imported via SIS.

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
Trinity Student tr stud External

Accounts for Trinity University students. Imported via SIS. 

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
Trinity Staff tr staf Internal

Accounts for Trinity University staff.

Manually created by staff at WRLC headquarters.

 

For more information on circulation workflows for Trinity, see the How to Bring up a Patron and Check Items Out page on the Alma Wiki.
National Geographic Patron natgeo Internal

Accounts for staff at our affiliate library, National Geographic.

 

For more information on configuring affiliate libraries, see the Affiliate Library Configuration page on the Alma Wiki.

 

For more information on Affiliate Libraries at the WRLC, see the Affiliate Libraries page on the Alma Wiki.
wrlc user wrlcuser External (Linked) Accounts for patrons from our partner libraries who have requested items owned by WRLC (primarily WRLC Shared Monographs) from the SCF IZ.
AU Staff au staf Internal User group used by Ex Libris account (unable to delete or edit the account)


Scheduled Jobs in the SCF IZ

System Set Updates Description Frequency
Alma
Scheduled Jobs

Patron accounts 

where

user group = empty

AND

job category = empty

User Group

changed from

empty

to

'tri stud'

Students accounts are not given a user group when they are first imported to the SCF IZ; a job is scheduled to run every week (Mondays at 2am) that adds the 'tr stud' user group to a logical set containing new users where user group = empty, and job category = empty.

Weekly

Monday at 2am
Alma Scheduled Jobs

Bib records

where

Linked to NZ = No

AND

Current Location of attached item is NOT

wrlc shrm

wrlc natg

AND

Provenance Code is NOT 

WRLC

AND

Suppressed = No

AND

Has Inventory = Yes

Suppress bib records in set

Bibliographic records for 'copied' items (item records that are copies from the Owning Institution's IZ) should always be suppressed. If an item is linked to an NZ Bib, the holdings records are automatically suppressed in the SCF IZ, however, bib records not linked to the NZ should be imported as suppressed. This scheduled job makes sure that any unsuppressed, unlinked bib records of 'copied' items are suppressed.

Every 3 months on day 1 at 4am
Alma Scheduled Jobs

Holdings records 

where

Has Items = No

Delete the holdings record

Delete any holdings records that do not have items attached.

Monthly on 2nd Monday at 2am
Alma Scheduled Jobs

Bib records 

where

Has Inventory = No

Delete the bib record

Delete any bib records that do not have items/holdings attached.

Monthly on 3rd Monday at 2am