# WRLC HQ
Documents and Information for staff at WRLC Headquarters
# Handle Server
The WRLC handle server prefix is 1961.
The prefix is typically renewed each year in January. In Dec 2025, it was renewed for 5 years.
The contact for renewal is . (Most recently this was Christy Short.)
The last renewal in December 2025 was $250.00.
**TESTING:**
- Test URLs
- [https://hdl.handle.net](https://hdl.handle.net) (enter handle like 1961/muislandora:871 )
- [https://hdl.wrlc.org/1961/14672](https://hdl.wrlc.org/1961/14672)
- [https://hdl.handle.net/1961/muislandora:876](https://hdl.handle.net/1961/muislandora:876)
-
- Test command
- $ mysql -u root -p -e "show databases;"
-
**Trouble shooting**:
If the handle server doesn't restart on reboot, check the lock file.
If lock file was not removed on shutdown/crash, it will need to be removed before the handle server can restart.
**Location**: /opt/handle/svr1/txns/lock
-rw-r--r-- 1 root www-data 4 Mar 25 09:50 lock
kilduff@crhandle:/opt/handle/svr1/txns$
Remove lock file.
Note - migrated to cloud 4/8/2024
# Sandbox Configuration after refresh
The Premium Sandboxes are refreshed twice a year. This copies the latest configurations from production Alma into the PSB Network Zone and the 3 PSB IZs. Several configuration changes need to be made so that the AFN will work correctly.
# Update Rota Template Members
After the refresh, the Rota Template has the full compliment of partners for Consortium Book Borrowing (CLS-Physical) template. Members that do not have an IZ Sandbox need to be removed for the Rota to work properly. Currently, the members should be AU, DC, and GW. Remove the others that do not have a PSB.
In the PSB Network Zone:
Fulfillment --> Resource Sharing --> Rota Templates --> Edit Consortium Book Borrowing (CLS-Physical)
- On the Member Tab, select and Remove the IZs that are not represented in the Sandbox.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-02/hzRscreen-shot-2024-02-13-at-4-32-26-pm.png)
- Don't forget to Save.
# Update the Resource Sharing Partners for the PSB
The Resource Sharing partners that are template members will need to have their URL parameter updated.
Fulfillment --> Resource Sharing --> Partners
- Find the partners that are in the updated Rota Template. Select edit.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-02/screen-shot-2024-02-13-at-4-42-52-pm.png)
- Select the Parameters tab. Update the URL field. Don't forget to Save.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-02/screen-shot-2024-02-13-at-4-45-38-pm.png)
Currently, the URLs are:
- - [https://wrlc-amu-psb.alma.exlibrisgroup.com/](https://wrlc-amu-psb.alma.exlibrisgroup.com/) (AU)
- [https://wrlc-doc-psb.alma.exlibrisgroup.com/](https://wrlc-doc-psb.alma.exlibrisgroup.com/) (DC)
- [https://wrlc-gwu-psb.alma.exlibrisgroup.com/](https://wrlc-gwu-psb.alma.exlibrisgroup.com/) (GW)
- [https://wrlc-scf-psb.alma.exlibrisgroup.com/](https://wrlc-scf-psb.alma.exlibrisgroup.com/) (SCF)
Once both the Rota Template members and the Resource Sharing Partner URL are updated you need to run the "Distribute Resource Sharing Network Configuration" job from the PSB Network Zone. This job distributes the changes that you just made to the template partner IZs
Fulfillment --> Advanced Tools - General --> Distribute Resource Sharing Network Configuration
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-02/screen-shot-2024-02-13-at-4-56-16-pm.png)
# Update sftp server directory for PSB use
The Premium Sandbox uses the sftp.wrlc.org server to post files from the running of the "Send Request to Remote Storage" jobs. It is also used for posting files from the running of the publishing jobs.
Follow the instructions below for all of the Institution Zones in the sandbox:
Configuration --> General --> External Systems --> Allowed S/FTP connections
Add the IP ***sftp.wrlc.org*** to the list of allowed connections in the sandbox
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/capture.PNG)
Configuration --> General --> External Systems --> S/FTP definitions
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-03-at-10-06-57-am.png)
Find the "SFTP for SCF App" connection.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-03-at-10-08-07-am.png)
Select edit.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-03-at-9-55-52-am.png)
Locate the Sub-directrory used on the sftp.wrlc.org server.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-03-at-9-56-33-am.png)
Change the Sub-directory to "AlmaRSA-PSB". Save.
This is the directory the Sandbox should be using. You can test if the PSB can connect using the TestFTP button on the upper right of the screen.
For more info on these configurations, see Salesforce case #07222190
# Update Webhook profiles
In the non-SCF Institution Zones, the ***SCF Job Finish Webhook profile*** needs to be update with the Webhook listener URL and activated so that both publishing and requesting functions of the SCFapp work.
In the SCF sandbox, the ***SCF Loans Webhooks profile*** needs to be updated and activated with the same URL.
Configuration --> General --> External Systems --> Integration Profiles --> Webhook profile
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-10-at-9-07-20-am.png)
Select Edit.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2024-09/screen-shot-2024-09-10-at-8-50-16-am.png)
Add the Webhook listener URL :
**Production IZs:** [https://almarsa.wrlc.org/](https://almarsa.wrlc.org/)
**PSB:** [https://almarsa-psb.wrlc.org/webhook](https://almarsa-psb.wrlc.org/webhook)
Activate and Save.
You will see confirmation of activation if the URL is correct an the server responds.
For more info on these configurations, see Salesforce case #07222190
# Due Dates
# Update the Faculty Due Date
As with each IZ that participates in consortial lending needs to maintain the fixed due date on their calendars for patrons in "wrlc user" user group with the "WRLC Faculty" job category, so does the SCF IZ. This is done 3 time a year so that Faculty can have loans that last the semester. The dates are changed about 6 weeks prior to the expiration of the current due date.
The designated due dates are January 31st for the Fall semester, May 31st for the Spring semester, and September 30th for the Summer sessions.
The dates are changed on the following schedule:
- January 31 due date is set on about August 15th.
- May 31st due date is set on about December 15th.
- September 30th due date is set on about April 15th.
# Bulk Due Date change for pseudo-patrons
Since there is no method to automatically renew items loaned to the scfapp pseudo-patrons, this must be done manually.
This should be done once the "Faculty due date" has been updated in the SCF. (This is done 3 times in a year.)
Procedure to Update the item due dates:
# SCF Remote Storage App
All things related to SCF processing of physical item request from the SCFapp.
# Delivery locations with Codes
**Partners with Library Names, Pull Slip Codes and Courier Slip Code
**
| **Institution Name (IZ)** | **Library name** | **Location Code (Pull Slip)** | **Courier Slip Code** |
| American University | American University Library | AU | AU |
| AU, Washington College of Law Library | Pence Law Library | AULAW | AU-WCL |
| Catholic University of America | Mullen Library | CU | CU |
| CUA, Columbus School of Law \* | Law Library | (CU LAW) \* | CU LAW |
| University of the District of Columbia | Main Library | DC | DC/UDC |
| UDC, Law School | UDC Law Library | DCL | ? |
| Gallaudet University | Gallaudet University Library | GA | GA |
| George Mason University Libraries | Fenwick Library | GM | GM |
| | Mason Square Library | GMA | GM-A |
| | Mercer Library | GMP | |
| | Law Library | GMA | GML |
| Georgetown University | Lauinger Library | GT, GT-OD | GT |
| | Bioethics Research Library | GT-Bioethics | (GT) |
| | Blommer Science Library | GTB | (GT) |
| | School of Continuing Studies Library | GT-SCS | (GT) |
| | Woodstock Theological Library | GT-WTL | (GT) |
| GU, Law Library | Georgetown Law Library | GTL | GTL |
| George Washington University | Gelman Library | GW | GW |
| | Eckles Library | GWE | MTV |
| | Virginia Science & Technology Campus | GWN | GW-NVCL |
| | GW Online-Only Community | GWOC | (GW) |
| GWU, Himmelfarb Health Sciences Library | Himmelfarb Health Science Library | HI | HI |
| GWU, Jacob Burns Law Library | Jacob Burns Law Library | JB | GW-JB |
| Howard University | Founders Library | HU | HU |
| | Louis Stokes Health Sciences Library | HU-HS | HU-HS |
| | Law Library | HUWC | HU LAW |
| Marymount University | Reinsch Library | MU | MU |
| | Ballston Coakley Library Extension | MUB | MU-B |
| Shared storage institution | WRLC - Shared Collections Facility | WR | |
| | Trinity Library (for Trinity Patrons) | TR | TR |
| Trinity University Washington \* | Trinity Main | (TR) \* | TR |
\* Not configured as part of the CLS/AFN Fulfillment Network
# Physical item request that originated as an ILLiad physical item request
ILLIad Physical Item Requests through Alma
The SCF will start to transition to filling ILLiad physical item requests through Alma. Currently these requests are made via email. These new requests can be identified as ILLiad requests using the pull slip. The pull slip for these requests will have an ILL number, return address, and delivery information where you would expect the Hold line, the patron’s name, and The Due Date line. See example below:
These requests would be pulled as any normal physical item request coming into the SCF IZ via Alma. Use the information on the “Mailing:” line to determine if an item should be mailed or sent to the owning library (some form of Yes for mailing, some form of No to send the item to the owning IZ.) If you are not certain, contact the owning library’s staff for clarification. For the most part, we would expect that not mailing the item would be the exception. In either case, you will scan the item in the SCF IZ to put it “In Transit”.
Mailing: Yes
If the item is to be sent to the requesting institution, use the “Please deliver to:” address for mailing. Be sure to include the pull slip with the item. You will also need to logon to the owning IZ with the SCFStaff account. You will need to scan the barcode (without the X) using the Default\_Circ\_Desk. This will place the item on the owning library’s “On Hold” shelf and notify the ILL Staff patron that the item is being sent.
Mailing: No
If the item is not to be mailed to the ILL borrower, then follow standard procedure. Send to the owning library via the courier.
These loaned items will be returned to the owning libraries and come back to the SCF via the courier.
# Remote Storage Location Configuration
### Configuring a Physical Location as a Remote Storage Location
This configuration enables requests for items in the location to be exported to the Remote Storage Application. These instructions assume you are creating a new location, but they can be used to configure an existing location as well.
### Prerequisites
Prerequisites should already be configured in your IZ.
- An [integration profile](https://developers.exlibrisgroup.com/alma/integrations/remote_storage/xml_based/) of “remote storage” type that is connected to the S/FTP site for the remote storage app.
- A [Remote Storage Facility](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/040Configuring_Remote_Storage_Facilities) at the IZ level connected to the remote storage integration profile.
- A circulation desk representing the WRLC SCF storage where items are reshelved.
### Creating/Editing the Location
At the Library level, go to Alma Configuration > Fulfillment > Locations > Physical Locations and “+ Add Location”. Type should be “Remote Storage” and Remote Storage is “Shared Collections Facility”. Next, edit the location to add circulations desks using the “Attach Existing Circulation Desk” menu. Attach two desks: One is the circ desk that your operators who process items at this location are assigned to; it should not have the option to reshelve items in the remote storage locations. The other is the “WRLC SCF Storage” desk; it does have “Reshelve” checked.
### Integration with the SCF Remote Storage App
In order for the Remote Storage App to recognize this location, it must be added to the [app’s configuration file](https://github.com/ExLibrisGroup/AlmaRemoteStorageApp/blob/master/conf.json), so let WRLC know what the location’s code is.
If you want to publish new items added to this new location to accession them into the SCF, the location must be added to the logical set that is used by the Publishing Profile we set up for accessioning. Please coordinate this also with WRLC so we can be sure that it is done without causing the publishing job ID to change or to have existing items in the SCF re-published.
# Updating the Remote Storage Application configuration
In the updated Azure web app version of the Remote Storage Application, configurations (including storage locations for all IZs) are stored on the sftp server at sftp.wrlc2k.wrlc.org in a file named conf.json.
The config.json file is found at:
**Production IZs:** /home/scfapp/Alma/conf.json **PSB:** /home/scfapp/AlmaRSA-PSB/conf.json
*You'll need to be at WRLC HQ or on the WRLC VPN to update conf.json.*
To make updates to the config file, use an FTP client such as FileZilla to download conf.json to your local computer. Then make your desired changes and re-upload it to the same location via FTP.
Once the config file is updated on the server, it must be loaded into the Remote Storage Application by visiting the following the URL:
**Production IZs:** [https://almarsa.wrlc.org/configuration](https://almarsa.wrlc.org/configuration) **PSB:** [https://almarsa-psb.wrlc.org/configuration](https://almarsa-psb.wrlc.org/)
You can then check the Remote Storage Application's [log files](https://azurefiles.wrlc.org/resource/) to verify that the conf file loaded successfully.
*This page will be updated with additional file information once the web app is deployed to production IZs.*
# Troubleshooting Alma/Primo Service Desk tickets
Helpful information on how to troubleshoot various types of Alma/Primo related WRLC Service Desk tickets
# Troubleshooting Proxy Issues
Now that WRLC no longer oversees proxy servers for our institutions, the main goal in answering any proxy related Service Desk tickets is to see where the real issue lies. ***IF*** the problem is with Alma configuration, we can edit their Alma configs for them. ***IF*** the problem isn't with Alma, the institution will have to contact either their proxy service or the vendor for a resolution.
In order to see where the problem resides, it is helpful to get a sense of the scope of the issue.
#### Is it an issue with access to all e-resources in their catalog for all of their patrons?
If so, the issue most likely resides with their proxy provider and the institution will need to contact them for assistance.
#### Is the issue limited to a specific electronic collection or vendor?
Then check the configuration for the collection’s service in Alma. Search under Electronic Collection in Alma; then choose the ellipsis button, then Edit Service, then go to the Linking tab. Is the proxy enabled? If so, is it set to their default proxy service?
TAKE NOTE that collections from certain vendors require special configurations in Alma! A comprehensive list can be found in the [Alma Knowledge Center](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/030_Working_with_Local_Electronic_Resources/015Managing_Electronic_Resources#Library-Specific_Parameters_Table)
#### Is the issue only with a specific ebook or ejournal?
If so, search for the portfolio for the e-book or e-journal in Alma. Check the linking under the Linking tab.
If the portfolio is using service parser parameters, it should be applying the proxy that is configured for the collection as a whole. If that's the case, the issue doesn’t seem to be in Alma and they should contact their proxy service.
If the portfolio is using a static url, make sure that the URL doesn’t have an incorrect prefix
# Troubleshooting E-Resource Tickets / Issues
Below is a series of questions to answer when resolving electronic resources issues / tickets.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-07/picture1.png)
---
####
#### Collection managed by WRLC?
Is This a WRLC-Managed Collection? WRLC can only troubleshoot collections it manages.
- How to tell
- In Primo, check the electronic collection name.
- The title that’s displayed is the name of the electronic collection. All of the electronic collections managed by the WRLC have at the end of the name WRLC written out in parentheses
- If unsure, verify against the WRLC wiki list of electronic collections: [https://alma-documentation-bookstack.azurewebsites.net/books/resources-electronic/page/shared-electronic-collections](https://alma-documentation-bookstack.azurewebsites.net/books/resources-electronic/page/shared-electronic-collections)
If NO
- - Redirect the library to their local institution or Ex Libris. WRLC does not intervene beyond advisory guidance.
If YES, go to the next question...
#### Access issue, or Metadata issue?
Is This an Access Issue or a Metadata Issue?
- Paywalls may indicate an Access issue. In that case, ask for the following:
- Screenshots
- Exact error messages
- Permalinks from Primo (preferred)
- Use the Primo permalink
- Bib record ID number? Located at the end of the string, begins with a 9 and ends with 4101
- Extract the Network Zone MMS ID (starts with “9” and ends in “4101”).
- - Search that ID in Alma Network Zone to locate the exact record:
- Note: Some vendors (e.g., ProQuest) do not allow <Test Access>
- Regular Home IZ search, not scoped to the CZ
- Collection title includes (WRLC)
- Pulls up exact record found in Primo page
- From the record’s row action menu select <Test Access> from the drop-down menu
Portfolio ID> Electronic Portfolio Editor> Linking> Static URL
- Vendor-specific validation
- Log into vendor platforms directly using WRLC credentials (when available).
- Not all portals will provide testing per the consortium vs. individual libraries; ProQuest is one example
- Check title lists for inclusion/removal.
- Decision point
- Contact vendor or open a Salesforce case (especially for ProQuest/Clarivate).
- If access should not exist, deactivate the portfolio.
- If WRLC also sees a paywall → likely a global vendor issue
- If WRLC has access but a library does not → likely local authentication issue
#### If Metadata issue - what type of record is involved?
If this issue is a metadata concern, is this a CDI (Central Discovery Interface) record, a CZ (Community Zone) Record, or a standalone NZ (Network Zone) record?
##### CDI Record?
- - In the NZ, the catalog records are predominantly ebooks
- CDIs are generally provided for journal articles, not ebooks, but they are used for Open Access journal titles
- For CDI titles, the Primo record does not display a MARC source record.
- Permalink IDs look non-standard (alphanumeric strings, not like Network Zone IDs).
- Example: CDI Record in Primo
- Provide: Permalink; Description of incorrect metadata (dates, volumes, links)
- Includes (WRLC)
- Open Access Collection
- In the NZ catalog there is a record for this journal vs. the specific article and it provides the available date range
- However, what the patron sees here is a CDI record for this specific article; Note there is no Network ID located within the permalink
- A Network ID number will appear but it will not follow the same pattern as those found within the NZ
- In the Primo catalog record, scroll down to <Display Source Record>; once you click on the link a MARC record will appear- another indicator that this is a not CDI record
- Therefore, if updates need to be made, because the metadata is incorrect and the link may not operating, you will need to open an ExLibris Salesforce ticket
- Example: CDI Record in Alma
- Select appropriate <Interface> from the Facets panel
- Select <Portfolio List (175)>
- One bibliographic record is available; it describes the journal, when it was published, who published it, how long the journal has been available.
- For the International Journal of Law and Information Technology, the WRLC has access from 1993- 1995 and again in 1996 for Volume 4 Issue 1
- However, when a patron goes to Primo to search for an article that is available within this journal and they see a full record that describes that article, they are viewing a CDI record that is provided by ExLibris but is does not exist within the NZ catalog
- ExLibris uses information provided by vendors. If there is a discrepancy between what is provided in the CDI record’s metadata then we cannot address the issue and must submit a Sales Force ticket.
##### CZ record?
Is the issue from a Community Zone (CZ) record/portfolio? The CZ is a shared online repository of e-records; catalog records are activated within the CZ and vendors send all changes and updates to their e-book URLs
- To search for an item included within the CZ
- Update the search bar from Home IZ to Community IZ
- “Two-people” icon in Alma indicates Community Zone linkage.
- In general, the recommended preference is to not edit CZ records directly; Open a Salesforce case so fixes propagate globally
- For CZ portfolios, items that are within the home catalog with records managed by Alma, you can use “Report to Ex Libris” directly from Alma to pre-populate case data.
- Records corrected here will benefit Alma users at-large
##### NZ record?
Is the issue from an NZ record/portfolio? This is the only case where direct editing is appropriate. In these instances you are editing the bibliographic record, the information that describes the e-book. For example, if there is a problem with the URL, you edit the portfolio because that’s where the URL lives.
- Incorrect DOI (Digital Object Identifier)
- Specific to an ebook or journal; 1:1
- General Issues
- Broken static URL
- Missing characters in links
- With the MMS ID you can go to the Alma NZ and locate the record to confirm that it is a WRLC- owned item
- Edit the portfolio (not the bib record)
- When you arrive at the <Electronic Portfolio Editor> you will see several tabs; for the purposes of this troubleshooting task, you will select <Linking>
- Update the URL under the Linking tab
- Use Static URL
- Do not enable proxy at the Network Zone level.
- Proxy box is disengaged; select NO; all Proxy information is added by each IZ so nothing needs to be added in the NZ
- <Save>
- Test access
- URL should now match what is found in the NZ record
##### Notes:
- US Gov’t documents is currently the only agreement that is not included within the CZ.
# Network Zone Maintenance
# Configuration of CDI Settings for Shared Electronic Collections
CDI settings for electronic collections in the Network Zone are individually configured for each Institution Zone that has access to a specific collection.
#### CDI Inheritance Parameter
In order for each IZ to inherit the configured CDI settings for NZ shared e-collections, the ***cdi\_consortia\_inheritance*** parameter must be set to ***Y*** (for Yes) in the Configuration > Resources > General > Other Settings page.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2023-12/shared-e-resources4.PNG)
####
#### Notes on CDI
- Full-text activation in Alma consists of two parts : link resolver/link in record for full-text access, and search in CDI (flagged as full-text available)
- All full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is
- You can have search in CDI without full-text links, but you cannot have full-text links without search in CDI unless you suppress it from being flagged as available in CDI
- If a collection is activated for a specific group of IZs, then CDI search is automatically active as well, even if the settings for CDI search activation status are set to No or None
- Full-text suppress means the full-text links (either linkresolver or link-in-record) are activated, but search in CDI is not active, because the resource is suppressed from being flagged as available in CDI.
- Do not show as full-text available in CDI even if active in Alma is the full-text suppress setting
- Can be used only if set on the same level (i.e. for the same groups) as the full-text activation
- This setting is recommended for e-books in order to cut down on duplicate e-book records
- It is recommended to set the We subscribe to only some titles in this collection to Yes for collections with Linkresolver full-text linking; this reduces errors in CDI linking
- CDI-only full text activation appears when Available for CDI search is set to Yes and the full-text linking is Link in Record. For use when your collection is inactive in Alma, you have the option to mark it as "Available Online" only in CDI. ([https://knowledge.exlibrisgroup.com/Alma/Product\_Documentation/010Alma\_Online\_Help\_(English)/Electronic\_Resource\_Management/060\_Alma\_Single\_Activation\_Source\_for\_CDI/020Single\_Activation\_with\_the\_Fully\_Flexible\_Setting#The\_.E2.80.9CCDI-only\_full\_text\_activation.E2.80.9D\_Option](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/020Single_Activation_with_the_Fully_Flexible_Setting#The_.E2.80.9CCDI-only_full_text_activation.E2.80.9D_Option))
####
#### Resources
1. [Single Activation with the Fully Flexible Setting](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/020Single_Activation_with_the_Fully_Flexible_Setting#The_.E2.80.9CCDI-only_full_text_activation.E2.80.9D_Option)
2. [Single Activation with the Fully Flexible Setting - Consortia](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/060_Alma_Single_Activation_Source_for_CDI/030Single_Activation_with_the_Fully_Flexible_Setting_-_Consortia)
3. [CDI - Setting CDI Attributes (ODIN)](https://www.odin.nodak.edu/training/electronic-resources/cdi-setting-cdi-attributes)
#### Current WRLC NZ settings
##### Collections with Book or Journal linking level and Linkresolver
CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows
1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
2. We subscribe to only some titles in this collection = Yes
3. Do not show as full-text available in CDI even if active in Alma = Check for Yes
#####
##### Collections with Book or Journal and Link in record
CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows
1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
2. CDI-only full text activation = Do not check
3. We subscribe to only some titles in this collection = No
4. Do not show as full-text available in CDI even if active in Alma = Check for Yes
##### Collections with Article or Issue linking level and Linkresolver
CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows
1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
2. We subscribe to only some titles in this collection = Yes
3. Do not show as full-text available in CDI even if active in Alma = Do not check
##### Collections with Article or Issue linking level and Link in record
CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows
1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
2. CDI-only full text activation = Do not check
3. We subscribe to only some titles in this collection = No
4. Do not show as full-text available in CDI even if active in Alma = Do not check
##### Database Collections with Link in Record
CDI Tab : for each IZ listed in the Group Settings tab for this particular collection, the settings should be as follows
1. CDI Search Activation Status = Active (this setting actually doesn't matter because all full text collections that are active in Alma will be searchable by default, regardless of what their search activation status is)
2. CDI-only full text activation = Do not check
3. Do not show as full-text available in CDI even if active in Alma = Do not check
# Letters managed in the Network Zone
#### Pull Slip
The Pull Slip is managed for our partners to provide consistency for the displayed location codes. These codes are use to direct the physical items to the patron's selected pickup location.
Notes:
- The SCF's Pull Slip has further modifications to allow the letter to be used for ILLiad physical item requests that come to the SCF via the ILLiad Addon. Currently, only GW is using the ILLiad Addon for this purpose.
- The SCF's Pull Slip has further logic modifications to try to determine if a request created by the SCFapp is of request\_type "MOVE\_TO\_TEMPORARY" or "RESOURCE\_SHARING\_PHYSICAL\_SHIPMENT". (We are hopeful that Ex Libris will provide this information if/when they update the SCFapp for integration with Rapido(GM).)
- The SCF's Pull Slip is not managed in the Network Zone.
#### 'On Hold Shelf' Letter
The On Hold Shelf Letter is managed in the Network Zone so that specific library instructions can be provided to the patron on when and how material can be picked up. The original format of the letter only provided instructions from the owning library. These instruction were not specific to the pickup location that the patron selected.
# Local Authority Headings Workflows
The following are the workflows used by the WRLC Consortial Network Zone Manager to oversee, edit, and update the local authority records in the WRLC Network Zone environment.
### Replacement Headings
1. Create local authority record. Save as a Local LCSH authority record in the NZ (do not import records, the headings will not link to an imported authority record unless that authority record is opened and saved in the Metadata Editor).
2. Follow instructions for CZ records (see appropriate section below)
3. Follow instructions for changing incorrect URIs for local flipped headings (see appropriate section below).
### Supplemental Headings
1. Create local authority record. Save as a Local WRLC authority record in the NZ
2. Add normalization rules to the WRLC transform 650 to 650 subf 2 local subf 5 CAO normalization rule
3. Create set of NZ records containing original LCSH
4. Run normalization rule on the set
5. After 24 hours, check the results of the set to make sure the local headings are linked to their local authority records.
6. Follow instructions for CZ records (see appropriate section below).
### Community Zone Local Headings
1. Write normalization rule with title “WRLC CZ \[New Heading\] Local LCSH”
2. Create a logical set of all CZ records with the original LCSH
3. Run the normalization rule on the set. Save this as a recurring job (to run every 2 months on the 15th)
4. Consortial NZ Manager will review results of scheduled jobs every 2 months
### Documentation
WRLC Local Subject Headings tracking spreadsheet : [Replacement and Supplemental Heading Tracking](https://docs.google.com/spreadsheets/d/1jiYpDAwBkSQ3hLTJu7abU3YwgI65MhtoiI-EW9VYXsk/edit?usp=sharing)
Testing document : [Local Authority Records](https://docs.google.com/document/d/17UJaiUszoWfY8flcVEeti4KaH4qrQUhkkJI_BVYpbBc/edit)
# Creating New NZ Analytics Users
WRLC staff can fill out the NZ Analytics agreement form (which can be found [here](https://alma-documentation-bookstack.azurewebsites.net/books/analytics/page/nz-analytics-accounts)) in order to have a user account created for them in WRLC's NZ Alma; this is so that they can access NZ Analytics and create queries and reports.
Once a staff member fills out the form, an email is sent to the relevant WRLC staff. When creating an NZ Alma user account for accessing Analytics, the user account should have the following settings:
- Primary Identifier = work email address
- User group = WRLC Analytics User
- Expiration date = the date given by the staff member on the Google Form; if none is given, set a date for 2 years from now
- Password, Verify Password
- Give them a temporary password
- Checkmark 'Force password change on next login'
- User Roles
- Choose the Add from Profiles button
- Then choose the 'Designs Analytics' profile in order to give the user all of the necessary roles
# User Groups in the Network Zone
There are two user groups in the Network Zone Alma.
| ***User Group*** | ***User Group Code*** | ***Type*** | ***Notes*** |
| WRLC HQ Staff | wrlchq | Internal | User group for all staff working at WRLC HQ |
| WRLC Analytics User | wrlcanalytics | Internal | User group for patron accounts created solely for the use of NZ Analytics.
For more information, see the [Creating New NZ Analytics Users page](https://alma-documentation-bookstack.azurewebsites.net/books/wrlc-hq/page/creating-new-nz-analytics-users) on the Alma Wiki.
|
# How to Activate a CZ Collection in the Network Zone
Below are instructions on how to activate a Community Zone (CZ) collection in the Network Zone.
If you are activating a collection that will be used for AUTOHOLDINGS, please follow the instructions given on the [Alma Knowledgebase](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/090Integrations_with_External_Systems/030Resource_Management) for that particular vendor!
1\. Search for the electronic collection in the CZ[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/f7Iimage.png)
2\. Choose the Activate option for the collection.
3\. In the **Electronic Collection and Services Setup** page :
a. Under the **Local Electronic Collection Information** section
i. Add the **Public Name (override)** to be the same name as the collection, with '*(WRLC)'* added at the end of the name. This will help consortial staff identify the collection as a WRLC managed electronic collection.
ii. Checkmark **Mark Bib as suppressed**. This ensures that the bibliographic record that describes the collection is suppressed from Primo; it does NOT suppress the portfolios attached to the collection.
iii. **Electronic Collection Proxy enabled = No**. This ensures that a proxy is not added to the URL for the entire electronic collection; it does NOT remove a proxy from the portfolios attached to the collection.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-100039.png)
b. Under the **Central Discovery Index Information** section
i. **CD Search activation status = Active**
ii. **We subscribe to only some titles in this collection = Yes**
Please note that the above setting may be changed later, depending on the linking settings of the collection. When first activating a collection, it is safest to set this criteria to 'Yes."
iii. IF collection includes only ebooks, Checkmark Do not show as Full Text available in CDI even if active in Alma.
IF collection includes journals, do not checkmark Do not show as Full Text available in CDI even if active in Alma.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-100053.png)
c, Under the F**ull Text Service** section
i. Checkmark the following options
- - - Activate this electronic collection service
- Make service available
- Automatically delete portfolios removed from service
ii. For the following option...
- - - Automatically activate new portfolios : only checkmark if NOT setting up an autoholdings collection, AND if all portfolios in the collection are available through our subscription.
All remaining options can be left blank.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-100207.png)
ii. Then click Next.
4\. In the **Linking Information** page :
a, Under the **Full Text Service - Linking Parameters** section
i. Leave all parameters blank
b. Under the **Full Text Service - Proxy setup** section
i. **Proxy enabled = No**. If the collection requires a proxy, the proxy settings for each individual Institution will be set later in the workflow.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-101016.png)
ii. Then click Next
5\. In the **Select Activation Method** page :
a. **Activate all - Activation of the complete electronic collection with no selection of portfolios** : choose if all portfolios in the collection are available through our subscription.
b. **Manual activation - activate electronic collection and manually select portfolios** : choose this option if you are activating a collection that will be used for autoholdings.
b. Then click Next
6\. Review the **Activation Summary** page and make sure everything looks accurate. Click **Activate** to activate the collection. This will trigger an Activation job to run.
7\. At this point, you will be brought back to your original Alma search page. Find the collection you just activated, and click on the house icon to view the same collection in the Network Zone (as opposed to the Community Zone).
8\. Click on the ellipsis button, then choose **Edit Service**
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-102625.png)
a. Go to the **Linking** tab
i. Under the **General Linking Information** section
IF a proxy is necessary for this resource, select Proxy enabled = Yes, then leave the Proxy selected drop down menu blank
IF a proxy is NOT necessary for this resource, leave Proxy enabled = No.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-15-112612.png)
b. Go to the **Group Settings** tab
i. Click **Add Settings For Group** to add each institution that has access to the collection.
ii. IF a proxy is necessary for this resource, select Resource Default for the Proxy Enabled configuration
IF a proxy is NOT necessary, select No for the Proxy Enabled configuration;
Do NOT choose Yes for Proxy Enabled. This setting is only for proxies configured in the Network Zone, and WRLC does not configure proxies in our NZ.
iii. Proxy Selected is left blank.
iv. Click Save, and repeat for each institution.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-15-112530.png)
If you choose **Proxy Enabled = Resource Default**, the settings applied to this institution will be defined by the settings in the Linking tab of the service (what was chosen in step *a.i.* of these instructions). Proxy settings set at the portfolio and collection levels can also affect whether a proxy is applied; for a full table of Proxy Relationships, please see the [Proxy Relationships Alma Knowledgebase page](https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/051Link_Resolver/030Access_to_Services#Proxy_Relationships).
v. Once you have configured each Institution, click Save on the Electronic Service Editor page.
Please note that there is also a Group Settings tab in the Edit Collection page; the Electronic Service page is the only one that should be edited for Group Settings.
c. Afterwards, you should be brought back to the Alma search page with a view of the electronic collection.
9\. From here, click Edit Collection
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-06/screenshot-2026-06-12-102237.png)
Go to the CDI tab and follow the instructions for setting CDI settings for electronic collections found on the [Configuration of CDI Settings for Shared Electronic Collections](https://alma-documentation-bookstack.azurewebsites.net/books/wrlc-hq/page/configuration-of-cdi-settings-for-shared-electronic-collections) page on the Alma Wiki.
# Temporarily removing partner from CLS
In the case of an emergency, it is possible to temporarily remove a partner Institution Zone from the Consortium Loan Service (CLS) / Automated Fulfillment Network (AFN) rota, in order to prevent their school's items from being requestable.
The following steps are done on the Alma Network Zone.
1. Go to **Fulfillment > Resource Sharing > Partners**
2. Find the Institution in the list of partners. Specifically search for Profile Type of Fulfillment Network. Once found, click on the ellipsis button, then **Edit**
3. Under the **General Information** tab, choose **Inactive** from the **Status** drop down menu. Then press **Save**.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-09/screenshot-2026-09-04-111939.png)
4. Then go to **Fulfillment > Resource Sharing > Rota Templates**
5. Click on the ellipsis button, then **Edit** for the **Consortium Book Borrowing** rota template
6. Go to the **Template Members** tab
7. Find the Institution in the member list, click on the ellipsis button, then choose **Remove**. Click **Save**.[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-09/screenshot-2026-09-04-112312.png)
8. In order to distribute these changes to the Network partners, go to **Fulfillment >Advanced Tools - General > Distribute Resource Sharing Network Configuration**. When the pop-up appears, click the **Confirm** button.
The steps above will successfully prevent the institution's items from being requested by the other consortial partners.
In order to prevent the institution's patrons from placing CLS/AFN requests, one extra step needs to be done in the Institution's Institution Zone.
1. Go to their Institution Zone; then go to **Configuration > General > Add a Library or Edit a Library**
2. Go to the **Libraries** tab. For each library that is a Resource Sharing library, do the following:
1. Click on the name of the Library
2. In the **Resource Sharing** section under the **Summary** tab, check **Temporarily inactive for borrowing**. If possible, set the dates in which patrons will be unable to borrow consortial items, then click **Save**.
3. Repeat for other resource sharing libraries configured in the Institution Zone.
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-09/screenshot-2026-09-08-104523.png)
# 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
- Configuration > User Management > User Details > User Groups
- + Add Row
- Choose a code and a description (preferably \[*Affiliate Library\] Patron*)
- Choose ***Add Row***, and then ***Save*** the table
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config1.PNG)
##### 2. Apply user record group to a specific type
- Configuration > User Management > User Details > User Record Type/User Group
- + Add Row
- Choose the user group created in step #1, then choose a record type of ***Staff***, ***Public***, and ***Organization***
- Choose ***Add Row***, and then ***Save*** the table
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config2.PNG)
##### 3. Associate library location with Fulfillment Unit
- Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units
- ***Edit*** the Fulfillment Unit ***Affiliate Library***
- Choose the ***Fulfillment Unit Locations*** tab
- Attach to the list the location(s) associated with the affiliate library
- ***Save*** the 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
- Configuration > Resources > General > Provenance Code
- + Add Row
- Choose a code and a description
- Save the Provenance Code table
##### 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.
- Configuration > Discovery > Search Configuration > Restricted Search Groups
- + Add Restricted Search Group
- Choose a code, a name (preferably \[*Affiliate Library Name\] Affiliate Library*), and a description
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config6.PNG)
- Add the ***Restricted Search Condition*** of:
- Search Index = Location
- Operator = Equals
- Value = all library locations associated with affiliate library
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config7.PNG)
- Add the following ***Allowed Users***:
- Patron Group Rule
- Name = \[Affiliate Library\] Patron Group
- Input Parameter
- Name = User Group
- Operator = "="
- Value = all user groups created in step #1
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config8.PNG)
- - IP Address Rule
- Name = \[Affiliate Library\] IP Address
- Input Parameter
- Name = IP Range
- Operator = "="
- Value = \[IP range of affiliate library\]
- ***Save*** the Restricted Search Group Definition
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config9.PNG)
##### 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.
- Configuration > Discovery > Search Configuration > Hide from Network definitions
- + Add Hide from Network Definition
- Choose a code and a name
- Then add the following Condition:
- Search Index = Inventory > Location
- Operator = Equals
- Value = Location(s) associated with affiliate library
- ***Add Condition***, then ***Save*** the Custom Scope
##### 8. Create a custom local data search scope
- Configuration > Discovery > Search Configuration > Search Profiles
- Choose the ***Custom Local Data Scopes*** tab
- + Add a Custom Scope
- Choose a code and a name
- Then add the following Scope Condition:
- Search Index = Inventory > Location
- Operator = Equals
- Value = Location(s) associated with affiliate library
- ***Add Condition***, then ***Save*** the Custom Scope
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config10.PNG)
##### 9. Create a search profile
- Configuration > Discovery > Search Configuration > Search Profiles
- Choose the ***Search Profiles*** tab
- + Add a Search Profile
- Choose a code and a display name
- Then add the following scope:
- Select Scope Type = Custom (Local Data)
- Select Custom Scope = the custom scope created in step #6
- Click ***Add and close***, then ***Save*** the Custom Search Profile
##### 10. Create a Primo VE view for affiliate library users
- Configuration > Discovery > Display Configuration > Configure Views
- + Add View
- Choose a code and a name
- Choose the following settings as you work through the configuration pages
- ***General*** tab > ***Discovery Network Settings*** section
- Display locations from member institutions = No
- Include member institution physical inventory in facets = Never
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config11.PNG)
- ***Links Menu*** tab
- Only activate the following links
- Library Search
- Collections Discovery (if they have collections in the SCF IZ)
- URL leading to the affiliate library website
- ***Search Profile Slots*** tab
- + Add a Slot
- Choose a code and a name
- Select the search profile created in step #7
- Click Save
- Deactivate all other search slots
- ***Advanced Search Configuration*** tab > ***List of Indexes*** section
- Deactivate all indexes associated with Course Reserves
- Checkmark ***Enable for Basic Search***
- ***Brief Results*** tab > ***Facets*** section
- Deactivate all facets associated with Course Reserves
- ***Manage Customization Package*** tab
- Using Primo Studio, change appearance, logo etc. of Primo to match the colors and logo of the affiliate library
- ***Save*** the new Primo view
##### 11. Create user profile(s)
- When creating user profiles for affiliate libraries, make sure the following fields have the correct values:
- ***General Information*** tab
- Primary ID = work email address
- User Group = user group created in step #1
- Password = create a temporary password for the user, checkmark ***Force password change on next login***
- User Roles (the following are necessary to allow for users to log into the SCF IZ and create requests through Alma)
- Patron
- Circulation Desk Operator - Limited
- Requests Operator
- Physical Inventory Operator - Limited
[](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2025-02/aff-lib-config12.PNG)
- - ***Contact Information*** tab
- Add address of affiliate library as the work address
##### 12. Update letter configuration for pull slip
- Configuration > General > Letters > Letters Configuration
- Search for the letter titled ***Ful Resource Request Slip Letter***, choose ***Edit***
- Edit the XSL around line 100 to include the following example
- Click ***Save Draft***
- Click ***Save***
```
[Affiliate Library Name]
```
# User Accounts in the SCF IZ
### User Groups
Below are the active user groups in the Shared Collections Facility (SCF) Institution Zone (IZ). These are configured in **Configuration > User Management > User Details > User Groups**.
| ***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](https://alma-documentation-bookstack.azurewebsites.net/books/shared-collections-facility-scf-institution-zone/page/patron-accounts-for-libraries) on the Alma Wiki.
For more information on the workflow of SCF requests, please see the [Requests in the Remote Storage App page](https://alma-documentation-bookstack.azurewebsites.net/books/shared-collections-facility-scf-institution-zone/page/requests-in-the-remote-storage-app) 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](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/how-to-bring-up-a-patron-record-and-check-items-out) 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](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/how-to-bring-up-a-patron-record-and-check-items-out) 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](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/page/how-to-bring-up-a-patron-record-and-check-items-out) 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](https://alma-documentation-bookstack.azurewebsites.net/books/wrlc-hq/page/affiliate-library-configuration-in-the-scf) on the Alma Wiki.
For more information on Affiliate Libraries at the WRLC, see the [Affiliate Libraries page](https://alma-documentation-bookstack.azurewebsites.net/books/fulfillment/chapter/affiliate-libraries) 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) |
###
### User Categories and Statistics
Below are the current user categories configured in the Shared Collections Facility (SCF) Institution Zone (IZ). These settings can be found in the **Configuration > User Management > User Details** menu in the **Category Types** and **Statistical Categories/Types** pages.
| User Category Type
Description
| User Category Type
Code
| Statistical Category
Description
| Statistical Category
Code
|
| INSTITUTION | Patron's Home Institution | American University | AMU |
| INSTITUTION | Patron's Home Institution | American University Washington College of Law | AMULAW |
| INSTITUTION | Patron's Home Institution | Catholic University of America | CUA |
| INSTITUTION | Patron's Home Institution | GW - Himmelfarb Health Sciences Library | HIMM |
| INSTITUTION | Patron's Home Institution | GW - Jacob Burns Law Library | GWLAW |
| INSTITUTION | Patron's Home Institution | Gallaudet University | GAL |
| INSTITUTION | Patron's Home Institution | George Mason University | GMU |
| INSTITUTION | Patron's Home Institution | George Washington University | GWU |
| INSTITUTION | Patron's Home Institution | Georgetown Law School | GULAW |
| INSTITUTION | Patron's Home Institution | Georgetown University | GU |
| INSTITUTION | Patron's Home Institution | Howard University | HU |
| TYPE | Account type | Interlibrary Loan Account | ILL |
| TYPE | Account type | Library Account | LIBRARY |
| INSTITUTION | Patron's Home Institution | Marymount University | MU |
| TYPE | Account type | Patron Account | PATRON |
| TYPE | Account type | Patron Linked Account | LINK |
| INSTITUTION | Patron's Home Institution | UDC - Law School | UDCLAW |
| INSTITUTION | Patron's Home Institution | University of the District of Columbia | UDC |
| INSTITUTION | Patron's Home Institution | WRLC SCF | WRLC |
# 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
|
# Loan and Renewal Configuration for the SCF IZ
### Auto Renewal Rules
The following automatic loan renewal rules are configured in the SCF IZ. These rules can be found under
**Configuration > Fulfillment > Physical Fulfillment > Auto Loan Renewal Rules**
##### Items checked out by Library User Accounts
This rule automatically renews all items checked out by accounts with a User Group of 'Library pickup locations'. These specific loans represent the pickup location of the item, and are not the primary loan (the primary loan being the loan of the book by the patron). For this reason, they are automatically renewed.
**Input Parameters**
- Name : User Group
- Operator : In List
- Value : Library pickup locations
**Output Parameters**
- Autorenewal : TRUE
##### Items checked out by ILL Accounts
This rule automatically renews all items if they are checked out by user accounts with a user statistical category Account Type = Interlibrary Loan Account. Patron accounts that represent ILL departments are automatically given a 'wrlc user' group code by the Remote Storage app, but they should be treated like user accounts representing Libraries (accounts with a user group of 'Library pickup location'), rather than user accounts representing individual patrons. These specific loans represent the pickup location of the item (in this case, the ILL department), and are not the primary loan (the primary loan being the loan of the book by the patron). For this reason, they are automatically renewed.
**Input Parameters**
- Name : User Statistical Category
- Operator : =
- Value : Account Type - Interlibrary Loan Account
**Output Parameters**
- Autorenewal : TRUE
---
### Overdue and Lost Loan Profiles
The following overdue and lost loan profiles are configured in the SCF IZ. These rules can be found under
**Configuration > Fulfillment > Physical Fulfillment > Overdue and Lost Loan Profiles**
The following automatic loan renewal rules are configured in the SCF IZ. These rules can be found under
##### WRLC Lost Loan Profile for 'wrlc shrm' items
This profile marks all wrlc shrm loaned items (items checked out by Trinity patrons or with user group of 'wrlc user') as Lost when overdue by 39 days, according to RSC policy. Because items in this location are owned by WRLC, these are the only items in the SCF IZ that are loaned directly to patrons (and not to patron accounts representing Libraries or ILL departments). Therefore, these items need to follow Consortium Loan Service rules.
- Profile Type : Change to Lost
- Days after Due Date : 39 Days
- User Group :
- Trinity Staff
- Trinity Student
- Trinity Faculty
- WRLC HQ Staff
- wrlc user
- Locations : WRLC Shared Monograph (wrlc shrm)
- Letter send format : Mail\*
\* The **Ful Overdue And Lost Loan Letter** is sent by this profile when the **Loans - Overdue and Lost Loan Job** is run. The Ful Lost Loan Letter is sent when an item is manually changed to Lost.
##### WRLC Overdue Notice Profile for 'wrlc shrm' items
This profile emails overdue notices for wrlc shrm loaned items (items checked out by Trinity patrons or with user group of 'wrlc user') when overdue by 7 days. Because items in this location are owned by WRLC, these are the only items in the SCF IZ that are loaned directly to patrons (and not to patron accounts representing Libraries or ILL departments). Therefore, these items need to follow Consortium Loan Service rules.
- Profile Type : Overdue notification type 1
- Send notification : checkmarked
- Days after Due Date : 7 Days
- Loan Status :
- Auto renewal
- Loan
- Renew request handled by library staff
- Normal
- Overdue Notification
- Recalled
- Renewed
- Renew rejected by partner
- Renew requested
- Workbench change forward
- User Group :
- Trinity Staff
- Trinity Student
- Trinity Faculty
- WRLC HQ Staff
- wrlc user
- Locations : WRLC Shared Monograph (wrlc shrm)
- Letter send format : Mail\*
- The **Ful Overdue and Lost Loan Notification Letter** is sent by this profile when the **Loans - Overdue and Lost Loan Job** is run.
---
#### Fulfillment > Other Settings
The following configurations set in the Other Settings code table for Fulfillment. These can be found under
**Configuration > Fulfillment > General > Other Settings**
| **Parameter Key** | **Parameter Value** | **Notes** |
| auto\_renew\_loan\_days\_after\_due\_date | 0 | The days period to auto renew item\_loans after loan ends |
| auto\_renew\_loan\_days\_before\_due\_date | 7 | The days period to auto renew item\_loans before loan ends |
| close\_paid\_lost\_loan | true | Activate the Lost and Paid status for a lost or replacement fee closed. |
| enable\_request\_during\_loan\_for\_different\_policy | true | When user has an active loan, enable him to request the resource with a different loan period policy |
| force\_empty\_temp\_location\_when\_disabled | true | When set to true, clearing the temporary location status will also clear the temporary location and library data |
| generate\_resource\_sharing\_temp\_barcode | false |
|
| ill\_item\_creation\_lib\_code | ILL |
|
| send\_courtesy\_notices\_behavior | DD\_ON\_EXACT\_DEFINED\_DAY | Controls the behavior of the 'Notifications - Send Courtesy Notices and Handle Loan Renewals' job. Options are: DD\_ON\_EXACT\_DEFINED\_DAY, DD\_WITHIN\_RANGE\_ONCE, DD\_WITHIN\_RANGE\_DAILY. |
| should\_report\_active\_requests | false | Should active requests be reported in notification |
| should\_report\_in\_process\_requests | true | Should in-process requests be reported in notification |
| should\_report\_on\_hold\_shelf\_requests | false | Should on-hold-shelf requests be reported in notification |
# Adding a New Pickup Location (Library)
Use these instructions when adding a new library that will serve as a pickup and return location within the WRLC automated fulfillment network.
Because this process affects fulfillment, resource sharing, Primo, and patron-facing letters, complete all applicable steps and test the configuration before making the new pickup location available to patrons.
---
#### Before You Begin
Gather the following information:
- Library name and code
- Associated campus
- Circulation desk name and code
- Physical locations that will belong to the library
- Operators who need access to the circulation desk
- Default printer, if one will be used
- The date the new pickup location should become available in Primo
- Contact information or wording needed for patron-facing letters
If existing inventory will be moved to the new library, identify the affected locations and inventory before changing the configuration.
---
#### 1. Add the Library
You must have the **General System Administrator** role to create a library.
1. Log in to the appropriate Alma Institution Zone.
2. Open the **Configuration Menu**.
3. Confirm that the Institution Zone—not the Network Zone—is selected in the **Configuring** field.
4. Navigate to:
**General > Libraries > Add a Library or Edit Library Information**
5. Select the **Libraries** tab.
6. Select **Add a Library**. The **Add an Organization Unit** page opens.
7. Complete the following fields:
- **Organization Unit Name:** Enter the name that should be used for the library in Alma.
- **Organization Unit Code:** Enter a unique code for the library.
The library code cannot contain spaces or special characters such as quotation marks. Use letters, numbers, hyphens, or underscores.
Choose the code carefully. After the library is created, its code cannot be changed. Correcting the code would require creating a new library.
8. Select **Save**.
Alma creates the library and automatically adds some initial library-level configuration, including a default physical location. Other components—such as circulation desks, printers, contact information, opening hours, and additional physical locations—must be reviewed and configured separately.
After creating the library:
1. Return to:
**Configuration > General > Libraries > Add a Library or Edit Library Information**
2. Select the **Libraries** tab.
3. Locate the new library.
4. Open the row-actions menu and select **Edit**.
5. On the **Summary** tab, review and configure the following fields as applicable:
- **Default Location for Acquisitions**: choose the general stacks location associated with the new library from the drop down menu. May need to be configured later, after the library’s permanent physical locations have been created.
- **Campus**: choose the corresponding campus from the drop down menu. May need to be configured later, after the campus has been created.
- **Serves Other Institutions** (checkmark this!) Selecting **Serves Other Institutions** allows the Institution Zone to accept pickups and returns for other institutions in the WRLC fulfillment network. The field appears only when the Institution Zone has been configured as part of a fulfillment network.
This setting alone does not make the new library an available pickup location. You must also configure the library’s campus, organization-unit relationships, circulation desk, physical locations, Primo pickup-location settings, and applicable fulfillment rules.
6. Select **Save** after completing the applicable settings.
Add Contact Information
1. Edit the new library and select the **Contact Information** tab.
2. Use the applicable options to add:
- Physical address
- Telephone number
- Email address
3. Mark the appropriate entries as preferred.
4. If the library should use its own reply-to address for patron notices, add an email address designated for **Circulation Communication**.
5. Select **Save**.
---
#### 2. Add or Assign a Campus
A library can be associated with a campus so that Alma can manage certain services and resources at the campus level. Campus names may also appear in Primo VE, including in pickup-location menus and request forms.
You must have the **General System Administrator** role to create or configure a campus.
Each library can be associated with only one campus.
##### Determine Whether a New Campus Is Necessary
Before creating a campus, review the campuses that already exist in the Institution Zone.
Navigate to:
**Configuration > General > Libraries > Define Campuses**
If an existing campus should include the new library, assign the library to that campus. Do not create a duplicate campus.
If no appropriate campus exists, follow the instructions below to create one.
##### Create a New Campus
1. Log in to the appropriate Alma Institution Zone.
2. Open the **Configuration Menu**.
3. Navigate to:
**General > Libraries > Define Campuses**
4. Select **Add Campus**.
- **Code:** Enter a unique code for the campus.
- **Name:** Enter the campus name that should appear in Alma and, where applicable, Primo.
- **Description:** Enter an optional description.
- **Proxy:** Select a proxy profile if the campus requires one. May need to consult with institution's e-resources librarian for this information.
5. Select **Add and Close**.
The campus is now created, but the new library must still be assigned to it.
##### Assign a Library to an Existing Campus
The simplest way to associate the new library with a campus is through the library record.
1. Navigate to:
**Configuration > General > Libraries > Add a Library or Edit Library Information**
2. Select the **Libraries** tab.
3. Locate the new library.
4. Open the row-actions menu and select **Edit**.
5. On the **Summary** tab, locate the **Campus** field.
6. Select the appropriate campus.
7. Select **Save**.
##### Alternative: Assign the Library Through the Campus Record
You can also add the library from the campus configuration.
1. Navigate to:
**Configuration > General > Libraries > Define Campuses**
2. Locate the appropriate campus.
3. Open the row-actions menu and select **Edit**.
4. Select the **Served Libraries** tab.
5. Select **Add Library** or **Add Served Library**.
6. Select the new library.
7. Select **Add and Close**.
8. Select **Save** if Alma prompts you to save the campus record.
Because a library can belong to only one campus, assigning it to a different campus may replace its existing campus association.
---
#### 3. Review Organization Unit Relationships
Organization unit relationships determine which fulfillment services one library can provide for another library within the same Institution Zone.
You must have one of the following roles:
- **General System Administrator**
- **Fulfillment Administrator**
##### Understand the Direction of a Relationship
A relationship is configured from the perspective of the library selected in the **Configuring** field.
For example, if the new library is selected in **Configuring** and another library is selected in the relationship’s **Library** field:
- **Circulate For** means the new library can check in and check out items for the selected library.
- **Deliver To** means the new library can deliver requested items to the selected library.
- **Supply From** means the new library can supply items to the selected resource-sharing library.
- **Acquire For** means the new library can acquire materials for the selected library.
Relationships are directional. Adding a relationship from Library A to Library B does not necessarily create the corresponding relationship from Library B to Library A.
For a new pickup library, review both:
1. The services the new library must provide for existing libraries.
2. The services existing libraries must provide for the new library.
##### Review and Add the New Library’s Relationships
1. Log in to the appropriate Alma Institution Zone.
2. Open the **Configuration Menu**.
3. In the **Configuring** field, select the new library.
4. Navigate to:
**General > Libraries > Relationships**
5. On the **Organizational Units Relationships Setup** page, select **Add Relation**.
6. In the **Library** field, select the library that will receive services from the new library.
If the same relationship should apply to all applicable libraries currently in the Institution Zone, select **ALL**.
7. Select the services the new library will provide:
- **Circulate For:** Allows the new library to check in and check out materials belonging to the selected library. If this relationship is not configured, Alma may block a loan or return performed at another library.
- **Deliver To:** Allows the new library to deliver requested items to the selected library.
- **Supply From:** Allows the new library to supply its materials to the selected resource-sharing library.
- **Acquire For:** Allows the new library to acquire materials for the selected library.
8. Add a note if local documentation is needed.
9. Select **Add and Close**.
10. Confirm that the new relationship appears on the **Organizational Units Relationships Setup** page.
Repeat these steps if different services must be configured for different libraries.
##### “ALL” Relationships
Do not assume that an existing **ALL** relationship automatically includes a library created after the relationship was established.
Ex Libris indicates that selecting **ALL** when creating a relationship applies to the libraries that exist at that time. Therefore, after creating a new library:
1. Review the applicable relationships configured for the other libraries in the Institution Zone.
2. Determine whether each existing library must circulate for, deliver to, supply from, or acquire for the new library.
3. If the new library is not included, edit the existing relationship or add a separate relationship for the new library.
4. Repeat this review for every existing library that must exchange materials or provide services with the new library.
---
#### 4. Configure a Default Printer, If Needed
A printer must exist in Alma before it can be selected as the default printer for the new circulation desk.
If the library will not print slips or receipts locally, confirm whether it should use an existing email-enabled printer, a shared printer, or no printer.
You must have one of the following roles:
- **General System Administrator**
- **Fulfillment Administrator**
##### Review Existing Printers
1. Log in to the appropriate Alma Institution Zone.
2. Open the **Configuration Menu**.
3. In the **Configuring** field, select the new library.
4. Navigate to:
**General > Printers > Printers**
5. Review the existing printers.
If the new library will use an existing printer, confirm that the printer is active and available for selection when configuring the circulation desk.
##### Add a Printer
If a new printer is required:
1. On the **Printers** page, select **Add Printer**.
2. Enter the required printer information, including:
- **Code:** Enter a unique code for the printer.
- **Name:** Enter a recognizable name.
- **Status:** Set the printer to **Active**.
- **Email:** Enter the email address that receives Alma printouts, if the printer uses email-based printing.
3. Select **Add and Close** or **Save**.
4. Confirm that the new printer appears on the **Printers** page.
The printer code should clearly identify its institution, library, or circulation desk. Avoid using a generic code that could be confused with printers at other libraries.
##### Assign the Printer to the Circulation Desk
After creating the printer:
1. In the **Configuring** field, select the new library.
2. Navigate to:
**Fulfillment > Library Management > Circulation Desks**
3. Locate the appropriate circulation desk.
4. Open the row-actions menu and select **Edit**.
5. On the **General Information** page, locate the **Printing Information** section.
6. Select the printer in the **Default Printer** field.
7. If staff should be able to choose among multiple printers, add them in the **Additional Printers** field.
8. Continue through the circulation-desk configuration and select **Save**.
The default printer is used for non-automated print jobs. Automatic request-slip printing is configured separately in the circulation desk’s **Automatic Printing** rules.
---
#### 5. Configure the New Circulation Desk
When a new library is created, Alma may create a default circulation desk with the code `DEFAULT_CIRC_DESK`.
Because Alma uses the same default code in multiple libraries, consider creating a circulation desk with a unique code. A unique code makes the desk easier to identify in Analytics, integrations, letters, and troubleshooting.
You must have one of the following roles:
- **General System Administrator**
- **Fulfillment Administrator**
##### Create a Circulation Desk
1. On the **Circulation Desks** page, select **Add Circulation Desk**.
To base the new desk on an existing desk, open the existing desk’s row-actions menu and select **Duplicate**. Review every copied setting before saving.
2. On the **General Information** page, enter:
- **Code:** Enter a unique circulation desk code.
- **Name:** Enter the staff-facing name of the desk.
3. Select **Primary**.
A library must have at least one primary circulation desk for its request option to appear in Primo. A primary desk can also perform check-in and check-out services for another library when the appropriate organization-unit relationships exist.
4. Select **Picks from Shelf**.
5. Select **Has Hold Shelf**.
Alma requires a library that picks requested items from the shelf to have a circulation desk with a hold shelf.
6. In **Maximum Time on Hold Shelf (Days)**, enter `10` for a CLS pickup location.
7. Select a **Hold Shelf Sorting** option appropriate for the library.
8. Select the printer in the **Default Printer** field, if applicable.
9. Configure any additional settings used by the institution, such as:
10. Select **Next**.
##### Attach Physical Locations
On the **Physical Locations** page:
1. Select **Attach Location**.
2. Select a location served by the circulation desk.
3. Select the services the desk provides for that location:
- **Check In**
- **Check Out**
- **Reshelve**
4. Select **Attach Location**.
5. Repeat for every location served by the desk.
If **Check In** or **Check Out** is not selected, Alma may not allow items from the location to be placed on the hold shelf.
If the library’s permanent locations have not yet been created, complete the circulation-desk wizard and return to attach them later.
##### Add Operators
Add all staff members who need to work at the circulation desk.
Be sure to add **WRLC Admin** as an operator so that WRLC staff can assist with configuration, testing, and troubleshooting.
##### Deleting an Unneeded Circulation Desk
If you create a new circulation desk, you may want to delete both the automatically generated default desk, and any other old circulation desks.
Before deleting a circulation desk, confirm that:
- No physical locations are associated with it.
- No requests are associated with it.
- It is not being used as the default or primary desk for another configuration.
1. Navigate to:
**Fulfillment > Library Management > Circulation Desks**
2. Locate the old circulation desk.
3. Open the row-actions menu and select **Delete**.
4. Confirm the deletion.
If Alma prevents the deletion, review the error message and remove the identified dependencies. If no remaining locations or requests can be found but Alma still prevents deletion, open an Ex Libris support case.
Do not delete the old circulation desk until the new desk and its location associations have been fully configured and tested.
---
#### 6. Create or Recreate Physical Locations
Physical locations belong to a specific library. Alma does not permit an existing location to be reassigned directly from one library to another. If inventory is moving to the new library, recreate the necessary locations under the new library and then move the inventory.
You must have one of the following roles:
- **General System Administrator**
- **Fulfillment Administrator**
##### Create a Location
1. Open the **Configuration Menu**.
2. In the **Configuring** field, select the new library.
3. Navigate to:
**Fulfillment > Locations > Physical Locations**
4. Select **Add Location**.
5. Complete the required fields:
- **Code:** Enter a unique location code of no more than 10 characters. Do not use commas.
- **Name:** Enter the staff-facing location name.
- **External Name:** Enter the name that should appear to patrons in Primo. If this is blank, Alma displays the regular location name.
- **Type:** Select **Open**, **Closed**, **Remote Storage**, **Unavailable**, or **Not in Library**, as appropriate.
- **Fulfillment Unit:** Select the fulfillment unit whose rules should apply to items in this location.
- **Call Number Type:** Select the applicable call-number type, if needed.
6. If the location is associated with remote storage, select the appropriate **Remote Storage** configuration.
7. Select **Add Location**.
8. Repeat for each physical location required by the new library.
The fulfillment unit controls important circulation behavior. Compare the selection with a similar existing pickup library before saving the location.
##### Attach the Circulation Desk to the Location
After creating a location:
1. On the **Physical Locations** page, open the location’s row-actions menu and select **Edit**.
2. Locate the **Physical Location Circulation Desks List** section.
3. Select the new circulation desk.
4. Select the services it will perform for the location:
- **Check In**
- **Check Out**
- **Reshelve**
5. Select **Attach Existing Circulation Desk**.
6. Select **Save**.
A location can be served by more than one circulation desk. Review all listed desks and remove obsolete associations when appropriate.
##### Move Existing Inventory to the New Library
If an existing location is being moved to the new library:
1. Create the replacement location under the new library.
2. Reproduce the required settings, including:
- Location type
- External name
- Fulfillment unit
- Call-number type
- Circulation desk associations
- Discovery configuration
3. Create a set containing the holdings or items that must be moved.
4. Use the appropriate Alma inventory-management job or scan-in workflow to move the holdings or items to the new library and location.
5. Search Alma to confirm that the holdings and items now display the correct library and location.
6. Do not delete the old location until no inventory remains associated with it.
The appropriate job depends on whether entire holdings records or only selected items are moving. Review the inventory structure before selecting a job; moving an item and moving a holding are not the same operation.
---
#### 7. Add the Pickup Location to Primo
The new library must be enabled in the Alma discovery configuration before patrons can select it as a preferred local pickup location.
You must have a role that permits Primo VE or discovery configuration.
1. Log in to the appropriate Institution Zone.
2. Open the **Configuration Menu**.
3. Confirm that the Institution Zone is selected in the **Configuring** field.
4. Navigate to:
**Discovery > Resource Sharing > Resource Sharing Request**
5. Locate the new library in the pickup-location configuration.
6. Select **Preferred Local Pickup Location** for the new library.
7. Confirm that the library’s display name is correct.
8. Select **Save**.
The exact page label may differ slightly depending on the Alma release and the institution’s discovery configuration. If **Resource Sharing Request** is not displayed under **Resource Sharing**, search the Configuration Menu for that page name.
---
#### 9. Update Network Zone Letters
The following Network Zone letters must be updated to account for the new pickup library:
- On Hold Shelf
- Ful Resource Request Slip
For both letters, follow the instructions below.
1. Log in to the Alma Network Zone.
2. Navigate to:
**Configuration > General > Letters > Letters Configuration**
3. Search for either :
**Ful Resource Request Slip Letter** or **On Hold Shelf Letter**
4. Open the row-actions menu and select **Edit**.
5. Review the labels and XSL template.
6. Search for conditions based on:
- Pickup library code
- Destination library code
- Owning institution
- Owning library
- Request type
- Existing WRLC pickup locations
7. Add the new library or circulation desk code to the applicable conditional logic.
8. Add some or all of the following, depending n the preferences of the Institution and the letter being configured:
- Library name
- Destination or routing code
- Pickup location
- Shipping or handling instructions
- Local notes
- Display name
- Pickup address
- Contact information
- Pickup instructions
- Hours or other local information, if included in the notice
9. Confirm that the new condition is placed before any general fallback condition that would otherwise capture the request.
10. **Save and Distribute** the template. This will push changes made in the Network Zone to all of the Institution Zones, minus the Shared Collections Facility.
---
#### Final End-to-End Testing
After completing all configurations, test the entire workflow before announcing the new pickup location.
Test at minimum:
- A locally owned item requested for pickup at the new library
- An item owned by another library in the same Institution Zone
- A CLS item from another WRLC Institution Zone
- An SCF item
- Check-out at the new library
- Return at the new library
- Hold-shelf placement and expiration
- Pull-slip
- On Hold Shelf letters
- Routing back to the owning library or institution
---
### Configure Shared Collections Facility Pickup
Complete this section when items stored at the WRLC Shared Collections Facility will be available for pickup at the new library.
These steps are required in addition to the Institution Zone library, campus, circulation desk, location, relationship, and Primo configurations described above.
The configuration has three parts:
1. Create a pseudo-patron account in the Shared Collections Facility Institution Zone.
2. Add the new library to the Remote Storage application’s `conf.json` file.
3. Update and test the Shared Collections Facility pull slip.
---
#### 1. Create the Pickup Location Account in the SCF Institution Zone
The Remote Storage workflow uses a pseudo-patron account in the Shared Collections Facility Institution Zone to represent the pickup library. The account’s name and preferred-name fields also provide routing information used by the SCF workflow and pull slip.
##### Gather the Required Information
Before creating the account, confirm:
- Institution Zone Alma code
- New library’s **Organization Unit Code**
- Institution name
- Library name
- Pull slip or courier routing code
- Appropriate home address for the library
Use the Alma codes, not the display names, when constructing the Primary Identifier.
##### Construct the Primary Identifier
Use the following format:
`01WRLC_[Institution Zone Alma Code]-[New Library Code]`
For example:
`01WRLC_DOC-DCVN`
In this example:
- `DOC` is the Institution Zone’s Alma code.
- `DCVN` is the new library’s Organization Unit Code.
Confirm the identifier carefully before saving the account. The Institution Zone and library codes must match the codes used in Alma and the Remote Storage configuration.
##### Add the User Account
1. Log in to the **Shared Collections Facility Institution Zone**.
2. Navigate to:
**Admin > User Management > Manage Users**
3. Select **Add User**.
4. Select **Add Staff User**.
5. Complete the account fields as follows:
| Alma field | Value |
|---|
| **Record Type** | Staff |
| **First Name** | Name of the pickup library |
| **Last Name** | Name of the pickup library |
| **Preferred First Name** | `Deliver To:` |
| **Preferred Last Name** | Pull slip or courier routing code |
| **Primary Identifier** | `01WRLC_[Institution Zone Alma Code]-[New Library Code]` |
| **User Group** | Library Pickup Locations |
Use the same library name in the **First Name** and **Last Name** fields unless existing SCF pseudo-patron accounts follow a different established convention.
6. Complete any other fields that Alma requires.
7. Select **Add User** or **Save and Continue**.
##### Add Email, Home Address, and Statistics
1. Open the user account’s **Contact Information** tab.
2. Under **Email Addresses**, select **Add Email Address**.
3. Enter:
`scf-pseudo-patrons@wrlc.org`
4. Select the appropriate email type.
5. Mark the address as **Preferred.**
6. In the **Contact Information** tab, locate **Addresses**.
7. Select **Add Address**.
8. Enter the appropriate address for the pickup library.
9. Set **Address Type** to **Home**.
10. Mark the address as **Preferred**, unless another local convention applies.
11. Open the user account’s **Statistics** tab.
12. Select **Add Statistic**.
13. Add the following statistic:
| Statistical category | Value |
|---|
| **Account Type** | Library Account |
4. Select **Add and Close**.
5. Select **Add Statistic** again.
6. Add the following statistic:
| Statistical category | Value |
|---|
| **Patron’s Home Institution** | Name of the Institution Zone |
7. Select **Add and Close**.
8. Select **Save** to save the completed user record.
---
#### 2. Update the Remote Storage Configuration File
The Remote Storage application’s `conf.json` file identifies the WRLC institutions, libraries, and remote-storage locations recognized by the application.
The new library must be added to the configuration before the application can route its requests correctly. For more information on the location of the conf.json file, please see the WRLC Alma Wiki page on the R[emote Storage App Configuraiton](https://alma-documentation-bookstack.azurewebsites.net/books/shared-collections-facility-scf-institution-zone/page/remote-storage-app-configuration#bkmrk-configuration-files).
##### Update the Sandbox Configuration First
The sandbox and production environments use separate copies of `conf.json`. Updating the sandbox file does not update production.
1. Locate the sandbox Remote Storage configuration file.
2. Download the current sandbox `conf.json`.
3. Save an unchanged backup copy before editing it.
4. Record the date and environment in the backup filename.
5. Open the working copy in a plain-text or code editor that supports JSON.
Do not edit the production file until the sandbox configuration has been validated and tested.
##### Locate the Institution Entry
1. Search the file for the applicable Institution Zone code.
2. Locate the institution under the `institutions` section.
3. Confirm that the value under the institution’s `code` property matches the intended Institution Zone.
4. Locate the institution’s `libraries` configuration.
Use an existing library entry at the same institution as a model. Preserve the file’s existing structure, indentation, property names, and data types.
##### Add the New Library
1. Add the new library beneath the appropriate institution’s `libraries` section.
2. Enter the new library’s **Organization Unit Code**.
3. Do not enter the library’s display name unless the configuration structure explicitly requires both a code and a name.
4. Confirm that the code matches the value in:
**Configuration > General > Libraries > Add a Library or Edit Library Information**
JSON syntax must be exact. Pay particular attention to:
- Opening and closing braces
- Opening and closing brackets
- Quotation marks
- Commas between entries
- Duplicate property names
- Whether the existing `libraries` value is an array or an object
Follow the structure of a working library entry rather than creating a new structure.
##### Add Remote Storage Location Codes, If Applicable
Complete this step only if the new library owns items stored at the Shared Collections Facility and has Alma locations configured as Remote Storage locations.
1. Identify every applicable remote-storage physical location in the Institution Zone.
2. Record each location’s **code**, not its display name.
3. Add the codes beneath the new library’s `remote_storage_location` configuration.
4. Follow the same JSON structure used by another library with SCF inventory.
5. Confirm that each value matches the physical location code configured in Alma.
A library that is only a pickup location, and does not have its own inventory stored at the SCF, may not require a `remote_storage_location` entry.
##### Upload and Test the Sandbox File
1. Upload the updated sandbox `conf.json` to the same SFTP directory and filename used by the Remote Storage sandbox application.
2. Confirm that the uploaded file has the expected size and modification date.
3. Submit a Service Desk ticket requesting that the sandbox Remote Storage application be restarted.
4. After the restart, test a request with the new library as the pickup location.
5. Confirm that the application starts successfully and recognizes the new library.
If the application does not start or the request fails, restore the previous `conf.json` and request another restart.
##### Update Production
After sandbox testing succeeds:
1. Download the current production `conf.json`.
2. Save an unchanged backup copy.
3. Apply the same approved change to the production file.
4. Do not overwrite production with the complete sandbox file. The two environments may contain different configuration values.
5. Upload the updated production file to the correct SFTP directory.
6. Confirm the file’s size and modification date.
7. Submit a Service Desk ticket requesting that the production Remote Storage application be restarted.
8. Complete a production test after the restart.
Retain the previous production file until the new configuration has been tested successfully.
---
#### 3. Update the Shared Collections Facility Pull Slip
The Shared Collections Facility uses its own pull-slip configuration. It does not use the Network Zone version of the letter.
Update the SCF letter so requests sent to the new pickup library display the correct destination and courier-routing information.
- Log in to the **Shared Collections Facility Institution Zone**.
- Open the **Configuration Menu**.
- Navigate to:
**General > Letters > Letters Configuration**
- Search for:
**Ful Resource Request Slip Letter**
- Open the row-actions menu and select **Edit**.
- Review the letter’s labels and XSL template.
- Search the template for conditions involving:
- Pickup library code
- Destination library code
- Request type
- Patron Primary Identifier
- Preferred first or last name
- Existing WRLC pickup locations
- Institution or courier routing codes
1. Locate the conditional logic used for another pickup library at the same institution.
2. Use that condition as the model for the new library.
3. Add the new library code, circulation desk code, pseudo-patron Primary Identifier, or other value required by the existing template logic.
4. Add the applicable information:
1. Library name
2. Destination or pull-slip routing code
3. Pickup location
4. Shipping or handling instructions
5. Local notes requested by the institution
5. Confirm that all codes match Alma and the Remote Storage `conf.json` file.
6. Place the new condition before any general fallback condition that could otherwise capture the request.
7. Preserve the behavior for all existing pickup locations.
8. Select **Save Draft** while testing, if available.
9. Preview the letter with representative XML, if available.
10. Select **Save** when the update is ready.
---
#### Final SCF Verification
Before announcing that SCF items can be picked up at the new library, confirm that:
- The SCF pseudo-patron account exists and contains the correct values.
- The Primary Identifier uses the required WRLC format.
- The preferred name contains the correct `Deliver To:` routing information.
- The sandbox `conf.json` was updated, validated, restarted, and tested.
- The production `conf.json` was updated separately and validated.
- The production Remote Storage application was restarted.
- The SCF pull slip was updated.
- An SCF request successfully routed to the new library.
- The existing SCF pickup locations continue to work.
- Backups of the previous configuration files and letter template were retained.