Advanced Resource Sharing Configurations

Configure resource sharing rules.

For additional configuration tasks related to resource sharing, see:

• To set up a resource sharing library, see Configuring Parameters of a Resource Sharing Library.
• Configuring a Resource Sharing Copyright Declaration
• Configuring Resource Sharing Copyright Statuses

Configuring Temporary Item Creation Rules

A temporary item creation rule applies to a resource sharing library. A temporary item creation rule indicates that items coming from a specified partner must be moved to a specific location. You then configure a regular fulfillment rule which indicates that, for items in the temporary item creation rule, a specific Terms of Use must be invoked.

For example, you configure a temporary item creation rule which indicates that items coming from partner A must be moved to location X. You then configure a regular fulfillment rule which indicates that, for items in location X(the location specified in the temporary item creation rule), Terms of Use Y is to be invoked. For details on configuring regular fulfillment rules, see Editing a Fulfillment Unit.

You configure temporary item creation rules on the Temporary Item Creation Rule page (Configuration Menu > Fulfillment > Library Management > Temporary Item Creation Rules). For more information about rules tables, see Rules Tables.

The Temporary Item Creation Rules option appears only when you are in the context of a Resource Sharing Library; select Resource Sharing Library from the Configuring filter on the Fulfillment Configuration page.

The temporary item creation rules list displays rules only for the library that is currently being configured.

Temporary item creation rules are configured similarly to regular fulfillment rules (see Editing a Fulfillment Unit), with the following differences:

• For Input Parameters, the following values are available:
  • Circulation desk
  • Days until due date – Enables you create a rule based on the number of days from receiving an item until the item's due date.
    For example:
    • Name= Days until due date
    • Operator= Greater than
    • Value= 15
    These parameters indicate that if there are more than 15 days from the time of receiving the item until the due date, the item belongs to the location indicated in the Location field, according to the policy indicated in the Item policy field. The Location and Item policy fields are located in the Output Parameters section.
  • Resource sharing partner
• For Output Parameters, specify the Location to which to move the items, and the Item Policy to invoke. When working with an NCIP partner, the value in the Location field is used as the default location for the temporary item that is created when receiving a borrowing request.

Configuring Shipping Cost Lender Rules

Shipping cost lender rules enable you to configure the conditions under which shipping costs are applied to resource sharing lending requests.

1. On the Shipping Cost – Lender Rules List page (Configuration Menu > Fulfillment > Resource Sharing > Shipping Cost Lender Rules), select Add Rule. The Shipping Cost – Lender Rules page appears. For more information about rules tables, see Rules Tables.

   

2. Enter a name for the rule in the Name field.
3. Configure input and output parameters in the relevant fields. Configuring a shipping cost lender rule is performed in the same manner as other rule configurations in Alma (see Configuring Automatic Loan Renewal Rules).
4. Select Save. The shipping cost rule appears on the Shipping Cost – Lender Rules List page.

Configuring Shipping Cost Borrower Rules

Shipping cost borrower rules enable you to configure the conditions under which shipping costs are applied to resource sharing borrower requests. The rules are run upon receiving the Borrowing Request.

1. On the Shipping Cost – Borrower Rules List page (Configuration Menu > Fulfillment > Resource Sharing > Shipping Cost Borrower Rules), select Add Rule. The Shipping Cost – Borrower Rules page appears. For more information about rules tables, see Rules Tables.

   

2. Enter a name for the rule in the Name field.
3. Configure input and output parameters in the relevant fields. Configuring a shipping cost borrower rule is performed in the same manner as other rule configurations in Alma (see Configuring Automatic Loan Renewal Rules).
4. Select Save. The shipping cost rule appears on the Shipping Cost – Borrower Rules List page.

Configuring Sending Borrowing Request Rules

Sending borrowing request rules indicate when a borrowing request is sent automatically. Any borrowing request that matches a rule for automatic sending is automatically sent to the active partner, without requiring staff intervention.

Sending borrowing request rules appear on the Sending Borrowing Request Rules List page (Configuration Menu > Fulfillment > Resource Sharing > Sending Borrowing Request Rules). For more information about rules tables, see Rules Tables.

Sending borrowing request rules that have been distributed from a network is indicated by a check mark in the Network Rules List section of the page. The network_sending_rules_precedence parameter determines whether the network, institution, or library level rules are executed first. For more information, see Configuring Other Settings.

The following actions can be performed on this page:

• Add sending borrowing request rules (see Adding Sending Borrowing Request Rules)
• Edit sending borrowing request rules (select Edit from the row actions list)
• Duplicate sending borrowing request rules (select Duplicate from the row actions list and modify the relevant fields)
• Delete sending borrowing request rules (select Delete from the row actions list)
• Edit the Default Sending Borrowing Request Rule (select Edit from the row actions list of the default rule)
• Disable a sending borrowing request rule

Adding Sending Borrowing Request Rules

You can add a Sending Borrowing Request Rule.

1. On the Sending Borrowing Request Rules page (Configuration Menu > Fulfillment > Resource Sharing > Sending Borrowing Request Rules), select Add Rule. The Sending Borrowing Request Rules page appears.

   

2. In the Sending Borrowing Request Rules section, enter a name in the Name field.
3. Configure input parameters in the relevant fields. Configuring a sending borrowing request rule is done in the same manner as other rule configurations in Alma (see Configuring Automatic Loan Renewal Rules). Note that it is necessary to include a parameter (it can be a generic parameter, such as 'Partner is not empty'), or the rule will not be applied. The input parameters are:
   • Converted from Hold Request- True or False
   • Missing Article Metadata Fields- Choose one or more of the metadata fields
   • Missing Book Metadata Fields- Choose one or more of the metadata fields
   • Partner- Choose one or more of the configured resource sharing partners
   • Price- Enter a decimal amount
   • Requested Format- Valid options are Digital, Physical, and Physical non-returnable
   • Self Ownership- Select True or False
   • User Group- Choose one or more of the configured user groups
4. Configure output parameter. The only output option is Send Request, which can be set to True or False. If the input value specified above is found on the request, the output parameter determines if the request is sent.
5. Select Save. The configured rule appears on the Sending Borrowing Request Rules List page.

Configuring Send Borrower Document Delivery Rules

Borrowers can set up rules which determine whether a digitally received resource should be automatically shared with the requesting patron, or wait for library staff handling before being forwarded to the requesting patron. For example, the document may require to be processed to increase its accessibility for a requester that requires increased accessibility.

The default value of the rules is ‘true', meaning that documents will be automatically forwarded unless a rule is configure to prevent that. These rules can be configured at Configuration > Fulfillment > Resource Sharing > Send Borrower Document Delivery Rules.

See also Peer to Peer Resource Sharing.

Configuring Additional Requested Media

You can expand the granularity of requested resources, enabling a digital request to be requested as an audio or visual file, or a physical request to be requested as a book or a CD. When specifying the exact format in which the resource is required, the lending library processes the request in the requested format.

The options entered in this table appear when adding a borrowing or lending request, depending on the configuration in requested media definitions; see Configuring Requested Media Definitions. Also see Creating a Borrowing Request and Creating a Lending Request.

Configuring requested media is done on the Additional Requested Media Code Table page (Configuration Menu > Fulfillment > Resource Sharing > Additional Requested Media). For more information about code tables, see Code Tables.

See Code Tables.

Configuring Requested Media Definitions

You can configure attributes that pertain to the requested media types configured on the Additional Requested Media Code Table page (see Configuring Additional Requested Media). The configurable attributes indicate whether the media types are to be available when submitting borrowing and/or lending requests. You can also configure a media type to not be available for either borrowing or lending requests.

The options entered in this table appear when adding a borrowing or lending request; see Creating a Borrowing Request and Creating a Lending Request.

Configuring media type attributes is done on the Requested Media Definition Mapping Table page (Configuration Menu > Fulfillment > Resource Sharing > Requested Media Definition). For more information about mapping tables, see Mapping Tables.

1. Open the Requested Media Definition Mapping Table page (Configuration Menu > Fulfillment > Resource Sharing > Requested Media Definition). The default requested media types display, as follows:
   • Printed
   • Photocopy
   • Microform
   • Film or video recording
   • Audio recording
   • Machine Readable
   • Any
2. In the Create a New Mapping Row section, you can add the additional media types that were configured on the Additional Requested Media Code Table page (see Configuring Additional Requested Media), as follows:
   1. In the Requested Media field, select a media type. The displayed types are those configured on the Additional Requested Media Code Table page.
   2. In the Include in Borrowing Request field, select whether the media type is to be available when submitting resource sharing borrowing requests.
   3. In the Include in Lending Request field, select whether the media type is to be available when submitting resource sharing lending requests.
   4. Select Add Row. The specified media type displays in the Mapping Table Rows table.
3. In the Mapping Table Rows table, select True or False in the Include in Borrowing Request and Include in Lending Request columns to indicate whether the specified media type is to be available when submitting borrowing requests or lending requests, respectively.
   The Any media type must always be specified as True for both borrowing and lending requests.
   Media types configured as True appear in the Requested Media field in the following places:
   • When creating a borrowing or lending request either manually or from a search (see Resource Sharing).
   • In a Ful Outgoing Email Letter, also known as a borrowing request letter, sent to a resource sharing partner when a borrowing request has an active partner of Type = Email(see Resource Sharing Requests).
   • In a Ful Incoming Slip Letter, also known as a print slip letter, sent when selecting the Print Slip link for a lending request (see the relevant description in the Request Sharing Lending Requests Task List Links).
   • In a Resource Sharing Shipping SlipLetter, sent when selecting the Ship Item link for a lending request, and ensuring that Automatically Print Slip = Yes on the resulting Shipping Items page (see the relevant description in the Lending Requests Task List Links table in Workflow Actions).
   For information about the letters, see Configuring Alma Letters.
4. Optionally, select Delete to delete a media type added from the Quick Add section. You cannot delete the default media types.

Configuring Levels of Service

You can configure the levels of service that are available for resource sharing requests on the Levels of Service page (Configuration Menu > Fulfillment > Resource Sharing > Levels of Service). For more information about code tables, see Code Tables. You can enable or disable the levels, and you can change the descriptions.

After configuring the levels of service, you can set the field value in the Primo request form and the borrowing and lending requests. The field also appears on the resource sharing task lists (Creating a Borrowing Request) and when creating lending and borrowing rules (Configuring Shipping Cost Lender Rules and Configuring Shipping Cost Borrower Rules).

Mapping Alma Library Codes to External Library Codes for Libris ILL

You can map Alma library codes to library codes in external resource sharing systems. This mapping table can be used in conjunction with the resource sharing integration profile. This enables customers using Libris ILL to map their pickup library codes to Alma codes so that resource sharing requests can be imported into Alma from Libris. Access the Library mapping table (Configuration Menu > Fulfillment > Resource Sharing > Library Mapping). For more information about mapping tables, see Mapping Tables.

Enter the external library code and its corresponding Alma library code.

Configuring Brief Audit Fields

You can configure which audit lines will be visible in the resource sharing requests History tab on the Brief Audit Fields code table (Configuration Menu > Fulfillment > Resource Sharing > Brief Audit Fields). For more information about code tables, see Code Tables. You can enable or disable each field. See Managing Resource Sharing Borrowing Requests and Managing Resource Sharing Lending Requests.

Configuring Resource Languages

You can enable or disable languages that appear in the Language drop down in the Request Attributes section of a resource sharing request, indicating the desired language of the item being requested. See Managing Resource Sharing Borrowing Requests and Managing Resource Sharing Lending Requests.

Access the ResourceLanguages page (Configuration Menu > Fulfillment > Resource Sharing > Resource Languages). For more information about code tables, see Code Tables. You can enable or disable a language, reorder the languages, or edit the name of the language.

Configuring Item Policy Exceptions

You can configure an item policy exception that indicates that the item should not be shipped for a resource sharing request. Access the Item Policy Exceptions mapping table (Configuration Menu > Fulfillment > Resource Sharing > Item Policy Exceptions). For more information about mapping tables, see Mapping Tables. For more information about item policies, see Configuring Item Policies.

An item policy may be added with the exception set to either True or False. Setting the policy to True will create the item policy exception, which means it will be unavailable for resource sharing. Setting the item policy exception to False means that no exception will be created and the item will continue to be available for resource sharing as previously. The Format may be set to Both,Digital, or Physical. The format is validated when a resource sharing request is created and the item policy exception validation is selected.

Configuring Primo Request Form Type by Genre

You can map the OpenURL genre field value to the Primo resource sharing request type selected. By default, Primo opens the request form with book selected by default; the other option is article. Access the Request Form Type by Genre mapping table (Configuration Menu > Fulfillment > Resource Sharing > Request Form Type by Genre). For more information about mapping tables, see Mapping Tables.

In the quick add section, add the value that appears in the OpenURL genre field. Then select either Article or Book and Add Row. Rows may be enabled or disabled by selecting on the Enabled checkmark.

Configuring Borrowing Request Statuses

In order to customize the description and translation text of borrowing request statuses, access the Borrowing Request Statuses code table (Configuration Menu > Fulfillment > Resource Sharing > Borrowing Request Statuses). For more information about code tables, see Code Tables.

This page enables you to define the borrowing request's status text that will be displayed in Primo and in the requests list in the Alma patron services page.

Configuring Request Reject Reasons

In order to customize the description and translation text of request reject reasons, access the Automatic Locate Reject Reasons code table (Configuration Menu > Fulfillment > Resource Sharing > Automatic Locate Reject Reasons). For configuring automatic location of resources and configuration of rejection requests, see Setting Up Lending Requests. For more information about code tables, see Code Tables.

This page enables you to define the request's reject text that will be displayed in Primo and in the requests list in the Alma patron services page.

Configuring Internal Request Reject Reasons

You can configure the list of internal reject reasons for lending requests at Configuration > Resource Sharing > Internal Reject Reasons. This enables libraries to record their own workflow-related reasons and not be confined by the external list of reject reasons, which are limited by protocols.

For more information, see Managing Lending Requests.

Configuring Renew Reject Reasons

In order to customize the description and translation text of renew reject reasons, access the Automatic Renew Reject Reasons code table (Configuration Menu > Fulfillment > Resource Sharing > Automatic Renew Reject Reasons). For information on automatic renewal for Borrowing workflow profiles, see the Automatic renew step in Workflow Profile Steps. For more information about code tables, see Code Tables.

This page enables you to define the request's renewal rejection text that will be displayed in the Full Borrowing Info letter (code: FulBorrowingInfoLetter) when it is sent to the patron.

Configuring Patron Queries

The Query to Patron letter is sent to a patron when a user selects Send query to patron on the Borrowing Requests page (Fulfillment > Resource Sharing > Borrowing Requests); see Managing Resource Sharing Borrowing Requests. The letter can be configured to have multiple versions suitable for different situations, such as a question about the requested item, or a query about fee payment. This sort of letter is sent with the expectation that the patron will reply to it.

Alma provides two systems for configuring these letters in Alma:patron query templates and patron query types.

• Old system: Patron query templates are a basic means of configuring patron letters. You can enter multiple letters and configure the fields in the letters. You cannot edit the initial structure of the letter, but you can edit the letter before it is sent, if your Alma system is configured to allow this.
  This system is deprecated and will be removed in an upcoming Alma version.
• New system: Patron query types use Alma's flexible XSL-based letter-configuration system to configure the Query to Patron letter. Up to thirty versions of the Query to Patron letter can be defined in this way.

You can configure Alma to use either patron query templates or types, but not both, using the send_query_to_patron_use_xsl parameter in the Customer Parameters Mapping Table. When send_query_to_patron_use_xsl is set to true, patron query types are used; this is the default setting. For more information, see Configuring Other Settings.

Configuring Patron Query Templates

Patron query templates are configured on the Patron Query Templates mapping table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Templates). For more information about mapping tables, see Mapping Tables. Each template contains a short list of fields that are assembled to create the letter sent to the patron. The initial format of the letter is not configurable, but – if configured – the letter can be edited before it is sent.

The following actions can be performed on this page:

• Add a patron query template (see Adding Patron Query Templates).
• Edit a patron query template (Modify the column values in the Mapping Table Rows section).
• Delete a patron query template (select Delete).

Adding Patron Query Templates

You can add a patron query template.

1. Open the PatronQueryTemplates Mapping Table Page (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Templates).
2. Select Add Row. Enter a name for the template in the Name field.
3. In the Subject field, enter a subject. You can use the variables %reqId% and %reqName%; these will be replaced with the borrowing or lending request's external ID or the patron's name, respectively.
4. In the Header field, enter a header, such as “Dear Sir/Madam:”.
5. Enter additional lines in Query Line 1,2, and 3. These fields are substituted into the Query to Patron Letter. For more information, see Example Letter Customization: Query to Patron Letter.
6. In the Edit if Single field, enter True if the message will be open for editing, or False if the message will be sent directly to the patron without any opportunity for editing.
7. Select Add Row. The template appears in the list of templates.
8. Select Customize.

The fields are assembled into a letter that is sent when a user selects Send Query to Patron on the Borrowing Requests page. See Peer-to-Peer Resource Sharing.

Configuring Patron Query Types

You can configure alternative versions -patron query types- of the Query to Patron letter using the enhanced XSL Query to Patron letter. You can define up to thirty types of this letter in this way.

Patron query types are configured on the Patron Query Types code table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Types). For more information about code tables, see Code Tables.

Adding a Patron Query Type

You can add a patron query type by enabling one of the types in the code table and configuring it.

1. In the Patron Query Types code table (Configuration Menu > Fulfillment > Resource Sharing > Patron Query Types), enable one of the disabled patron query types.
2. Modify the Description of the type you enabled. It is this Description that appears in the drop-down list of query types when Send query to patron is selected from the row actions of a Borrowing Request. The code is used in the XSL of the letter to map the query type to the text that will appear in the Query to Patron letter when the user selects that type of query.
3. Repeat the steps above to add additional patron query types, as required.
4. Select Save when you are done.

For information about configuring the Query to Patron letter for the enabled patron query types, see Configuring Alma Letters.

Configuring Borrowing Request Inactive Filters

In order to filter statuses out of the Active display in the Borrowing Requests Task List, access the Borrowing Requests Inactive Filters code table (Configuration Menu > Fulfillment > Resource Sharing > Borrowing Requests Inactive Filters). For more information about code tables, see Code Tables. For information on filtering borrowing request see Filtering Borrowing Requests Using Facets.

Enabling a row makes means that this status will now be considered as "Completed" instead of "Active" in the Activity status facet on the Borrowing Requests Task List. After you enable or disable statuses, contact Exlibris support and ask them to run re-indexing for the changes you made; the changes do not take effect on existing requests in the task list until re-indexing is performed.

Document Delivery Link for Multiple SAML Authentication Profiles

For cases where a user has more than one SAML IDP profile in their system should configure the Document Delivery Notification Letter so the SAML link includes the idpCode for the correct SAML profile.

Libraries can include a link in the Document Delivery Notification Letter email that does not require authentication. To ease the patron experience and align with practices at your library, digital requests can be accessed without first authenticating.