I-ShareShared Documentation Depository
Why reinvent the wheel? Projects are easier to begin with inspiration. It is easier to craft documentation from examples than to begin from scratch, and a depository is only as useful as its submissions.
This depository contains documentation submitted by CARLI member libraries, for the benefit of the broader community.
About the Documentation
Each document is noted with the topic, the name of the institution by whom it was submitted, the date it was added to the depository, the date the link was last checked for availability, and any notes.
Example:
| Topic | Author | Date Added | Date Last Checked | Notes | Link |
|---|---|---|---|---|---|
| Work orders | CARLI Office | 7/14/2021 | 8/1/2021 | This document is for larger institutions that might have multiple service departments | How to: Using Work Orders in Alma |
The documentation is not peer-reviewed; it is up to those using the documentation to determine whether the information is still valid, accurate, and of use for their purpose.
How to Submit
Do you have documentation to share? Please do!
New categories and subcategories will be added to this page as documentation is received.
Sample topics of documentation we'd love you to submit:
- Library privacy policy
- Library interlibrary loan policy
- Annual reports (internal for the library and/or external to stakeholders)
- Newsletters
- Library marketing and promotional materials
- Event descriptions
- Form templates
- Workflow visualizations
- Video tutorials
- How-to guides, such as how to use the OPAC, search databases, log in to services, find the library, etc.
- Other topics of interest
You can submit items for sharing via this Smartsheet form. Before submitting, please make sure that you have appropriate permissions to share.
| Topic | Author | Date Added | Date Last Checked | Notes | Link |
|---|---|---|---|---|---|
| eResources | EIU - Bill Schultz | 10/18/2021 | 4/20/2021 | This document provides instructions on how to load bibliographic records for Illinois state government electronic publications. | EIU_Loading Electronic Illinois Documents into Alma.docx |
| eResources | EIU - Bill Schultz | 10/18/2021 | 4/20/2021 | This document provides instructions on how to catalog newly-purchased JSTOR eBooks. | EIU_Loading JSTOR Ebooks into Alma.docx |
| Cataloging | EIU - Bill Schultz | 10/18/2021 | 4/20/2021 | This document explains how to relink holdings records from one bibliographic record to another. | EIU_Moving Holdings Between Bibliographic Records.docx |
| Cataloging | EIU - Bill Schultz | 10/18/2021 | 4/20/2021 | This document explains how to relink item records from one holdings record to another. | EIU_Moving Items to Other Holdings.docx |
| Cataloging | NBY - Megan Kelly | 10/18/2021 | 4/20/2021 | This document outlines the steps for linking together bibliographic records for separate titles bound together in a single volume and records for analyzed works (maps, articles, etc.) that constitute part of a larger work (for linking purposes, considered the “host” item). | NBY_Bound With and Analytics Linking in Alma (Newberry).docx |
| Cataloging | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document provides a basic cataloging workflow. | |
| Users | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | The document explains how to change an external student patron record to an internal community patron record. | RVC_Changing student to community patron.docx |
| Acquisitions | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to create an invoice in Alma Acquisitions. | RVC_Creating invoices in Alma.docx |
| Acquisitions | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to create a purchase order in Alma Acquisitions. | RVC_Creating purchase orders in Alma.docx |
| Acquisitions | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to roll over ledgers and create a new fiscal period in Alma Acquisitions. | RVC_Fiscal Period Close.docx |
| eResources | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to order and activate eBooks. | RVC_How to Order and Activate eBooks in Alma.docx |
| Acquisitions | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to check in periodicals in Alma. | RVC_Periodicals check-in in Alma.docx |
| SIS | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains the SIS integration process from Colleague. | RVC_SIS integration in Alma.docx |
| Cataloging | RVC - Brent Eckert | 10/18/2021 | 10/4/2021 | This document explains how to withdraw items. | RVC_Withdrawing items in Alma.docx |
| Fulfillment, cataloging, Primo VE | SIE - Tammie Busch, tabusch@siue.edu | 10/18/2021 | 10/12/2021 | Alma/PrimoVE LibGuide for fulfillment and resource management functions. | https://libguides.siue.edu/Alma/PrimoVE |
| Primo VE | TIU - Brett Mitchell | 10/18/2021 | 10/13/2021 | This document explains how to renew an I-Share book in Primo VE. | https://docs.google.com/document/d/1VRD-ScAl1sQ-IHZpJ_iK75wePeJIlnN8Yv9oyJX3YeY/edit |
| eResources | WRH - Harper College, jedstrom@harper.edu | 1/5/2022 | 10/22/2021 | This document explains how to process GOBI eBooks. | Processing GOBI e-books.docx |
| eResources | WRH - Harper College, jedstrom@harper.edu | 1/5/2022 | 10/22/2021 | This document explains how to import MARC records from Gale. | Processing Gale e-series.docx |
| Fulfillment | CTU - Catholic Theological Union, drieckens@ctu.edu | 1/5/2022 | 1/3/2022 | This document provides steps for editing the "End of Term" date in the institutional calendar. | End of term date.docx |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to change an item's loan status in Alma. | How to change an Item's Loan Status in ALMA.docx |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to charge an item to an out-of-state library. | Charging an Item to an Out-of-State Library.docx |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to charge an item to an in-state library. | Charging an Item to an In-State Library.docx |
| Cataloging | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to search for bibliographic headings using the Browse Bibliographic Headings function. |
Cataloging Procedures- Using Search Resources.docx
|
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to add extra books to a patron's request, such as in the case of a multi-volume set. | Adding Extra Books to a Patron's Request.docx |
| Users | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to add staff and patrons to Alma. | Adding Staff and Patrons to Alma.docx |
| Fulfillment, Users | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to add a note to an item or patron record. | Adding a Note to an Item or Patron Record.docx |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/22/2022 | 2/24/2022 | This document explains how to remove a fulfillment note. | HOW TO REMOVE A FULFILLMENT NOTE.docx |
| Analytics |
SIE - Shelly McDavid, smcdavi@siue.edu |
4/22/2022 | 2/18/2022 | This document provides a crosswalk for use in collecting IPEDS data. | Reporting Agency Data Crosswalk 20220218.docx |
| Cataloging | CARLI - Ted Schwitzner, tschwitz@uillinois.edu | 4/22/2022 | 2/25/2022 | This document provides instructions on how to withdraw items so that they don't show in Primo VE. | Withdrawing.docx |
| General | SIM - Lori Thompson, lthompson@siumed.edu | 4/22/2022 | 3/4/2022 | This document explains how to vote for an idea on the Idea Exchange. | Idea Exchange Voting.docx |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/25/2022 | 2/24/2022 | This document explains how to scan in items. | How to Discharge Items.pdf |
| Fulfillment | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/25/2022 | 2/24/2022 | This document explains how to change an item's location in Alma. |
How to Change an Item's Location within the Library Catalog.pdf |
| Cataloging | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/25/2022 | 2/24/2022 | This document describes copy cataloging procedures in Alma. | ALMA Copy Cataloging Procedures.pdf |
| Users | ISL - Rebecca Allen, RAllen2@ILSOS.GOV | 4/25/2022 | 2/24/2022 | This document explains how to add user roles to a user record. | Procedures for Adding Staff Permissions.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/25/2022 | 2/10/2022 | This document describes how to manage patron fines and fees. | Billing.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/25/2022 | 2/10/2022 | This document explains how to add patron records in Alma. | |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/25/2022 | 2/10/2022 | This document explains how to edit patron records in Alma. | Editing Patrons.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document explains how to manage course reserves in Alma. | Reserves Guide.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document explains how to use Alma to monitor local requests. | Monitoring Local Item Requests.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document explains how to manage items on the Expired Hold Shelf. | Expired Hold Shelf.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document explains how to manage items on the Active Hold Shelf. | Active Hold Shelf.pdf |
| General | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document explains how to process work orders. | Processing Work Orders.pdf |
| General | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/10/2022 | This document describes how to place work orders at different points in the fulfillment cycle. | Placing Work Orders.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/8/2022 | This document explains how to handle requests that are to be sent using campus mail. | Fulfilling Requests Going Through Campus Mail.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/8/2022 | This document explains how to fill requests. | Fulfilling Requests.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/26/2022 | 2/8/2022 | This document explains how to submit I-Share requests on a patron's behalf. | I-Share Requests.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/8/2022 | This document explains how to submit local requests on a patron's behalf. | Requesting Local Items on a Patron’s Behalf.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to handle the patron block pop-up. | Patron Block Pop-up.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to change the return date for an item. | Return Items - Change Return Date.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to return items in Alma. | Return Items.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to view an audit trail for a loan. | Loan Audit Trail.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to loan items using a proxy patron. | Loan Items - Proxy Patron.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/27/2022 | 2/3/2022 | This document explains how to loan items to I-Share patrons. | Loan Items to I-Share Patrons.pdf |
| General | UIU - Janelle Sander, jasander@illinois.edu | 4/29/2022 | 2/3/2022 | This document discusses the login settings in Alma. | Log In.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/29/2022 | 2/3/2022 | This document explains how to loan items to local patrons. | Loan Items.pdf |
| Fulfillment | UIU - Janelle Sander, jasander@illinois.edu | 4/29/2022 | 2/8/2022 | This document explains how to process the Campus Mail report from Analytics. | Campus Mail Reports Processing.pdf |
| Primo VE | TIU - Jodi Craiglow, jacraiglow@tiu.edu | 5/10/2022 | unsure | Workflow for creating and updating a New Titles Primo Collection, including creating a dynamic analysis, creating set(s), and creating/updating a collection | Creating New Titles Collection(s) in Alma/Primo |
| Primo VE | TRN - Michelle Vander Woude, Michelle.VanderWoude@trnty.edu | 8/8/2022 | unsure | Videos on using Primo VE |
https://www.youtube.com/playlist?list=PLtTd_JH9qurhoJzDKJsDTS1HwvvwuRtdm |
| OER | TRN - Michelle Vander Woude, Michelle.VanderWoude@trnty.edu | 8/8/2022 | unsure | Guide on using OER | https://subsplus.trnty.edu/subjects/guide.php?subject=OER%202 |
| Primo VE | ISU and COD - Lindsey Skaggs, lsskagg@ilstu.edu and Colin Koteles, koteles@cod.edu | 10/12/2023 | 10/12/2023 | Instructions for integrating a Springshare LibGuides A-Z list into Primo VE | Springshare LibGuides A-Z List + Primo VE Integration |
| Primo VE | LEW - Alice Creason, creasoal@lewisu.edu | 4/16/2024 | 4/16/2024 | Instructions for adding a Springshare LibWizard ILL form to Primo VE | Adding a LibWizard ILL form to Primo VE |
| Fulfillment | UIS - cring4@uis.edu | 10/10/2024 | 2/19/2024 | Instructions for adding and removing blocks | Automatic and Manual Blocks.docx |
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