Creating a New User Group
Related product I-Share

Creating a New User Group

Roles Required

To modify Alma configuration for user management, you will need either a User Administrator or a General System Administrator role.

updated 2/4/2025

Part 1: Create a User Group

  1. Go into Alma Configuration using the gear icon on the lower left of the menu sidebar, or typing Ctrl+Alt+C.
  2. Go to User Management > User Details > User Groups.
  3. The user group list is a code table, requiring you to enter a user group code--used primarily in student information system (SIS) loads--and a description that is visible on user screens in Alma. Click Add Row to open a row-entry window.
    • Enter the Code for your new user group.
    • Enter the Description for your new user group.
    • Select No as the Default Value.
    • Click Add Row.
      An image of Alma's configuration screen for user groups, including the Add Row window and values for a new user group.
  4. The new row will be added to the bottom of the code table. The table includes buttons to move up and move down different rows, but there is no functional advantage to sorting these rows. Click Save to commit your changes.

You are able to manually change existing rows from this table by clicking in the Code or Description fields. CARLI recommends against changing any Code values that are in use on user records or in historical Analytics data, as changing a code may result in errors to user record data and fulfillment rule processing. Changes to Description values will be visible immediately in Alma and Primo VE.

Rows may be deleted from the code table using the actions menu button [...], and selecting Delete. CARLI recommends against deleting any user group rows that are in use on user records. Deleting rows makes the value unusable but does not remove existing data from a user record.

Part 2: Assign the User Group to a User Record Type

Before a user group may be used, you must make it eligible to be associated with one or more types of user records. Alma supports different user record types: Public, Staff, Contact. Most institutions will only need Public, for users that are imported via SIS loads. 

From Alma configuration:

  1. Go to User Management > User Details > User Record Type/User Group.
  2. The user record type-user group list is a code table, requiring you to enter a user group then associate that group with up to three user record types. Click Add Row to open a row-entry window.
    • Select the User Group that you created above.
    • Select a user record type of Staff.
    • Select a user record type of Public.
    • Click Add Row.
      An image of Alma's configuration screen for user groups mapped to user record types, with the Add Row window open and values selected for a new row.
  3. The new row will be added to the bottom of the code table. Click Save to commit your changes.

Part 3: Option to Restrict User from I-Share

If the user group that you are creating will not be eligible for I-Share resource sharing, you should list it as a restricted user group. Restricting a user group prevents Alma from creating a linked user in other I-Share institution zones for that particular group. This prevents the user from placing requests and from eligibility to borrow in person at other libraries.

From Alma Configuration:

  1. Go to User Management > Collaborative Networks > Restricted Users.
  2. The unexposed user group list is a code table, requiring you to enter a user group and description. Click Add Row to open a row-entry window.
    • Select the User Group that you created above. (While the field label is Code, the drop-down list contains user group descriptions.)
    • Enter the corresponding Description, or enter a description of why the group is blocked.
    • Select No as a Default Value.
    • Click Add Row.
  3. The new row will be added to the bottom of the code table. Click Save to commit your changes.
    An image of Alma's configuration screen for restricted user groups, that is, user groups that may not be shared to other institutions.

PART 4- Review Fulfillment Unit

Review both the loan and request rules in the Fulfillment Unit where location is added to see if any rules need adjusted to account for the new user group.

The configuration at each I-Share library is different, and thus difficult to document. Contact , and we'd be happy to assist with and individualized review.

Part 5- Review Overdue and Lost Loan Profiles

Review both the overdue and lost loan profiles at your institution to see if any profiles need adjusted to account for the new user group.

The configuration at each I-Share library is different, and thus difficult to document. Contact , and we'd be happy to assist with and individualized review.