Workflows for Importing Bibliographic Records to Alma

General Workflows

The following general workflows apply to most situations for adding new bibliographic and inventory records to Alma. Within both workflows, there are varying scenarios when you might make different choices about the ways data are imported. These variations will be elaborated in more specific scenarios at the end of this document. 

Cataloging Only

This workflow covers the import of records where no acquisitions data are present, either because the library chooses not to use Alma's acquisitions functions or the situation doesn't require those functions.

1. With a work in hand, search Alma for a record or records for the resource.
   • You may use Electronic Titles and Physical Titles searches in your IZ to verify that you do not already have the resource.
   • Use an All Titles search for any resource that does not or may not have inventory in the zone you are searching. 
   • REMEMBER: The Network Zone (NZ) contains no physical inventory, so Physical Titles and Physical Items searches will yield zero results in the NZ.
2. Review any records found by your search. If you have a record that describes your work in hand, you have a choice:
   • Click Edit to edit the record in the metadata editor, modify the bib record; or,
   • Make note of the MMS ID and the OCLC record number, then search WorldCat for the latest copy.
3. If you do not find a record matching your work in hand, proceed to search WorldCat for a suitable record; or if no record is found, create a new record in WorldCat. Once you have a suitable record in WorldCat, you have a choice:
   • Export the updated record from Connexion via gateway export.
   • Export the updated record from Connexion to a record file on your workstation; then import via import profile.
   • Import from WorldCat via the metadata editor's search resources search.
4. Once you have imported and saved the record to the target zone, create inventory for the resource:
   • For a physical item, create a holding record (Ctrl+Alt+H) and then one or more item records (Alt+I).
   • For an electronic resource, create a local portfolio, or search for a portfolio in the community zone, and relink the portfolio to your bib.
5. When finished, save and release the records from the metadata editor.

Acquisitions with no order data bibliographic records

In this workflow, you may have received a list of titles to order from a vendor or commercial internet retailer. You will be adding records to your IZ and creating PO lines. You will update the bibliographic records with the correct WorldCat copy once the resources are received or activated.

1. With an order in hand, search Alma for a record or records for the resource.
   • You may use Electronic Titles and Physical Titles searches in your IZ to verify that you do not already have the resource.
   • Use an All Titles search for any resource that does not or may not have inventory in the zone you are searching. 
   • REMEMBER: The Network Zone (NZ) contains no physical inventory, so Physical Titles and Physical Items searches will yield zero results in the NZ.
2. Review any records found by your search. If you have a record that describes your work in hand, you have a choice:
   • If the Network Zone contains a record that is likely to be used later, you may localize the record, using Copy to Catalog to put the record in your IZ.
   • If there are no suitable records available, you may create a brief record using MARC templates in the metadata editor.
   • While in the metadata editor, be sure to set management tags to suppress from discovery (if desired) and Don't Publish to OCLC.
3. Once you have saved the record to your institution zone, create an order for the resource:
   • From within the metadata editor, Create a PO Line and Exit (Ctrl+Alt+O).
   • From a repository search result screen, click Order.
4. When finished, save and release the records from the metadata editor.
5. Complete the PO line, which will create physical or electronic inventory, and approve the order.
6. When the resource arrives or becomes available, receive the item or activate the portfolio.
7. Review the resource with the bibliographic record. If the record used for acquisitions isn't suitable for the resource, you have a choice:
   • Search the Network Zone for another suitable record; relink the PO line and inventory to this new record.
   • Search WorldCat for a suitable record; import that record to your IZ, then merge the record with your existing record. Share the merged record to the NZ.
8. Update inventory details and management tags as needed.

Acquisitions with order data bibliographic records (EOD)

In this workflow, you may have received a list of titles to order from via a vendor's ordering platform. The vendor will then send you bibliographic records containing the order details, which will then create PO lines. You will update the bibliographic records with the correct WorldCat copy once the resources are received or activated.

1. With an order in hand, search Alma for a record or records for the resource.
   • You may use Electronic Titles and Physical Titles searches in your IZ to verify that you do not already have the resource.
   • Use an All Titles search for any resource that does not or may not have inventory in the zone you are searching. 
   • REMEMBER: The Network Zone (NZ) contains no physical inventory, so Physical Titles and Physical Items searches will yield zero results in the NZ.
2. Review any records found by your search. If you have a record that describes your work in hand, make note of the record identifiers (MMS ID, OCLC number, ISBNs), in case vendor records are later rejected by the import.
3. Run the new order import profile for your vendor. Resolve any import problems.
4. When the resource arrives or becomes available, receive the item or activate the portfolio.
5. Review the resource with the bibliographic record. If the record used for acquisitions isn't suitable for the resource, you have a choice:
   • Search the Network Zone for another suitable record; relink the PO line and inventory to this new record.
   • Search WorldCat for a suitable record; import that record to your IZ, then merge the record with your existing record. Share the merged record to the NZ.
   • If your vendor also provides updated bibliographic and inventory data via WorldCat Cataloging Partners, download the record from Collection Manager, then run the update inventory import profile for that vendor.
6. Update inventory details and management tags as needed.

Import Methods and Processes

OCLC Connexion Gateway Export

OCLC's Connexion client and Connexion web interfaces provide options for directly exporting a bibliographic record from WorldCat to Alma, either the library's institution zone (IZ) or to the CARLI Network Zone (NZ). The configurations required for this method are documented in the Importing Bibliographic Records from WorldCat to Alma document found on the CARLI website and in each institution's Box.com folder. Catalogers may need to refer to that document to modify or update settings periodically.

Alma imports records directly received via a network connection to OCLC. This import method is the most streamlined, and generally easiest way to add a record to Alma, but it is also limited in actions that may be taken as records are imported. 

Connexion Client Export

1. Open the Connexion client and connect to WorldCat.
2. Select the zone where you want to export records. Go to Tools > Options.
   • Select the Batch tab. Look under Record Actions. Make sure that Perform local actions in batch: Bibliographic Record Export is unchecked.
   • Select the Export tab. Highlight the export option you plan to use. For example, Gateway Export: Network or Gateway Export: IZ_XXX. Click Apply, then click Close.
3. Search for the record that matches the resource you are cataloging. 
4. Once you have selected the record, open the record in Connexion for editing. If you are enhancing the record, be sure to lock and replace as needed.
5. When you are ready, go to Action > Export. 
6. On successful export, the OCLC Gateway Export window will report the MMS ID of the record in Alma. You may want to select and copy this number for searching in Alma. Remember, an MMS ID ending in "5816" is a network zone record. Search in the target zone for the imported record number.
   • E.g., search All Titles : MMS ID.
   • Remember to use All Titles search for newly imported bib records. Physical Titles and Electronic Titles searches are limited to the type of inventory attached to the record; since a newly imported bib record has no inventory, the Physical or Electronic search will give no results.

You will get a successful import message when either:

• The record does not exist in the zone that imported it; or,
• The record matches a single record in the zone that imported it, AND the record was merged successfully.

Alma and the OCLC Gateway Export will report "Import Failed" if the import/merge was unsuccessful. One or more actions may be needed to follow-up on the failed import. In some cases, a cataloger may need to choose a different import method to complete the import.

OCLC Connexion Web Browser

In the Connexion browser interface, you may only save one export destination at a time. You may want to leave your settings permanently at either your IZ or the NZ, unless you have the settings handy, such as the zone password. Refer to Importing Bibliographic Records from WorldCat to Alma for these settings.

1. Open the Connexion browser interface in a web browser.
2. Search for the record that matches the resource you are cataloging.
3. Once you have selected the record, open the record in Connexion for editing. If you are enhancing the record, be sure to lock and replace as needed.
4. When you are ready, go to Action > Export Record in MARC. 
5. Connexion browser will report "record exported," however no other messaging will appear on the screen to confirm success or failure. To confirm export, search the targeted zone for the record by OCLC number.
   • E.g., search All Titles : OCLC Control Number (035a).
   • Remember to use All Titles search for newly imported bib records. Physical Titles and Electronic Titles searches are limited to the type of inventory attached to the record; since a newly imported bib record has no inventory, the Physical or Electronic search will give no results.

If the export was not successful, you may need to review the export settings and password. Confirm that "Send Logon ID" is checked in Connexion's export options. You may also choose a different import method.

Alma Metadata Editor External Search

Alma's metadata editor (MDE) includes a built-in Z39.50 search engine with three pre-configured target databases: Library of Congress, WorldCat, and the British Library. The External Search option allows you to review results and records directly in the MDE, select and save a record directly to the target zone, and interactively compare matching records in that zone.

Ex Libris is currently revamping the MDE interface, with some menu options having different paths between the old and new design. Instructions for both paths are included below, with the menus listed as {old MDE menu/new MDE menu}.

1. Open the Metadata Editor in Alma: Resources > Cataloging > Open Metadata Editor.
2. Select the zone where you are importing the record: go to {File > Options/New > Placement Options}. For Placement of new records and templates, select Local for your IZ, or Network for the NZ. The NZ should be the default, but Alma will remember the last setting a cataloger used. Click Save.
3. Go to {Tools/Search & Browse} > Search Resources.
4. Select the Search Cataloging Profile of WorldCat.
5. Enter search terms into any of the boxes listed. For an OCLC record number search, use the System Number field. Click Search.
6. The MDE screen should split with the search form on the left and list of records on the right.
   • Select View to display the MARC record; or select Import to add the record to the target zone.
   • While viewing the MARC record, there are options to navigate to previous and next records in the list, a Back to Results option, and an Import option.
7. After clicking Import, the record will open in the MDE for editing; Alma will assign a temporary MMS ID, which appears in the MDE header. If you do not want to save this record, you may release it, {File/Record Actions} > Release Record, or Alt+Shift+R.
8. When ready to save the record, click {File/Save} > Save Record, or Ctrl+S.
   • If no matching records are detected by the target zone (NZ matches on OCLC Number in 035$a or 035$z), the record is saved with the MMS ID shown in the MDE header and the 001 field.
   • If matching records are detected, the MDE will post an alert: Matched record/s exist in the catalog, do you want to view them before saving? Click Yes to confirm viewing of matches; this stops the save process. Clicking No will save the record without viewing other records, meaning matches must be merged manually.
   • Record matches may be found in both the target zone and the community zone.
9. From the list of matching records, select View to have read only preview of the record. The following options are available from both the list and the record view.
   • Edit opens the matching record for editing in the MDE. From the Record view, select Edit then Execute.
   • Copy & Overlay takes the matching record from the target zone and overlays the record you are importing.
   • Copy & Merge merges data from both the imported record and the existing match record according to the target zone's default merge rule. NOTE: Use this only for merging records in either your IZ or the NZ. You cannot modify community zone bibs in this way, though the MDE will present the appearance that the merge has been applied. 
   • Merge Preview opens a read only view that shows how Copy & Merge will merge these two records.
   • Back to Results returns from a record view to the list of records.
10. After you have fully saved the record, be sure to release the record from the MDE so other catalogers may edit the record. Go to {File/Record Actions} > Release Record.

Alma Import Profiles

Alma's import profiles provide the most control over the process of importing data, but also require more time to prepare data and to resolve matches. Import profiles are best used for importing sets of records.

• MARC records from book vendors containing embedded order data (EOD).
• MARC records from WorldCat that replace the vendor order records and update inventory created by those records.
• MARC records exported from Connexion to an export file on your workstation.
• MARC records downloaded from WorldCat Collection Manager.

Import profiles may only be created by library staff with either the Catalog Administrator, Acquisitions Administrator, or General System Administrator role. A user with the Catalog Administrator may also select one import profile to be used for imports of individual records via Resources > Import > Upload Single Record from File.

Active import profiles may be used by library staff with either the Catalog Manager, Purchasing Manager, or Purchasing Operator role.

The general process for using an import profile is as follows:

1. Go to Resources > Import > Import. (Acquisitions > Import > Import is also a valid path depending on roles.)
2. Locate the import profile of the type you need, click the actions menu (...), then select Run.
3. Click Select File.
4. Click the folder icon to browse your computer for the file containing MARC records, select the file and click Open. Optionally add a Label and Notes to the file; these data appear in jobs and job history. Click Add.
5. Alma will tell you that the file may have been split into separate files; this usually happens for files of more than 50 records. Review the breakdown and click Submit.
6. Go to Resources > Import > Monitor and View Imports to review import progress. Alma creates jobs and places them in queue to be imported. Most imports will happen immediately, and small files will complete within a few minutes. Large files may require hours, and possibly a couple days to complete.
7. Go to Resources > Import > Resolve Import Issues to deal with matched records that the import profile could not automatically resolve, and to review records that could not be loaded at all. 

From the Monitor and View Imports screen, you may view a history of import jobs that have run, and view the report of each job. Click the actions menu to select an action for a particular job.

• Report displays a summary of the import job, including the number of records in the file and number of files that Alma created during import. The report also identifies how many records were imported, matched, or discarded, how many PO lines were created (if applicable), and headings calculated.
• View File Details provides a brief summary of the loaded file; if you added a label and notes above in step 4, those appear here.
• Events identifies any warning or error conditions related to the running of the job. This information is not particularly user-friendly, and is mainly present for Ex Libris to perform troubleshooting if needed.
• Imported Records performs a repository search for all of the records loaded by the import job. This option remains visible even if the records have been deleted from the repository.
• Imported PO Lines performs a repository search for any PO lines created with the imported records. This option is visible even if the import profile was not used to create PO lines.