For RapidILL to know what materials are available for Resource Sharing you need to create an OAI Integration Profile, holdings sets, and publishing profiles. The Ex Libris Knowledgebase does a decent job of explaining the configurations.
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Rapid OAI
RapidILL Harvesting requires an OAI Integration Profile. The Ex Libris documentation for this item is great and should be followed:
Harvesting Sets
The instructions from Ex Libris for creating RapidILL Harvesting Sets fairly clear and should be followed.
To create Sets go to Alma → Admin → Manage Jobs and Sets → Manage Sets. All the RapidILL Harvesting Sets are Logical Sets, so click Create Logical Set to get started. On the Logical Set Details screen that appears input the following settings:
Set Name: The name of the set is very important. See the next section for details.
Description: Add a description explaining what the Set is used for.
Note: Add any notes you feel would be useful (example: Created by CWL on 9/20/2023)
Set Content Type: This depends on if this is a set for print or electronic items.
Physical Titles
Electronic Titles
Content Origin: Institution Only
Private: ⬜
Active: ☑️
Set Name
In general you should create the following sets (Replace “Campus” with your location):
Rapid_[Campus]_Books_Print_LendableInternational
Rapid_[Campus]_Books_Electronic_LocalOnly
Rapid_[Campus]_Books_Electronic_LendableCountry
Rapid_[Campus]_Books_Electronic_LendableInternational
Rapid_[Campus]_Journals_Print_LendableInternational
Rapid_[Campus]_Journals_Electronic_LocalOnly
Rapid_[Campus]_Journals_Electronic_LendableCountry
Rapid_[Campus]_Journals_Electronic_LendableInternational
*You can make the following sets to contain items that don’t circulate through Resource Sharing but you want RapidILL to bounce back requests so you can scan chapters or articles for your own patrons. This only applies if your library plans on scanning materials you own for your own patrons. These would likely be items in Course Reserves. These sets are optional.
Rapid_[Campus]_Books_Print_LocalOnly
Rapid_[Campus]_Journals_Print_LocalOnly
Ex Libris knows the CSUs as the following campuses:
Bakersfield
Channel Islands
Chico
Dominguez Hills
East Bay
Fresno
Fullerton
Humboldt
Long Beach
Los Angeles
Maritime Academy
Monterey Bay
Moss Landing
Northridge
Pomona
Sacramento
San Bernardino
San Diego
San Francisco
San Jose
San Luis Obispo
San Marcos
Sonoma
Stanislaus
Ex Libris is very particular about the naming convention of the sets. The name of the sets will also be put as the name for the corresponding Publishing Profile and Set Spec.
Set Criteria
The Sets will need the following search criteria added to filter to the correct records for the Set. Click the plus magnifying glass to add search criteria.
Add the following filters based on if the set is for Journals or books and Physical Titles or Electronic Titles:
Print Books:
Title: Has inventory - Equals - Yes
AND Title: Material Type - Equals - Book
AND Title: Tag Suppressed (Title) - Equals - No
AND Physical Item: Current Location - Equals - [Relevant Locations]
Print Journals:
Title: Has inventory - Equals - Yes
AND Title: Material Type - Equals - Journal
AND Title: Tag Suppressed (Title) - Equals - No
AND Physical Item: Current Location - Equals - [Relevant Locations]
Electronic Books:
Has inventory - Equals - Yes
AND Material Type - Equals - Book
AND Tag Suppressed (Title) - Equals - No
AND Electronic Portfolio: Availability - Equals - Available
AND Electronic Collection: Internal Description - contains keywords - [LocalOnly, LendableCountry, or LendableInternational]")
Electronic Journals:
Has inventory - Equals - Yes
AND Material Type - Equals - Journal
AND Tag Suppressed (Title) - Equals - No
AND Electronic Portfolio: Availability - Equals - Available
AND Electronic Collection: Internal Description - contains keywords - [LocalOnly, LendableCountry, or LendableInternational]")
*With the Electronic Books and Electronic Journals Sets put only one of the following keywords depending on the Set. Do not put all three.
Internal Description
The Internal Description is incredibly important when updating the Sets to make sure all items in the Set follow the Electronic Resources licensing terms. When making or updating your Sets you should add one of the three following conditions:
Internal Description (electronic collection) contains keywords LocalOnly
Internal Description (electronic collection) contains keywords LendableCountry
Internal Description (electronic collection) contains keywords LendableInternational
This will mean only items with those exact keywords are included in the Set. When adding or updating Electronic Resources these keywords should be included in the resources Internal Description.
Publishing Profiles
Now that you have your Sets, you need publishing profiles to send the data to Ex Libris. The instructions for publishing profiles on the Knowledgebase work well and are the settings commonly used through the CSU.
Ex Libris recommends using the out of the box publishing profiles. You can certainly do that, but I have had little success using them. The following settings are if you are making a Publishing Profile from scratch.
Create Publishing Profile
Go to Alma → Resources → Publishing → Publishing Profiles and click Add Profile and select General Profile. On the Profile Details page add the following settings:
Profile Name: Same as the name of the Set you want to publish. (example: Rapid_[Campus]_Books_Print_LendableInternational.)
Status: Active
Scheduling: Pick a time to publish weekly.
Set Name: Same as the name of the Set you want to publish. (example: Rapid_[Campus]_Books_Print_LendableInternational.)
Publish on: Bibliographic Level
Output format: MARC21 Bibliographic
FTP: ⬜
OAI: ☑️
Set Spec: Same as the name of the Set you want to publish. (example: Rapid_[Campus]_Books_Print_LendableInternational.)
Set Name: Same as the name of the Set you want to publish. (example: Rapid_[Campus]_Books_Print_LendableInternational.)
Metadata Prefix: marc21
Z39.50: ⬜
Click Next.
Data Enrichment
If the Publishing Profile is publishing Physical Items add the following settings:
Physical Items Enrichment
Add Items Information: ☑️
Repeatable Field: 954
Description Subfield: m
Current Library Subfield: q
Current Location Subfield: r
Call Number Subfield: t
If the Publishing Profile is publishing Electronic Items add the following settings:
Electronic Inventory Enrichment
Add Electronic Portfolio Information: ☑️
Repeatable Field: 949
Link Resolver Base URL: https://[Primo_domain]/discovery/openurl?institution=[Alma_institution_code]&vid=[Primo_view_code]&
Example: https://csu-sb.primo.exlibrisgroup.com/discovery/openurl?institution=01CALS_USB&vid=01CALS_USB:01CALS_USB
Coverage Statement Subfield: e
Collection Internal Description Subfield: z
Access URL Subfield: u
Collection Name Subfield: a
Click Save.
Republish
One you have created the Publishing Profile you need to Republish it to upload the information to Ex Libris. Click the ellipsis next to the Publishing Profile and select Republish. On the page that pops up select Rebuild Entire Index and click Run Now.
Alert Ex Libris
After all the Sets and Publishing Profiles have been made the final step is to alert Ex Libris so they can configure things on their end. Contact them through SalesForce. When you submit the SalesForce case make sure the case has the following settings:
Platform/Service: Ex Libris
Asset: California State University (System)- Rapido
Category: RapidILL
Sub-Category: Holdings
Case Type: Content
Subject: [Campus] RapidILL Harvesting
Description: Add a message listing the names of the Sets/Publishing Profiles you want to use
Submit the ticket and you are done.
RapidR Issue and Workaround
Network Zone Only Additions
Norm Rules
The configuration for Norm Rules only applies to the Network Zone version of RapidILL harvesting. The default sets recommended in the Ex Libris Knowledgebase will accurately capture all electronic titles available to your library. However, because the sets must be created at the Bibliographic Title level instead of the Portfolio level, all Network Zone inventory associated with each title will automatically be included when the publishing job runs; this will include portfolios that are part of electronic collections that your library may not subscribe to or share in the Network Zone. This will result in incorrect RapidILL holdings for your library and lending requests that you will be unable to fulfill. To limit the publishing job to the specific inventory shared by your library, add the following configurations to the NZ version of the RapidILL harvesting sets.
Publishing Profile (Part 1)
This section only applies to the NZ. The first thing you will want to do is add an additional field to the Electronic Inventory Enrichment. Go to Alma → Resources → Publishing → Publishing Profiles and search for your RapidILL Publishing Profile. Once in a Publishing Profile, go to the Data Enrichment tab. Scroll down to the Electronic Inventory Enrichment section and add a “z” in Available for Institution Subfield.
Click Save then Republish the set and select Rebuild Entire Index.
Test Set
You will now want to see if the set needs the Norm Rule. You can do this by making a URL to the set data. Start with the following template to look at the metadata:
https://[AlmaBaseURL]/view/oai/[institutioncode]/request?verb=ListRecords&metadataPrefix=marc21&set=[SetName]
This will let you see what populates your new “z” subfield. On the resulting page, search the data by pressing Ctrl+F and search 949. This will take you to a part of each record that lists all the CSU libraries that have the item in the record. If you look at the “z” subfield, and do not see your library code listed, you will need to add a Normalization Rule to clean the data.
Save the URL you created so you can test if the Normalization Rule is successful.
Example: While testing for a Network Zone set for Cal Poly San Luis Obispo the link showed data on many records. Some listed 01CALS_PSU (Cal Poly’s code), but many did not. The following image shows a record for something Cal Poly has access to:
Normalization Rule
The norm rule is only necessary in the NZ. You are now ready to make the Normalization Rule. Go to Alma → Resources → Cataloging → Open Metadata Editor. Select Rules, then New, and Normalization.
Give it a name and description. Select Drool and Shared. Paste in the following rule and edit the Institution Code to your library’s code:
rule "remove available for groups"
when
(TRUE)
then
removeField "949" if (not exists "949.{*,*}.z.INSTITUTION CODE")
end
Click Save.
Process
To go with the Normalization Rule you need a Process. Go to Alma Configuration -> Resources -> General -> Processes and click Add Process.
On the first page set the Business Entity to Bibliographic Title and the Type to Marc 21 Bib Normalization.
Give the Process a Name and Description.
On the next section add the MarcDroolNormalization task.
On the final section select the Normalization Rule you created earlier.
Publishing Profile (Part 2)
Go back to the the Publishing Profile you edited in the first step by going to Alma → Resources → Publishing → Publishing Profiles. You will one again go to the Data Enrichment tab. In the Bibliographic Normalization section select the process you created in the last step.
Click Save. You will need to Republish the Publishing Profile again and select Rebuild Entire Index.
Confirmation and Notification
Once the Republishing job has completed, which may take hours if the set is very large, go to the link you created earlier to test the set. Once you are viewing the metadata, press Ctrl+F and search 949. Every record should now contain your campus code.
Once you have confirmed the Normalization Rule worked, you will need to notify RapidILL staff. Fill out the following form on SalesForce to notify them: https://support.proquest.com/s/login/?language=en_US