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, but there are a few additions recommended in the CSU. The following instructions are for fixes of issues seen in the CSU.

Rapid OAI

RapidILL Harvesting requires an OAI Integration Profile. The Ex Libris documentation for this item is great and should be followed:

• Ex Libris: Creating the OAI Integration Profile

Harvesting Sets

The instructions from Ex Libris are for creating RapidILL Harvesting Sets fairly clear and should be followed.

• Ex Libris Knowledgebase

Naming of Sets, Publishing Profiles, Set Spec, and Set Name

RapidILL made some changes to their naming structure in RapidILL and the system is very particular with how everything is named. The name for the Sets, Publishing Profiles, Set Spec, and Set Name all follow the same structure and need to match. So the Set used by the Publishing Profile must have the same name AND the Set Spec and Set Name in the Publishing Profile must also have that same name. The structure is as follows:

Rapid_[Branch if relevant]_[Holding Type]_[Holding Format]_[Lendable Status]

The different sections of the structure are as follows:

• Rapid: Always starts with Rapid.

• Branch if relevant: This is generally the city the library is in at the CSU. Ex Libris knows us by these names: Defining Sets

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:

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.

Image Added

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: Creating Publishing Profiles

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