4/13/17:  Batch updating of Portfolios

Portfolio Loader

Search for an Electronic Collection, click Edit Service and navigate to the Portfolios tab.  Export the extended portfolio information to work with the portfolios.

Click Load portfolios.  The Activation Wizard File Upload page appears. See below for documentation on The Bulk Portfolio Information File for details regarding the structure and content of the Excel file for the batch upload.

Loading policy types:

• Complete – Loads a complete set of portfolios, overwriting any existing portfolios:
  • Add local portfolios – Process the portfolios in the following manner:
    • If a match is found in the Community Zone for the portfolio, the portfolio is added and linked to the Community Zone.
    • If a match is not found in the Community Zone for the portfolio (based on the identifier), a match is attempted in the Institution Zone and, if found, the portfolio is added as a local portfolio in the electronic collection. Otherwise, a new local portfolio record is created and added to the electronic collection.
• Update portfolios – Update existing local portfolios with the information listed in the Excel file. For portfolios linked to the Community Zone, only the override information in the portfolio is updated when this option is selected.
• Delete portfolios – Select this option to indicate that:
  • If portfolios are in the Community Zone-linked electronic collection and not in the Excel file, they will be deleted. These portfolios become local and are deactivated.
  • If portfolios are in the Excel file but not in the Community Zone-linked electronic collection, they will be activated from the Community Zone (if they exist in the Community Zone)
  • This differs from how Alma processes the Excel file contents when the Delete option for the Incremental loading policy type is selected (see the description below).
  • Incremental – Loads a file that includes only the incremental changes to the portfolio list of a specific electronic collection. With this option, you can load only the portfolios that have been updated since the last load.
    • Add New – This option adds new portfolios to existing collections in the following cases:
      • When the electronic collections are linked to the Community Zone and Add New is selected, this operation attempts to match titles in the Excel file with portfolios of the same collection in the Community Zone, and if found, activates the relevant portfolios. If no match is found, local portfolios are created.
      • When the electronic collection is local and Add New is selected, the portfolio loader adds the titles in the Excel file as local portfolios.
      • Update – This option updates the details of all electronic collection portfolios that are listed in the file.
      • Delete – When this option is selected, any portfolios that are in the Excel file that match the portfolios in the electronic collection will be removed.
        • This differs from the Delete portfolios option under the Complete loading policy type (see the description above).
        • Click Next. The Excel file is validated and imported.
          • If there are errors in the Excel file, the Activation Wizard File Upload page specifies that errors exist. Click the Download Excel file to correct validation errors link and open the file. Correct the errors in your original Excel file and re-import/upload the file as described in the previous steps.
          • If the file has no errors and is validated, the Activation Wizard: Activation Summary page appears, displaying the number of portfolios to be activated as well as the number of portfolios to be created locally.  To view information and warnings in the Excel file, click the Download Excel file to view information and warnings link.
          • Click Load. Alma returns to the Electronic Service Editor page and displays a confirmation message that the upload job has been submitted.
          • Click Save. Alma displays a confirmation that the data has been successfully updated.

Helpful Links:

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/020Managing_Electronic_Resources#Adding.2C_Updating.2C_or_Removing_Portfolio_Information_in_Bulk_Using_an_Excel_File

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/020Managing_Electronic_Resources#The_Bulk_Portfolio_Information_File

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/020Managing_Electronic_Resources#Performing_Global_Changes_on_Portfolios_Using_a_Job

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Administration/070Managing_Jobs/020Running_Manual_Jobs_on_Defined_Sets#Manual_Jobs_and_Their_Relevant_Parameters

20170413 Alma functional call chat transcript

from Diane to Everyone:

Which notes display in Primo?  Does the Quick Add note?

from Diane to Everyone:

Got it. Thanks.

from SJSU Tech Services to Everyone:

will you also talk about the CZ Task List and what it does?

from Humboldt State to Everyone:

How do the conditions work?  on the right...

from Sherry Daniel - CPP:

Is there anyway to add a local field to a group of bib records via the bulk process?

from Sherry Daniel - CPP to Everyone:

Thanks

from Dolph Chaney to Everyone:

CZ Updates Task List material from the Knowledge Center:

(Training) Alma Community Zone Intro and Task List

https://knowledge.exlibrisgroup.com/Alma/Training/Extended_Training/Alma_Community_Zone_Intro_and_Task_List

Duration: 14 min.
The Alma Community Zone (CZ) is a shared repository for all Alma users. It includes authority records, bibliographic metadata, and an electronic materials knowledge base. In this lesson you are introduced to the CZ, learn how it impacts your library's inventory, and how to work with the CZ updates task list.

(Documentation) Working with the Community Zone Updates Task List

https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/Alma_Online_Help_(English)/Resource_Management/050Inventory/060Working_with_the_Community_Zone_Updates_Task_List

(Article) Expected Content of Community Zone Updates Task List tabs: "Review" and "All"

https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/Expected_Content_of_Community_Zone_Updates_Task_List_tabs

from Chris Bulock to Everyone:

http://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/11522715-customize-alma-search-indexes

from Jessica Hartwigsen to Everyone:

The ERM Task Force posted a little information about the Task List: https://calstate.atlassian.net/wiki/display/ULMST/E-Resource+Acquisition+and+Activation#E-ResourceAcquisitionandActivation-ProceduresinAlma

from Marcus Jun to Everyone:

Re: CZ task list. from Alma list serv how other customers review it: https://drive.google.com/open?id=0B2w2MYBQ8fJta1RSNjFtRTJMQlk

from Mark B. (Los Angeles) to Everyone:

Hear Hear!! Thank you Chris and Megan.

from Marcus Jun to Everyone:

Thank you, everyone.

from yvonne (privately):

Thanks!!