Video Trainings
Fulfillment Essentials Orientation Training
Working at the Circulation Desk (13 min)
Physical Item and Move Requests (12 min)
Organizational Structure (New UI) (9 min)
Circulation Desks (New UI) (9 min)
Fulfillment Units (New UI) (8 min)
Additional Fulfillment Configurations (New UI) (8 min)
Using your sandbox, sign in as AlmaUser01. Ensure that you are in the Main Library – Main Library Circulation location. You can do this by clicking on the location icon in the upper right corner and selecting this location (if it is not already selected). For these exercises, you may choose to either use the initial prompt to complete the activity on your own, or if you prefer, follow the step-by-step instructions.
Exercises Part 1: Day-to-Day Operations
Note: Choose Location setting makes a difference! The ability to “Manage Patron Services” or “Return Items” is dependent upon being at the circulation desk. Make sure you are at the right circulation desk.
Check-out an item to a patron
Fulfillment > Manage Patron Services. Search patron's ID or search for patron
Use Select from a list icon, or
Type in user name
On Patron Services screen Loans tab: Scan item barcode. There are 2 ways to check out the item:
Scan item barcode: normal workflow (can configure barcode scanner for it to automatically go through)
Select from a list icon: to do a repository search
Loan Display: Loans of this session/ All loans (see everything checked out).
User Notes: includes system generated notes and notes in the user record (no pop ups for these)Due date is determined by fulfillment rules
Right click anywhere on the row or […] icon]: View policies: all the information applied to this loan (due date, grace period, renewable, fine and fee)
If you click "Done": Loan Receipts are sent. Otherwise, the receipt won’t be sent (if you set up to generate them)
Renew an item
Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Loans tab. Note: Make sure the filter Loan Display is set to All loans.To renew all items: click the checkbox and click Renew Selected or Renew All
To renew a specific item: Row action > Click ... to open the action list > choose Renew
Loan status: Renewed. User get a notice that the item is renewed. Note: You can use Change Due Date but can't choose a due date that 1) passed the user's expiration date, or 2) the date the library's close (if you set that the item can't be due on the days the library is closed on the config form).
Return an item
There are 2 places to check in items.Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Returns tab
Scan item barcodeChoose correct Filter - Returns of this session or All returns
Click "Done" if you want the Return Receipts are sent. Otherwise, the receipt won’t be sent (if you set up to generate them)
Fulfillment > Return items > Scan Item barcode: This is often used if you have a stack of items from Return box. Can use Change return date (in the morning, to set it to yesterday before midnight to make sure fine/fees are set correctly), keep the return date, go through and scan all the items.
Request an item:
There are 3 ways requests can be submitted.Submit a request from the item
Search for a physical item in the persistent search box, then click the Request button to the right of the item:
Request Type: choose Patron physical item request
Requester: [patron name]
Pickup At: [locations: behaviors set up on the Configuration form]
Click Submit
Note: the requested item shows up on Pick from Shelf list immediately.
Submit a request from a patron’s record:
Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen
Click Submit Request button
Search for the item in the persistent search box and select it
Choose Patron Physical
Choose Pickup At : [locations: behaviors set up on the Configuration form]
Click Submit
End users can submit request through Discovery
Cancel a request
There are 4 ways a request can be cancelled.In the persistent search box choose Requests
Search for the request you want to cancel. Click Cancel.
Cancel a request from the user’s account:
Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen Requests tab: click […] then click CancelCancel a request from the Pick from shelf list:
Fulfillment > Pick from shelf > click Cancel Request next to the request you want to cancel.
Cancel a request from Monitor Requests & Items Processes
Fulfillment > Monitor Requests & Items Processes
Choose Type: In process in the Facets
Click Cancel
Add a fine/fee to user record then pay a portion of that charge
Add a fine: there are 2 ways to add fines or fees.Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen.
Click the link in the hyperlinked ID field to go to the user record
Go to Fines/Fees tab
Click Add Fine or Fee
Admin > Manage Users
Search for user
Edit patron record
Go to Fines/Fees tab
Add Fine or Fee
Pay a fine: the only place to pay is through Manage Patron ServicesFulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen.
Click the Pay button
Choose to pay All fines or Specific fines
Waive a fine
There are 2 ways to waive fines or fees
1st way:
Fulfillment > Manage Patron Services > Search patron's ID or search for patron > Patron Services screen
Click the hyperlinked Active balance field or ID field to go to the user record
Go to Fines/Fees tab
Use select fines/fees to waive and click Waive Selected, or use row actions > Waive to waive a specific fine/fee
2nd way:
Admin > Manage Users
Search for user
Go to Fines/Fees tab
Use select fines/fees to waive and click Waive Selected, or use row actions > Waive to waive a specific fine/fee
Note: Waiving Reason: values can be customized in Alma Configuration > User Management > Patron Charges - Reasons for Waiving Fine/Fee
Exercises Part 2: Fulfillment Configuration
Using your sandbox, sign in as AlmaUser01. For these exercises, you may choose to either use the initial prompt to complete the activity on your own, or if you prefer, follow the step-by-step instructions.
Add a new due date option
Go to Alma Configuration > Fulfillment
Under Physical Fulfillment, click Advanced Policy Configuration
Click Add Fulfillment Policy
Choose Policy Type: Due Date. Next, Value Type: Non-Fixed, 10 Days or a different loan period of your choice. When done, click Save.
Note: Exact Days means use the system time from when the item is checked out as the due time.
Days: give the user until closing time on the due date
The Due Date Description displays in Primo as the policy
Add a new TOU that uses the due date option created in #1
Go to Alma Configuration > Fulfillment
Under Physical Fulfillment, click Terms of Use & Policies
Add a new Terms of Use
Choose Terms of Use type: Loan
Is Loanable = Loanable (Loanable)
Due Date = 10 Days Due Date
No Lost Item Fine
Feel free to change any other values. When done, click Save.
Add a new rule to an existing Fulfillment Unit which uses the TOU created in #2
Go to Alma Configuration > Fulfillment
Under Physical Fulfillment, click Fulfillment Unit
Click on Code to choose a Fulfillment unit, then go to Fulfillment Unit Rules tab
Click Add Rule
Input parameter: Add Parameter such as User Group "In List" Faculty.
Output parameter: Choose the TOU you created in #2. When done, click Save.
Note: Add TOU button can be used to create a new TOU. However, the newly created TOU won’t be available for selecting immediately in the current rule. You need to choose one of the TOUs that is currently available, save to close the rule. Then go back to the rule, the newly created TOU should now be available for selecting. One TOU can be used for multiple rules. Check TOU - show related Fulfillment rules before editing it. The order of the rules: You can move the rule up or down the list by using the arrows. Alma reads the rules from the top to the bottom and uses the first rule that applies. Therefore, more granular rules should be above the general rules.