Knowledge Base

In Alma, there are two user account types:

• External: These are the users who are maintained outside of Alma. All of the user details for external patrons are maintained in CUNYfirst, which is where any needed changes should be made. This information is exported daily from CUNYfirst, and replaces an individual's Alma account information. You do not need to create or maintain any of the information in Alma!
• Internal: These are patrons who are maintained within Alma. These patrons were known as local patrons in Aleph.

To create an internal account for a local user who needs library borrowing privileges:

1. Go to Admin > "User Management": Manage Users:
   
2. Click on + Add User > Public in the upper right-hand side:
   
3. The following fields on the registration form's "User Details" section are required:
   • "User Information"
     • First name: Patron's first name; if they have a preferred name that's different from their legal name, enter it here (that way, it shows up in notices, in their account in OneSearch, etc.)
     • Last name: Patron's last name
     • Primary identifier: Unique identifier that the patron will use to log into their library account; we recommend the format firstname.lastname
     • User group: Patron's campus affiliation (e.g., alumni, continuing ed., high school, etc.)
     • Expiration date: Date when user's account in Alma will expire; we recommend setting it to 5 years from the date of registration
   • "User Management Information"
     • Password: Password user will enter when signing into their library account in OneSearch; must be at least 8 characters; make it memorable but unique as the user will not be able to change it
       • The "Force password change on next login" option only applies to users signing into Alma, not OneSearch! Please skip it.
   • "Email Addresses"
     • Email type: Type of email address (work, personal, etc.)
     • Email address: User's complete email address—check for typos!
4. Click the Save and continue button in the upper right-hand corner.
5. The "User Details" page opens up. You will need to fill in information in several of the tabs:
   • Identifiers
     • Click + Add Identifier.
     • Select Barcode as the "Identifier Type."
     • Enter a Value.
     • If there are additional identifiers to add, click Add.
     • If there are no other identifiers to add at this time, click Add and Close.
   • Statistics
     • Click + Add Statistic.
     • Select College as the "Category Type."
     • Select your campus in the "Statistic Category" drop-down menu.
     • Click Add and Close.
6. Save the account by clicking the blue Save button in the upper right-hand corner.