Knowledge Base

*The information in this FAQ entry has not been widely-tested yet and will be updated as more is known.*

If you have a list of items that you have to enter into Alma it is possible to load them in batch using an Import Profile. However, the instructions below are only recommended if you have a long list of items to load on a single bib and holdings (think loaner equipment). This process has not yet been attempted locally for multiple bibs or multiple holdings. If in doubt, please test a very small number of records (5-10) first! (And if do you make a mistake, please take responsibility and fix it yourself.)

This process is intended only for those that are very confident in their Alma skills and have the ability to do the prerequisites described below. If you don't the safer option is to just manually enter items.

Prerequisites

• Existing Bib record (IZ or NZ) with Holdings (local) for the location where the items will go
  • To create a Bib record and Holdings you need Cataloging permissions (any level)
  • You will need the MMS ID and 245 $a for the Bib record for the import
• An Import Profile configured
  • To configure Import Profiles you must have Catalog Administrator or Acquisitions Administrator permissions, which are only granted after you have been certified
• A spreadsheet (see example file below) of the items you wish to batch load that includes their barcodes and any description, notes, or identifying information for the item record

Configuring the Import Profile

The instructions here are based around the FAQ author's limited experience and the Community Import Profile called Serials Add Item Records by Mount Mary University and Wisconsin Lutheran College.

When you find this record in the Community tab on the Manage Import Profiles screen you can copy it to your local list of Import Profiles so you can edit it as needed. (Click on the ... at the end of the row to see the option to copy.)

Import Profile Settings

These are the settings I found worked for my process (loading batches of equipment item records to specified bib records) and any notes that you can use to adapt to suit your needs. Some of these are in the import profile I used as a base (listed above), but some are a result of tinkering. -RH

Profile Details

• Profile name: Give it something distinct so you and others know what it is
• Profile Description: Give it something clear so you and others know what it is
• Originating System: Other
  • (It's not from a vendor system)
• Import Protocol: Upload File/s
  • You're going to upload a file directly
• Physical source format: Excel
  • Whatever you specify here must match the type of file you upload
• Source format: MARC21 Bibliographic
• Status: Active

Normalization and Validation

• Filter out the data using: [leave blank]
• Correct the dating using: Marc21 Bib normalize on save
• Handle invalid data using: MarcXML Bib Import

Match Profile

• Match by Serial/Non-Serial: Yes
• Serial Match: 001 to MMS_ID Match
• Non Serial Match: 001 to MMS_ID Match
• Handling: Automatic
• Upon match: Merge
• Merge method: Keep only old
• Do not override/merge with older version: Disabled
• Merge and Combine: Manually
• Preferred record: Record with the most items
• Secondary record: Delete
• Merge: Keep only old value
• Cancelled record: Delete
• Upon no match: Do not import

Set Management Tags

• Nothing to set here!

Inventory Information

• Inventory Operations: Physical
• Items Creation Policy: Create items and holdings
• Material type: [Select appropriate material type for the batch, they'll all get the same one so if you have multiple material types you'll have to do them separately]
• Item information field: 952 (it doesn't really matter, but that's the one used by the original profile writer so...)

The next bit is entirely up to you but must match the columns on the spreadsheet you're loading in. Nothing is technically required but it's recommended that you set the holdings information and the barcode of the item (if it has one).

The example template (and my own settings) use:

• Barcode: [952] d
  • (952 is set as the item information field above and is automatically populated down the page. If you don't use 952 substitute with whatever you are using)
• Library: Select the appropriate Alma Library from the dropdown menu for where the item will live
• Location: Select the appropriate location from the dropdown menu.
  • Important! This needs to match the existing holdings record or Alma will create a bunch of new holdings records and you'll have to move items around later. (Trust me...)
• In my settings, Internal Note 1 and Internal Note 2 here are mapped to 952 $e and 952 $f. You can specify any other letter for a subfield in 952 that isn't already in use and map it to whatever you want to include (description, cost, receiving date, etc.)

Mapping

• Nothing to set here!

Doing the Import

So you've set up an import profile and have a spreadsheet ready to go. Now you can load items. Remember: If this is your first time or you're unsure, try with a small handful of items first to make sure everything looks right before doing more.

1. Go to Resources -> Import -> Import in the Alma menu
   
2. Find the profile you set up and want to use.
3. Click on the ... button and select Run. (If you want to make extra sure it's set up right, you can also View it first.)
4. You'll be prompted to load a file. Attach the spreadsheet you've set up, give it a label, and hit Add.
   
5. Once your file is loaded and ready you will see the details of the import and a note that large files will be split. When you're ready hit Submit
   
6. You'll be brought to the Monitor Imports screen. You can refresh to check on the status. Once it's at 100% and finished you can breathe.
   
7. CHECK YOUR WORK! If there are any issues with how the items loaded (they didn't attach to the right record, made extra holdings records, have information in the wrong place, etc.) and if there are fix them. Hopefully everything went well and you're all set.