Knowledge Base

Yes. This workflow lets you add new item records to existing bibliographic records in Alma using an import profile. This method is especially helpful when you’re adding multiple items to the same bib and holdings record, such as loaner laptops, tablets, or calculators.

Step 1: Fill Out the Spreadsheet

Complete a spreadsheet with MMS ID, library/location, and item information. A template is available for download. Each row should represent one item.

The value in the "001" column must be an MMS ID that already exists in Alma.

This import profile was formulated based on the needs of one CUNY school and reflects the item fields, notes, and equipment tracking practices used at that campus. It can be adapted if your library uses different item fields (e.g., for internal notes, descriptions, or serial numbers).

Step 2: Upload the Spreadsheet in Alma

1. In Alma, go to Resources > "Import:" > Import.
2. Choose an import profile that starts with “New Equipment Items.”
   • If you don't see any “New Equipment Items” import profiles, you can:
     • Copy and adapt the import profile from the Community if you have the Acquisitions Administrator role, or
     • Open a ticket with OLS to request the import profiles.
   • These profiles differ only by material type.
     • The import profile determines the material type for the new item records. It’s not based on the spreadsheet or the bib record.
     • For example:
       • Use “New Equipment Items – Laptop” for any type of laptop (e.g., DELL 5450, DELL 7440).
       • Use “New Equipment Items – Calculator” for calculators, and so on.
3. Click … (More actions) > Run.
4. Click Select File.
5. Browse to your completed spreadsheet, and select it.
6. Click Add.
7. Click Submit.

Alma will process the file and create item records. If a holdings record does not already exist for the specified location, Alma will automatically create one.

Troubleshooting Tips

• Import doesn’t work?
  • Double-check that the MMS ID exists in Alma.
  • Make sure all barcodes are unique and not already in use.
• Not sure which import profile to choose?
  • Match the profile to the material type you want Alma to assign to the new items.
• Check the job report.
  • Even if Alma says the import profile ran successfully, it may not have done what you wanted it to do.