Emory University Libraries Alma Documentation

Collaborative repository of Emory University Libraries documentation with a focus on Ex Libris's Alma.

Documentation that is general enough to apply to any EUL library will be named by activity, e.g. Suppress a Bib Record; documentation that represents a library's specific, local practice will be preceded by the short name of the library, e.g. Woodruff - Gift Book Collections.

Adding EDI information to Serial-Online

Do a repository search for the title using Electronic Portfolios (then either title or ISSN). This will attach the order to a portfolio without further steps and will activate the resource automatically (it's already activated, but adding a PO to the Bib puts into an unactivated resource workflow).

In this document, we will use the journal "New Testament Studies" as an example

Identify the electronic journal portfolio in the results. Check the spreadsheet for publisher if you're unsure (Publisher - column L)

Click on Order

Start Purchase Order

Purchase Type should be Electronic Journal - Subscription

PO Line Owner is Robert W. Woodruff Library

Load from Template - Look for your name - EDI under Public

Check box for Assign inventory manually (this is only if you are ordering from the Bib record, not the portfolio)

Click "Create PO line" button. Click Confirm for pop-up confirmation message.

A new purchase order is created.

The template will add information about Vendor, Fund code, acquisition method. You will need to fill in list price and fund amount manually ($1.00).

Add Vendor Reference Number (Column J on spreadsheet)

Copy the POL number into the spreadsheet (last column)

Click Order Now

You will receive an email for each order you create. This is annoying and cannot be turned off. My suggestion is to create a folder and a rule to route all these emails to it. Then delete whenever.

How to update template

When you start working with a new fund code, to update the template, do the following.

Use the template as above. In the new PO, you'll need to delete the fund that the template used. Click the ellipses button and delete.

Add the New Fund. You should be able to search for the fund by the code on the spreadsheet.

After you've searched and chosen the fund, click add. The fund should appear in the PO.

Scroll back to the top of the PO, and click the ellipses button.

Choose "Save as template."

At this point, you'll get a save window that will allow you to either create a new template, or you can choose the template you are using, and re-save it. That will put the new fund in the template. Each time you start a new fund on your worksheet, you'll repeat these steps to save the template with the new fund in it.