Working with User Sets

The following will show you how to create a set of users by searching and selecting them, using a formatted file to import users, or from Alma Analytics.

The end of this page will show you how to edit the Members of a Set.

Notes:

• From the "Manage Sets" page in the Alma menu, you can edit, see the members, duplicate, combine, and delete sets

• The main use of sets is to run a job using that set, to see an applicable scenario, see: Expiring Patrons

• If you are using a set to extend patron Expiry dates, please be sure you delete the patrons from the set that will need to be expired (Such as Faculty and Staff that are leaving at the end of the semester). I point this out because it may seem like you would only want the patrons that are being expired in the set, when actuality, it is the opposite

1) Login to Alma and in the Alma menu, under "Admin", click on "Manage Sets"

2) Now click on "Add Set"

3) Select "Itemized"

4) Enter an appropriate name

5) Be sure to change the "Set content type" to "User"

6) Now click "Add members to Set" in the upper right corner

You should now see a list of all the users in Alma

7) You can search specific students in the top right box

Be sure to check the box for the students you wish to add to the set

8) Now click "Add Selected" in the upper right corner

You should see that your users were added to the set at the top

9) Now click "Save" in the upper right corner

Now you'll be returned to your set

10) Click on "Save" once again

You have now made your set of Users

The file for the set of users needs to be formatted as follows:

• The first line has "USERNAME"

• Each consecutive line contains a single Primary Identifier

It can be saved as a Excel sheet (.xlsx), but a regular text file also works.

It should look as follows:

Now we will start by creating a set in Alma

1) Login to Alma and in the Alma menu, under "Admin", click on "Manage Sets"

2) Now click on "Add Set"

3) Select "Itemized"

4) Enter an appropriate name

5) Be sure to change the "Set content type" to "User"

6) Click on the File icon

7) Browse and select your formatted file of users, then click Open

8) Now click "Save" in the upper right corner

9) You will be taken back to the Manage Sets page and will see a confirmation message

Based on the size of the set, it may take longer for your set to appear in the list. Click on "My Sets" to reload the page

This section will walk your through how to create an analysis in Analytics, export it to excel, then re-import it into Alma as a set. There is now a way to do this without exporting the analysis to excel. For that, see https://sites.google.com/view/g3almatraining/analytics/importing-an-analysis-into-alma

1) Login to Alma and under the Alma menu, under "Analytics", select "Design Analytics"

2) In the new window, select "New" then "Analysis"

3) Then scroll to the bottom of the list and select "Users"

Now we will generate a new sheet containing First/Last Names, User Group, Primary Identifiers and Expiry Dates.

4) On the left side of the page, under "User Details" double click the fields that you with to add. I chose the ones that I just listed above. You must include Primary Identifier.

Here is what it looked like after I added my fields:

Note that you can also drag and drop your columns to any order that you want.

Now, we want to sort these by User Group.

5) Select the dropdown next to User Group and select "Filter"

6) In the pop-up, we used the dropdown list under Value, and chose to include only those that the User Group that was equal to Faculty or Staff (This may be different depending on your institution/purpose).

7) Then we selected "Ok"

We can now see the added Filter under Filters

8) If you want to view your created table, select the "Results" tab

Back on the Criteria page, I added more filters. This is to limit it only to Faculty/Staff that expire between those dates.

Note that in the top right, you can choose to save this analysis and use it in the future for other things, but we will simply export it.

9) To export the file, go back to the "Results" page and select "Export this analysis", then "Excel 2007+"

10) After you save the file, open it in excel

Now we need to do some formatting

11) Delete any people that you need to (For our case, we will be extending the Expiry date of all the Faculty/Staff that are remaining in the file. So the deleted people will expire and no longer be able to use Alma/Primo) So delete the entire row of the data containing the people you need to get rid of.

12) Now we need to delete all rows/columns except the Primay Identifier one. So we are left with only a list of Primary Identifiers

13) Now change the words "Primary Identifier" to "USERNAME" and save the file.

14) Now you can follow the steps in the instructions above this one about how to Create a User Set from a file.

1) In the Alma main menu, under "Admin", click on "Manage Sets"

2) On the set that you with to edit, click on "Actions" then "Members"

3) You can now check the Users that you with to remove from the set, then click "Remove Selected"

There is a confirmation message to show you that the selected users have been removed.

4) Click "Save" in the upper right corner

5) On the Set Details screen, click "Save" once more in the upper right corner