A bib record with no holdings, such as a newly imported record, cannot be searched in Physical titles. Use All titles.
Export will automatically add the record to the database—no import step
A notification including the Alma MMS number will appear on screen. Copying this number is an easy way to locate the record in Alma
When a new record is exported that has no holdings attached, use All titles search (not Physical titles) to locate the record in Alma.
If the existing record has an OCLC number, overlay will occur automatically
If it does not have an OCLC number, Identify or create the OCLC record you will use to overlay the brief record
Copy the OCLC number
Search for and display the Alma brief record
Edit the brief record add the OCLC number in an 035 field. It must be in the following format:(OCoLC)12456789
Save and release the record in Alma. If it is not released, it will not overlay.
Export the record from OCLC. It should now overlay automatically. You may wish to copy the MMS ID in case things don’t go as planned
Note that the record will not overlay fields that do not exist in the incoming record. For example, if the existing record has a 260 field and the new version has a 264, the 260 will remain in the record and will need to be deleted.
Create or locate the record in OCLC
Export
Copy the MMS ID number for easier location in Alma
Display the record in Alma
Click Edit record
Create a holdings record by
Locating an appropriate template (Template menu is on the left of the screen)
Click on the template name, then choose New from the dropdown menu
Edit the holdings record
For examples see Holdings and item records in Voyager
Click on Add item
Edit item record and save
Save and release holdings and bib record
Or
Click on add holdings icon (uses a default template with no location information provided)
Saving/Releasing records
Save will keep changes made to a record before it is released. This may be helpful when moving between different records if you are not ready to release the record to the database. The database auto-saves periodicallly but data can still be lost if that has not occurred when switching away from the record.
Under File menu: Save (Ctrl+S), or the floppy disc icon
To Save and Release:
Saving and releasing a record makes the changes to the database and releases the record so that others can edit if necessary
Under File menu: Save and release record (Ctrl + Alt + R)
To release multiple records simultaneously
Bibliographic records
In the editing queue on the left side of the screen, click on MARC21 Bibliographic
When the dialog box appears, choose Release All Records. This releases bibliographic records only. Holdings records must be released separately.
Holdings records
In the editing queue on the left side of the screen, click on MARC21 Holdings
When the dialog box appears, choose Release All Records
Editing
To remove a temp location
Click on View Inventory, then
Click on View items
When item record is displayed, click on …, then Edit items
Under Temporary Location Information, under Item is in Temporary Location, click on radio button for No. It is not necessary to remove the former temporary location
To delete an item
From brief record display
Click on Physical, then Items
or
Click on …, then Items
With item list displayed
Click on …, then Withdraw
To delete multiple items with list displayed
Select checkbox for items to be deleted, click Withdraw items
To add an item to an already existing record
With item list displayed
Click on Add items
Edit item record
Temporary location
Wand barcode
NOTE: Wanding barcode automatically saves record, so make other edits prior to that step
To add items to holdings records that currently have no items attached
If holdings record exists without items, work from bibliographic record
Open the bibliographic record in edit mode
Choose View inventory
Click on …, then View items
Click on Add items
or
From menu click Add physical inventory
Choose existing record
Search for title
Edit box with item information
To move items from one holdings record to another attached to the same bib record
In Alma multiple item records can be moved simultaneously
Display the bib record
Click …, then Items
Select by checking the item or items to be moved
Click Change Holdings (top right of screen)
Select the button of the holdings record to which the item(s) will be moved
Click Select (top right of screen
A message will display indicating that the item(s) have been moved
Listed at the bottom of the screen. If warnings are listed at the top of the screen but are not visible they may have been accidentally minimized. Click the dot at the bottom center of the screen to restore them.
Two types of warning messages
Alert messages (yellow highlighted) are not required to be fixed in order to release the record
Mandatory messages (red highlighted) must be fixed in order to release record. If Alma will not allow the record to be saved it is always because of a red warning. You may need to scroll the messages up to see it.
Display record
Click Edit record
Under Tools, choose: Set management tags, then check the box Suppress from Discovery
To unsuppress, uncheck the box
Display record
Click on Edit/Tools/View versions
Previous versions will appear in split screen
From here click on view or restore
Restore will reinstate an earlier version of the record