To manage users, you must have one of the following roles: You manage users on the Find and Manage Users page (Admin > User Management > Manage Users). You can also access this page by searching for a user in the persistent search; see Searching in Alma. Manage Users Page For information on finding and editing existing users and adding new users, watch the Users in Alma video (4:33 min). Use the tabs (Staff, Public, Contact, and All) to filter the user list according to user record type.
The following columns appear on this page. Find and Manage Users Page - Column Descriptions
You can do the following on the Find and Manage Users page:
Users that have entered their password incorrectly five consecutive times are locked out of Alma and are unlocked automatically after 30 minutes. Additional user management tasks include: Adding UsersYou can add new users from any of the tabs on the Find and Manage Users page.
To add a new user:
Editing UsersEdit users immediately after adding them or for any other reason. You edit users on the Find and Manage Users page (Admin > User Management > Manage Users).
For an in-depth explanation of internal and external users in Alma, see https://developers.exlibrisgroup.com/alma/integrations/user-management. To edit user information:
The following additional fields/options appear when editing a user.
Managing User Contact InformationYou can manage user contact information, including addresses, phone numbers, and email addresses, on the Contact tab of the User Details page. Addresses are used when receiving material (such as from a resource sharing request). For Contact record types, at least one phone number must be added. Phone numbers marked as Preferred SMS receive SMS notifications. For Staff and Public users, at least one email address must be added. Email addresses are used for receiving Alma letters (see Configuring Alma Letters). Alma can send emails to multiple recipients simultaneously - for example,emails addressed to under-aged patrons can also be sent to their legal guardians. To enable this, Alma supports a "CC address" email type for public and staff type users only. When an email is sent to the patron, it is sent to all of the CC addresses, in addition to the address that is marked as Preferred. Note that you can indicate an email address as both a CC address and a different type of address (Alternative, Personal or Work). However, other types of email address do not have any functional implication, thus indicating them as such is for information only.
If you have multiples of one type of contact information, you can designate one of them as Preferred, which makes it the default. In some cases, Alma uses the default contact automatically. You must set one email address to Preferred in order for the user to receive letters from Alma. On some pages, you can select a non-default contact. User Details Page — Contact Information Tab To add contact information:
To edit, duplicate, or delete contact information, select the relevant action in the row actions list. Managing User Identifiers (Tab)The Identifiers tab is not available for Contact users. In addition to a primary identifier, you can associate any additional defined user identifier types with a user, such as a student ID, barcode, social login ID, a link to a photograph of the user, and so forth. For more information about identifier types, see Managing User Identifiers. For institutions that were live on Alma prior to June 2018, identifiers are case-sensitive. For institutions that went live from June 2018 onward, the identifiers are not case-sensitive. For more details regarding case sensitivity of identifiers, see our detailed blog post. The table on the Identifiers tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list) functions like a mapping table. For more information, see Mapping Tables. You can add, edit, duplicate, and delete identifiers. You can also activate or deactivate an identifier. User Details Page — Identifiers Tab The fields are:
Managing User NotesA user's Notes tab contains additional features that are not available in other Notes tabs in Alma (see Notes Tab). You can attach internal or external notes to the user details. The notes entered for the various note types (for example, Address, Circulation, Library, Registrar) appear in the User Notes tab on the Patron Services page (see Patron Services Page – Loans Tab in Managing Patron Services), and in Primo on the Blocks & Messages page in the My Account tab. The arbitrary order in which the notes appear in the User Notes tab on the Patron Services page cannot be controlled. You manage user notes on the Notes tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). You can add, edit, duplicate, and delete notes. User Details Page — Notes Tab To add notes:
When saving external data, a green check mark appears on the in the External Data column. To edit, duplicate, or delete a note, select the relevant option from the row actions list. You can also select the note text in the Note column to edit the note. Blocking and Unblocking UsersThe Blocks tab is not available for Contact users. You restrict users from using library services by adding user blocks. Blocks are added for users who have fines, outstanding loans, or repeated late book returns. A blocked user is prevented from performing actions on items in the library, such as borrowing, renewing, and so forth. The block note is displayed in Primo if the patron is blocked from requesting by the block. The blocks that can be assigned to a user are configured on the User Block Definitions mapping table page (see Configuring User Block Descriptions and Definitions). Note that items or users can also be blocked based on other conditions; see Configuring Block Preferences. The table on the Blocks tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list) functions like a mapping table. For more information, see Mapping Tables. You can add, edit, duplicate, and delete user blocks. You can also activate or deactivate a user block. User Details Page — Blocks Tab The fields are as follows:
Managing User Fines and FeesThe Fines/Fees tab is available only for users with the Patron role. You manage user fines and fees on the Fines/Fees tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). Users can select fines and fees across the full paginated fees list (among multiple pages) and waive them by selecting the Waive All option in the Fines/Fees tab. It is not possible to waive more than 100 selected fees in one action. User Details Page - Fines/Fees Tab The Fines and Fees Summary area shows a summary of the user's balance, including:
. The Fines and Fees Details area lists transaction details of the fines and fees for the user. When the Status filter is set to Active (default), disputed, waived, transferred, and closed fees remain hidden. To see all fees, select All for this filter. To limit the fines/fees shown for a specific owner, select the library in the Fee Owner filter. You can customize the Fines and Fees Details view by selecting the Column Display icon above the details area. The columns selected by default are:
The additional columns that may be displayed are:
You can add or waive a fine or fee, indicate that a fine or fee is under dispute, and link the fine or fee to a repository item. A disputed fine or fee can be waived or restored. A waived fine or fee cannot be restored. When a fine or fee has not been paid, waived, disputed, or exported to the bursar system, it is Active. Performing one of these actions changes its status. To waive fines in bulk, see Waiving Fines in Bulk. To configure when and to whom notifications are sent about fines and fees, see Configuring Fines/Fees Notifications. A disputed fee:
A user can pay fines or fees at any circulation desk that is set up to receive payments. For more information, see Receiving Payment for Fines and Fees. To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/fee is configured as waivable on the Fine Fee Type Definition mapping table (see Configuring Fines/Fees Behavior). When paying or waiving a fine or fee, the transaction creator is the circulation desk (indicated in the Currently at: field at the top of the page). If no circulation desk indicated in this field, the transaction creator is indicated as Not at desk. You can update the institutional bursar on a regular basis with the user fines and fees managed by the system using a Bursar integration profile. For details, see Bursar Systems. For more information assigning a fine/fee to a specific item, see the Link Fee to Inventory video (2:56 mins). To add fines and fees: If the fine or fee is listed as owned by Library on the Fine Fee Type Definition mapping table (see Configuring Fines/Fees Behavior), you must be at a circulation desk to add the fee.
To link an existing fine/fee to a repository item:
To view a loan's history In the Fines/Fees tab, select the fines/fees you want to waive and select View Loan in the row actions list. The Loan Audit Trail page appears. For more information, see Viewing Loan History. To waive a fine or fee:
To view the transactions for any fine or fee, select the amount link in the Remaining Balance column. If a lost item is waived, there is no reduction in the Remaining Balance value. Instead, the waived amount is displayed as a credit. To dispute fines or fees:
To restore fines or fees:
Managing User StatisticsAnalytics reports can break out or filter users by user group, job category, and so forth. In addition to these categories, you can add additional statistical categories to the user specifically to use in Analytics reports. An administrator must first configure statistical categories and category types, and then map statistical categories to category types, in the User Management configuration area (see Configuring Statistical Categories for Analytics). You add statistical categories on the table on the Statistics tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). This table functions like a mapping table. For more information, see Mapping Tables. You can add, edit, duplicate, and delete categories for the user. User Details Page - Statistics Tab The fields on this page are as follows:
Managing User AttachmentsYou can add attachments for a user. You manage attachments on the Attachments tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). For more information about this tab, see Attachments Tab. Attachments added manually to this page are not sent to the user; they are simply appended to the user’s record for reference. Attachments sent to the user in a letter (see Configuring Alma Letters) also appear on this page. If a patron states that they did not receive a notification email that was sent by Alma, you can resend the attachment to the patron's preferred email address. To resend an attachment, select Resend Notification in the row actions list. Alma resend the attachment to the user. The letter used for this is Resend Notification Letter. Managing Proxy UsersYou can define one user to be a proxy user for another. A proxy user can loan and return items on behalf of another user (see Selecting a Patron). You manage proxy users on the Proxy For tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). Any user can be a proxy user, but the target user for whom the proxy performs actions must have the Patron role. You can add and remove patrons for which a user is a proxy. To add a proxy user:
To remove the patron, select Delete in the row actions list. A user record may be created as a Fulfillment Proxy at the time the new user record is created. Unlike the regular circulation proxy, the Fulfillment Proxy is a full proxy, for example not only are this patron's loans associated with the sponsor, but also the patron's requests and resource sharing requests. Emails that have to do with the request, such as hold shelf notifications and request reminders are also sent to both the proxy user and the sponsor user. The Fulfillment Proxy cannot be unlinked from the sponsor record and cannot place requests or check out items without the request or loan being associated with the sponsor record. In addition, requests placed by the Fulfillment Proxy are listed in both the proxy's and the sponsor's My Account in Primo. While Fulfillment Proxy users can request both local and AFN items on behalf of the Proxy Sponsor, and Fulfillment Proxy and Proxy Sponsor users receive On Hold Shelf notifications for local items, only the Proxy Sponsor receives On Hold Shelf notification emails for AFN items. The Fulfillment Proxy does NOT also receive the letter for AFN items on hold. Viewing Changes to the User RecordChanges made to the user record are recorded in the History tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). For more information, see History Tab. In addition to tracking changes made in the Alma UI, changes made by SIS, APIs, linked account refreshes, and the Update/Notify Users job are also captured. Access to user history may be limited by user role. For information about limiting access to certain user roles, please contact Ex Libris support. History Tab Only changes related to the following fields are displayed in the user history tab:
The length of time that the user audit trail record is retained is determined by the user_audit_retention_period parameter. See Configuring Other Settings. A weekly job, User audit purge with retention, deletes history records that are older than the value of the retention period. Managing Courses(Leganto only) The Courses tab allows you to view all courses to which a student has enrolled and to delete specific courses or all courses to which a student has enrolled. For information on how to load user enrollment information, see Configuring Importing Course Enrollment Jobs. User Details Page - Courses Tab Managing User PicturesYou can manage user pictures on an external server and have them appear in the User Details page in Alma. To do this, you must first configure the following parameters (see Configuring Other Settings):
The advised size (in pixels) for user photos to be properly uploaded to the Patron cards is 160*190. You view a user's picture on the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list). User Details Page with Picture To add user pictures to Alma:
To edit or remove a picture, edit or remove the picture at photo_server_url. No action is required in Alma. Deleting UsersYou can delete users if:
When a user is deleted using the procedure below, it is fully deleted. No statistical or reportable data is maintained. Delete only Staff or Public users. Contact users are reserved for vendors and should not be deleted. To delete users in bulk, see Purging Users. To delete a user:
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