WRLC HQ

The Pull Slip is managed for our partners to provide consistency for the displayed location codes. These codes are use to direct the physical items to the patron's selected pickup location.

Notes:

The SCF's Pull Slip has further modifications to allow the letter to be used for ILLiad physical item requests that come to the SCF via the ILLiad Addon. Currently, only GW is using the ILLiad Addon for this purpose.
The SCF's Pull Slip has further logic modifications to try to determine if a request created by the SCFapp is of request_type "MOVE_TO_TEMPORARY" or "RESOURCE_SHARING_PHYSICAL_SHIPMENT". (We are hopeful that Ex Libris will provide this information if/when they update the SCFapp for integration with Rapido(GM).)
The SCF's Pull Slip is not managed in the Network Zone.

Letters managed in the NZ for Physical Item Requests

On Hold Shelf Letter

The On Hold Shelf Letter is managed in the Network Zone so that specific library instructions can be provided to the patron on when and how material can be picked up. The original format of the letter only provided instructions from the owning library. These instruction were not specific to the pickup location that the patron selected.

Local Authority Headings Workflows

The following are the workflows used by the WRLC Consortial Network Zone Manager to oversee, edit, and update the local authority records in the WRLC Network Zone environment.

Replacement Headings

Create local authority record. Save as a Local LCSH authority record in the NZ (do not import records, the headings will not link to an imported authority record unless that authority record is opened and saved in the Metadata Editor).
Follow instructions for CZ records (see appropriate section below)
Follow instructions for changing incorrect URIs for local flipped headings (see appropriate section below).

Supplemental Headings

Create local authority record. Save as a Local WRLC authority record in the NZ
Add normalization rules to the WRLC transform 650 to 650 subf 2 local subf 5 CAO normalization rule
Create set of NZ records containing original LCSH
Run normalization rule on the set
After 24 hours, check the results of the set to make sure the local headings are linked to their local authority records.
Follow instructions for CZ records (see appropriate section below).

Community Zone Local Headings

Write normalization rule with title “WRLC CZ [New Heading] Local LCSH”
Create a logical set of all CZ records with the original LCSH
Run the normalization rule on the set. Save this as a recurring job (to run every 2 months on the 15th)
Consortial NZ Manager will review results of scheduled jobs every 2 months

Documentation

WRLC Local Subject Headings tracking spreadsheet : Replacement and Supplemental Heading Tracking

Testing document : Local Authority Records

Sandbox Configuration after refresh

The Premium Sandboxes are refreshed twice a year. This copies the latest configurations from production Alma into the PSB Network Zone and the 3 PSB IZs. Several configuration changes need to be made so that the AFN will work correctly.

Sandbox Configuration after refresh

Update Rota Template Members

After the refresh, the Rota Template has the full compliment of partners for Consortium Book Borrowing (CLS-Physical) template. Members that do not have an IZ Sandbox need to be removed for the Rota to work properly. Currently, the members should be AU, DC, and GW. Remove the others that do not have a PSB.

In the PSB Network Zone:

Fulfillment --> Resource Sharing --> Rota Templates --> Edit Consortium Book Borrowing (CLS-Physical)

On the Member Tab, select and Remove the IZs that are not represented in the Sandbox.

Don't forget to Save.

Sandbox Configuration after refresh

Update the Resource Sharing Partners for the PSB

Fulfillment --> Resource Sharing --> Partners

Find the partners that are in the updated Rota Template. Select edit.

Select the Parameters tab. Update the URL field. Don't forget to Save.

Currently, the URLs are:

Once both the Rota Template members and the Resource Sharing Partner URL are updated you need to run the "Distribute Resource Sharing Network Configuration" job from the PSB Network Zone. This job distributes the changes that you just made to the template partner IZs

Fulfillment --> Advanced Tools - General --> Distribute Resource Sharing Network Configuration

Sandbox Configuration after refresh

Update sftp server directory for PSB use

The Premium Sandbox uses the sftp.wrlc.org server to post files from the running of the "Send Request to Remote Storage" jobs. It is also used for posting files from the running of the publishing jobs.

Follow the instructions below for all of the Institution Zones in the sandbox:

Configuration --> General --> External Systems --> Allowed S/FTP connections

Add the IP sftp.wrlc.org to the list of allowed connections in the sandbox

Configuration --> General --> External Systems --> S/FTP definitions

Find the "SFTP for SCF App" connection.

Select edit.

Locate the Sub-directrory used on the sftp.wrlc.org server.

Change the Sub-directory to "AlmaRSA-PSB". Save.

This is the directory the Sandbox should be using. You can test if the PSB can connect using the TestFTP button on the upper right of the screen.

For more info on these configurations, see Salesforce case #07222190

Sandbox Configuration after refresh

Update Webhook profiles

In the non-SCF Institution Zones, the SCF Job Finish Webhook profile needs to be update with the Webhook listener URL and activated so that both publishing and requesting functions of the SCFapp work in the PSB.

In the SCF sandbox, the SCF Loans Webhooks profile needs to be updated and activated with the same URL.

Configuration --> General --> External Systems --> Integration Profiles --> Webhook profile

Select Edit.

Add the Webhook listener URL :

https://wrlc-alma-remote-storage.azurewebsites.net/webhook

Activate and Save.

You will see confirmation of activation if the URL is correct an the server responds.

For more info on these configurations, see Salesforce case #07222190

Due Dates

Update the Faculty Due Date

As with each IZ that participates in consortial lending needs to maintain the fixed due date on their calendars for patrons in "wrlc user" user group with the "WRLC Faculty" job category, so does the SCF IZ. This is done 3 time a year so that Faculty can have loans that last the semester. The dates are changed about 6 weeks prior to the expiration of the current due date.

The designated due dates are January 31st for the Fall semester, May 31st for the Spring semester, and September 30th for the Summer sessions.

The dates are changed on the following schedule:

January 31 due date is set on about August 15th.
May 31st due date is set on about December 15th.
September 30th due date is set on about April 15th.

Due Dates

Bulk Due Date change for pseudo-patrons

Since there is no method to automatically renew items loaned to the scfapp pseudo-patrons, this must be done manually.

This should be done once the "Faculty due date" has been updated in the SCF. (This is done 3 times in a year.)

Procedure to Update the item due dates:

SCF Requests

All things related to SCF processing of physical item request from the SCFapp.

SCF Requests

Delivery locations with Codes

Partners with Library Names, Pull Slip Codes and Courier Slip Code

Institution Name (IZ)	Library name	Location Code (Pull Slip)	Courier Slip Code
American University	American University Library	AU	AU
AU, Washington College of Law Library	Pence Law Library	AULAW	AU-WCL
Catholic University of America	Mullen Library	CU	CU
CUA, Columbus School of Law *	Law Library	(CU LAW) *	CU LAW
University of the District of Columbia	Main Library	DC	DC/UDC
UDC, Law School	UDC Law Library	DCL	?
Gallaudet University	Gallaudet University Library	GA	GA
George Mason University Libraries	Fenwick Library	GM	GM
	Mason Square Library	GMA	GM-A
	Mercer Library	GMP
	Law Library	GMA	GML
Georgetown University	Lauinger Library	GT, GT-OD	GT
	Bioethics Research Library	GT-Bioethics	(GT)
	Blommer Science Library	GTB	(GT)
	School of Continuing Studies Library	GT-SCS	(GT)
	Woodstock Theological Library	GT-WTL	(GT)
GU, Law Library	Georgetown Law Library	GTL	GTL
George Washington University	Gelman Library	GW	GW
	Eckles Library	GWE	MTV
	Virginia Science & Technology Campus	GWN	GW-NVCL
	GW Online-Only Community	GWOC	(GW)
GWU, Himmelfarb Health Sciences Library	Himmelfarb Health Science Library	HI	HI
GWU, Jacob Burns Law Library	Jacob Burns Law Library	JB	GW-JB
Howard University	Founders Library	HU	HU
	Louis Stokes Health Sciences Library	HU-HS	HU-HS
	Law Library	HUWC	HU LAW
Marymount University	Reinsch Library	MU	MU
	Ballston Coakley Library Extension	MUB	MU-B
Shared storage institution	WRLC - Shared Collections Facility	WR
	Trinity Library (for Trinity Patrons)	TR	TR
Trinity University Washington *	Trinity Main	(TR) *	TR

* Not configured as part of the CLS/AFN Fulfillment Network

SCF Requests

Physical item request that originated as an ILLiad physical item request

ILLIad Physical Item Requests through Alma

The SCF will start to transition to filling ILLiad physical item requests through Alma. Currently these requests are made via email. These new requests can be identified as ILLiad requests using the pull slip. The pull slip for these requests will have an ILL number, return address, and delivery information where you would expect the Hold line, the patron’s name, and The Due Date line. See example below:

These requests would be pulled as any normal physical item request coming into the SCF IZ via Alma. Use the information on the “Mailing:” line to determine if an item should be mailed or sent to the owning library (some form of Yes for mailing, some form of No to send the item to the owning IZ.) If you are not certain, contact the owning library’s staff for clarification. For the most part, we would expect that not mailing the item would be the exception. In either case, you will scan the item in the SCF IZ to put it “In Transit”.

Mailing: Yes

If the item is to be sent to the requesting institution, use the “Please deliver to:” address for mailing. Be sure to include the pull slip with the item. You will also need to logon to the owning IZ with the SCFStaff account. You will need to scan the barcode (without the X) using the Default_Circ_Desk. This will place the item on the owning library’s “On Hold” shelf and notify the ILL Staff patron that the item is being sent.

Mailing: No

If the item is not to be mailed to the ILL borrower, then follow standard procedure. Send to the owning library via the courier.

These loaned items will be returned to the owning libraries and come back to the SCF via the courier.

SCF Requests

Remote Storage Location Configuration

Configuring a Physical Location as a Remote Storage Location

This configuration enables requests for items in the location to be exported to the Remote Storage Application. These instructions assume you are creating a new location, but they can be used to configure an existing location as well.

Prerequisites

Prerequisites should already be configured in your IZ.

An integration profile of “remote storage” type that is connected to the S/FTP site for the remote storage app.

A Remote Storage Facility at the IZ level connected to the remote storage integration profile.

A circulation desk representing the WRLC SCF storage where items are reshelved.

Creating/Editing the Location

At the Library level, go to Alma Configuration > Fulfillment > Locations > Physical Locations and “+ Add Location”. Type should be “Remote Storage” and Remote Storage is “Shared Collections Facility”. Next, edit the location to add circulations desks using the “Attach Existing Circulation Desk” menu. Attach two desks: One is the circ desk that your operators who process items at this location are assigned to; it should not have the option to reshelve items in the remote storage locations. The other is the “WRLC SCF Storage” desk; it does have “Reshelve” checked.

Integration with the SCF Remote Storage App

In order for the Remote Storage App to recognize this location, it must be added to the app’s configuration file, so let WRLC know what the location’s code is.

If you want to publish new items added to this new location to accession them into the SCF, the location must be added to the logical set that is used by the Publishing Profile we set up for accessioning. Please coordinate this also with WRLC so we can be sure that it is done without causing the publishing job ID to change or to have existing items in the SCF re-published.

SCF Requests

Updating the Remote Storage Application configuration

In the updated Azure web app version of the Remote Storage Application (currently used for PSBs; will deploy to production IZs soon), configurations (including storage locations for all IZs) are stored on the sftp server at sftp.wrlc2k.wrlc.org in a file named conf.json.

The PSB config.json is found at:

PSB: /home/scfapp/AlmaRSA-PSB/conf.json

You'll need to be at WRLC HQ or on the WRLC VPN to update conf.json.

To make updates to the PSB config file, use an FTP client such as FileZilla to download conf.json to your local computer. Then make your desired changes and re-upload it to the same location via FTP.

Once the PSB config file is updated on the server, it must be loaded into the Remote Storage Application by visiting the following the URL:

PSB: https://wrlc-alma-remote-storage.azurewebsites.net/configuration

You can then check the Remote Storage Application's log files to verify that the conf file loaded successfully.

This page will be updated with additional file information once the web app is deployed to production IZs.

Troubleshooting Alma/Primo Service Desk tickets

Helpful information on how to troubleshoot various types of Alma/Primo related WRLC Service Desk tickets

Troubleshooting Alma/Primo Service Desk tickets

Troubleshooting Proxy Issues

Now that WRLC no longer oversees proxy servers for our institutions, the main goal in answering any proxy related Service Desk tickets is to see where the real issue lies. IF the problem is with Alma configuration, we can edit their Alma configs for them. IF the problem isn't with Alma, the institution will have to contact either their proxy service or the vendor for a resolution.

In order to see where the problem resides, it is helpful to get a sense of the scope of the issue.

Is it an issue with access to all e-resources in their catalog for all of their patrons?

If so, the issue most likely resides with their proxy provider and the institution will need to contact them for assistance.

Is the issue limited to a specific electronic collection or vendor?

Then check the configuration for the collection’s service in Alma. Search under Electronic Collection in Alma; then choose the ellipsis button, then Edit Service, then go to the Linking tab. Is the proxy enabled? If so, is it set to their default proxy service?

TAKE NOTE that collections from certain vendors require special configurations in Alma! A comprehensive list can be found in the Alma Knowledge Center

Is the issue only with a specific ebook or ejournal?

If so, search for the portfolio for the e-book or e-journal in Alma. Check the linking under the Linking tab.

If the portfolio is using service parser parameters, it should be applying the proxy that is configured for the collection as a whole. If that's the case, the issue doesn’t seem to be in Alma and they should contact their proxy service.

If the portfolio is using a static url, make sure that the URL doesn’t have an incorrect prefix

Affiliate Library Configuration

1. Create user group

Configuration > User Management > User Details > User Groups
+ Add Row
Choose a code and a description (preferably [Affiliate Library] Patron)
Choose Add Row, and then Save the table

2. Apply user record group to a specific type

Configuration > User Management > User Details > User Record Type/User Group
+ Add Row
Choose the user group created in step #1, then choose a record type of Staff, Public, and Organization
Choose Add Row, and then Save the table

3. Associate library location with Fulfillment Unit

Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units
Edit the Fulfillment Unit Library Delivery Only
Choose the Fulfillment Unit Locations tab
Attach to the list the location(s) associated with the affiliate library
Save the Fulfillment Unit

4. Associate user group with Fulfillment Unit

Configuration > Fulfillment > Physical Fulfillment > Fulfillment Units
Edit the Fulfillment Unit Library Delivery Only
Choose the Fulfillment Unit Rules tab
Choose the Rule Type Loan from the drop down menu
Edit the Library Delivery Loan rule

Add the user group created in step #1 to the list of User Groups in the Input Parameters
Save the Fulfillment Unit

Go back to the Fulfillment Unit Rules tab
Now choose the Rule Type Request from the drop down menu
Edit the Library Delivery Request rule

Add the user group created in step #1 to the list of User Groups in the Input Parameters
Save the Fulfillment Unit

5. Create a restricted search group for Primo VE

Configuration > Discovery > Search Configuration > Restricted Search Groups
+ Add Restricted Search Group
Choose a code, a name (preferably [Affiliate Library Name] Affiliate Library), and a description

Add the Restricted Search Condition of:
- Search Index = Location
- Operator = Equals
- Value = all library locations associated with affiliate library

Add the following Allowed Users:
- Patron Group Rule
  - Name = [Affiliate Library] Patron Group
  - Input Parameter
    - Name = User Group
    - Operator = "="
    - Value = all user groups created in step #1

- IP Address Rule
  - Name = [Affiliate Library] IP Address
  - Input Parameter
    - Name = IP Range
    - Operator = "="
    - Value = [IP range of affiliate library]
Save the Restricted Search Group Definition

6. Create a custom local data search scope

Configuration > Discovery > Search Configuration > Search Profiles
Choose the Custom Local Data Scopes tab
+ Add a Custom Scope
Choose a code and a name
Then add the following Scope Condition:
- Search Index = Inventory > Location
- Operator = Equals
- Value = Location(s) associated with affiliate library
Add Condition, then Save the Custom Scope

7. Create a search profile

Configuration > Discovery > Search Configuration > Search Profiles
Choose the Search Profiles tab
+ Add a Search Profile
Choose a code and a display name
Then add the following scope:
- Select Scope Type = Custom (Local Data)
- Select Custom Scope = the custom scope created in step #6
Click Add and close, then Save the Custom Search Profile

8. Create a Primo VE view for affiliate library users

Configuration > Discovery > Display Configuration > Configure Views
+ Add View
Choose a code and a name
Choose the following settings as you work through the configuration pages
- General tab > Discovery Network Settings section
  - Display locations from member institutions = No
  - Include member institution physical inventory in facets = Never

Links Menu tab
- Only activate the following links
  - Library Search
  - Collections Discovery (if they have collections in the SCF IZ)
  - URL leading to the affiliate library website
Search Profile Slots tab
- + Add a Slot
  - Choose a code and a name
  - Select the search profile created in step #7
  - Click Save
- Deactivate all other search slots
Advanced Search Configuration tab > List of Indexes section
- Deactivate all indexes associated with Course Reserves
- Checkmark Enable for Basic Search
Brief Results tab > Facets section
- Deactivate all facets associated with Course Reserves
Manage Customization Package tab
- Using Primo Studio, change appearance, logo etc. of Primo to match the colors and logo of the affiliate library
Save the new Primo view

9. Create user profile(s)

When creating user profiles for affiliate libraries, make sure the following fields have the correct values:
- General Information tab
  - Primary ID = work email address
  - User Group = user group created in step #1
  - Password = create a temporary password for the user, checkmark Force password change on next login
  - User Roles (the following are necessary to allow for users to log into the SCF IZ and create requests through Alma)
    - Patron
    - Circulation Desk Operator - Limited
    - Requests Operator
    - Physical Inventory Operator - Limited

- Contact Information tab
  - Add address of affiliate library as the work address

10. Update letter configuration for pull slip

Configuration > General > Letters > Letters Configuration
Search for the letter titled Ful Resource Request Slip Letter, choose Edit
Edit the XSL around line 100 to include the following example
Click Save Draft
Click Save

<!--   Internal Alma request from affiliate institution [Insert affiliate library here}   -->
<xsl:when test="(notification_data/user_for_printing/user_group='[User Group Code]')">
<font size ="40px;">[Affiliate Library Name]</font>
</xsl:when>