An itemized set is a static collection of individual records in Alma. It can be created either from a saved Alma search or a text file with numeric identifiers such as barcodes, MMS numbers, ISSN/ISBN, or OCLC numbers. This guide is for creating a set from a file.
The file must be a text file (.txt or .csv) or Excel file (.xls or .xlsx) and have the correct header at the top of the column for the data to be read. All other information in the file is disregarded. If the Excel file has more than one column, it utilizes the first column of data that has a valid header type.
Common Headers to use (in bold):
You can create your list either by exporting a set of records from Alma and then extracting the identifier column you need, or by creating a file by scanning barcodes into a plain text file. The former is useful when you can't narrow your search specifically enough to create a saved query that contains the records you want to change and only the records you want to change.
To create a list from a set of items, open a plain text file in Notepad or Wordpad, and enter the relevant header on the first line, and then scan each identifier on its own line (you can also use Excel, making sure to save as .xls/.xlsx)
Save the file as txt file with a name and in a location that you can remember!
Sets are collections of records in Alma. They can be created manually, as a list built up item by item by the user, or dynamically, in which case the set is a saved search query whose results are determined each time the search is run. Sets do not have a size limit.
An itemized set is a static collection of individual records in the repository. Itemized sets are created on the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets):
To create an itemized set:
The Set Details page opens. Set name and Content type are the only required field, but adding a description of the set and any relevant notes is valuable if the set is going to be used by multiple people. Notes can include links to instructions or instructions themselves. Set the Content type to Physical Items.
Note: Leaving the set Private will make it accessible only to the creator, so you may want to set this setting to "no". You'll want to leave the set as Active if you want to use it for a manual job, such as adding or changing information on item/holding/bib records.
Note: The imported file must be a text file (.txt or .csv) or Excel file (.xls or .xlsx) and have the correct header at the top of the column for the data to be read. All other information in the file is disregarded. If the Excel file has more than one column, it utilizes the first column of data that has a valid header type.
Alma comes with various types of "jobs" already available, ie, "canned" jobs. You can also create custom jobs. In order to change the Library/Shelving location on a batch of titles, you'll use the Change Holding Information job.
This will take you to the full list of possible jobs:
You can search for a Job by Description or by Name
This takes you to the Review and Confirm page, where you can make sure you selected the right parameters
Make sure that the page has true in front of the Correct the data... option (otherwise Alma will happily run the whole job, tell you it all went swell, but nothing will change. And then you might have to take a bit of time figuring out why the job didn't work. Not that I ever have this problem, or anything.)
This will take you to the Monitor Jobs page, where you will see your job in the listing:
Note: On the final test of this job, I got a Report of "Completed with Errors". In checking the test record, all the changes were as desired. The actual error message wasn't much help, but as the job did complete as desired, I ignored it. Let me know if it continues to throw errors and I'll see if I can track it down.
From the resulting page, you can search for your set by Name, and then use the menu on the right to pull up the members of the set: