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Out of Control User Notes?��We've Got a Plan for That!

Michele Reilly and Sherryl Faulkner-Robinson

University Libraries, University of Arkansas, Fayetteville

Ex Libris Southcentral Users Group (ELSUG)

December 5-6, 2024

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Table of Contents

  • Problem Statement
  • Goals
  • Policy Creation
  • Standardization
  • Note removal
  • Batch solution /deletion

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  • API
  • Read-Only analytics reporting
  • Accidental Discoveries
  • Future tasks
  • Q & A

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Problem Statement

  • Read-Only User roles were not reflected in Alma Analytics User Reports. This deficiency led to the discovery that User Notes were left over from our migration and weren’t consistent in both the Note Type and Note, making meaningful data extraction an issue.
  • Standardized notes will facilitate better communication among staff members, reduce misunderstandings, and improve our overall quality of service. 

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Goals

  • System-wide Consistency
  • Enhanced Analytics
    • Extract meaningful data 
    • Identify trends in patron behavior and needs 
    • Make data-driven decisions to improve our services 
  • Improved Patron Experience 
  • Efficient Staff Communication

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Managing User notes

User notes order

    • Arbitrary order
    • Labels can't be chaged

User notes types

    • Cannot be deleted
    • For informational purposes only
    • Standard across all institutions

User notes management

    • On the Notes tab of the User Details page
    • Can be added, edited, duplicated, and deleted
    • Can be viewable by the patron or not
    • Can be made to display at check-out (pop-up)

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Systems notes

  • Many of our Sierra System notes migrated into the Alma system.
  • Examples include:

DO NOT WAIVE FINES 

VERIFY PATRON (ID REPORTED STOLEN)

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NC PER DEANS OFFICE

VERIFY EMAIL 

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ID EXCEPTION USED

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Standardization of Notes

*Add table or some sort of image here

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Note Types and Definitions

Note Type

Proposed definition and examples

Circulation

Notes include any activity related to current patron circulation/fulfillment activities.

 

Examples:

Community Borrowers have an item limit of 10 books

Patron messages

Fines and fee notes

Other

Do not use 

General

These are system-generated notes. This Note category is reserved for notes generated by Alma.

 

Examples:

Profile name: Patron, Profile ID: 13110570000231

Profile name: Circulation Basic Account - FAL, Profile ID: 5940905540007336

Profile name: Circulation Basic Account - Main, Profile ID: 1901951600007336

 

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More Note Types and Definitions

Note Type

Proposed definition and examples

ERP

Reserved for Read only: Alma admin roles

Address

Address changes or verification notices

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Examples:

Verify email address

Patrons without email address

Primary ID issues

Library

Notes related to patron status; Not associated with circulation/ fulfillment activities

Examples:

Arkansas Alumni Emeritus

Marshalltown accounts

Other miscellaneous privileges related, i.e., faculty spouses, delegates.

Issues regarding affiliate privileges, forms, payments, etc.

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Barcode

Do not use. Notes about barcode issues should go in the Library Note Type

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Removal of Unwanted Notes

  • Delete notes that are not relevant.
  • Move notes to appropriate fields.
  • Identify standard notes to be used.
  • Find a process for bulk removal of notes.

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Batch deletion issues in Alma

Alma does not have bulk deletion of notes --

Update/Notify Users job allows for adding a note, but not deleting notes from a set of user records.

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Batch deletion – Enhancement Request

Enhancement proposal - 

https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/32823910-allow-batch-deletion-of-user-notes 

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Using the API

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Read-Only Notes

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Accidental discovery

1. Missing parameters on Receiving Operator and Work Order Operator – implementation issues. API script found these issues. Used analytics report to find and clean up the errors. (image of parameter error:

“010912449 error: Mandatory field is invalid. For field user_role Work Order Operator role parameter with type [serviceUnit] , received: MAIN_LINX_PHYSICAL_TO_DIGITIZATION. Valid options are: Service Units.”)

(image of report of parameter errors)

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10901142 query error: The requested URL returned error: 400

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2. Incorrect patron record with wrong number format – number in the script must match a record in the system.

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Future tasks

  • Create training sessions/materials to teach others how to create and interpret standardized notes
  • Create a schedule to cleanup records missed or notes created without using standardized format

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Questions