Skip to Main Content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

Alma Resource Management

Working with the Metadata Editor in the Institution and Network Zones. Includes indication and normalization rules.

About Indication Rules

Indication Rules are used to identify bibliographic (bib) records that need to be edited or enhanced based on the conditions in the indication rule.  Indication rules:

  • Can only be used on bib records
  • Can be applied to the following processes in Alma:
    • "Delete holding records with no items" job
    • Publishing profiles
    • Import profiles details
  • Do not change data in bib records
  • Are used to filter title sets (logical or itemized) to find bib records that meet the condition of the indication rule
    •  A new set is created as a subset of the original set based on the results of the indication rule
  • Can only be applied to Physical Titles, All Titles, or Electronic Titles sets


DO NOT copy and paste indication rule examples from Ex Libris or other documentation because it may copy incorrectly causing a syntax error upon saving the rule. It is better to:

  • Type the rule directly into the MD Editor
  • Copy the rule and then paste it into Notepad or a text editor
    • The rule then can be copy and pasted into the MD Editor without corrupting punctuation

Indication Rules Training Videos

Required Roles

One of the following roles is required to work with indication rules:

  • Cataloger
  • Catalog Manager
  • Catalog Administrator

Placement of Indication Rules

The placement of new rules is very important when creating indication rules. Indication rules should be created as local. A Network (network icon) or a local (house icon) indication rule can be used on a bib record in the MD Editor, but a Network created indication rule cannot be used to filter a set of records. 

To Change the "Placement of new rules" in the:


To Change the "Placement of new rules" in the current MD Editor:

  1. Open the MD Editor
  2. Click File>Options (Ctrl+O)
  3. Click the local radio button under "Placement of new rules"
  4. Click Save


To Change the "Placement of new rules" in the the New MD Editor:

  1. Open the MD Editor
  2. Click on the Records or Template tab
    • Currently Placement Options is not under the "New" menu when the Rules tab is selected
  3. Click New>Placement Options
  4. Click the local radio button under "Placement of new rules"
  5. Click Save

Indication Rule Steps

Before creating an indication rule, make sure the "Placement of new rules" is set to Local

  1. Go to:
    • File>Options (Current MD Editor)
    • New>Placement Options (New MD Editor)
  2. Click on the Local radio button for the "Placement of new rules"
  3. Click Save


Indication rule steps:

  1. Create the indication rule
    1. In the MD Editor or
    2. Duplicate and edit an existing indication rule 
  2. Test the indication rule
    1. Open a bib record in the MD Editor to test and edit the indication rule
  3. Run the indication rule against a set
    1. Create a set or use an existing set
    2. Filter the set using an indication rule

Syntax for Indication Rules

Indication rules are written using drools logic. Indication rules contain:

  • A rule
  • At least one condition
  • An action


Indication Rule Format and Order:


Indication Rule Format and Order Example
 

Conditions

Conditions are applied to record elements in a MARC record such as fields, indicators, subfields, field/subfield content. Conditions can be defined at the entire rule level (WHEN), or at a specific action level (IF). The following are conditions that can be used in an indication rule:
 


The following record elements can be used in
 Indication rules:

Control Fields (Fixed Fields)

Control fields are also known as fixed fields:

  • LDR (leader)
  • 00X fields

 

Indication rules can use the following control field data elements with conditions:

  • Control Field
  • Control Field_Position_Length
  • Control Field_Position_Length_Value


Control fields are made up of the following elements:


NOTE: Control fields can be opened in a form editor in the MD Editor using Ctrl+F (Editing Actions>Open Form Editor). Open the fixed field in the MD Editor to view the position and length.

Data Fields (MARC Field/Subfields)

Data fields are MARC fields and subfields. Indication rules can use the following data field data elements with conditions:

Actions

Only two actions can be taken with indication rules. The following actions can be used in indication rules: 

  1. set indication."true" 
  2. set indication."false"


Actions in the rule:

  • Actions come after the line with “then” 
  • "Then" comes after the condition and before the action
  • “When/If” the condition is met, “then” tells the rule to perform the action

Wild Cards & Special Characters

Writing "Simple" Indication Rules

Indication rule do not need to be complex. They contain:

  • One or more conditions
  • One or more elements

 

NOTE: Asterisks *  can be used to identify all values in a MARC field 


exists "5**" - this will find all bib records with notes fields

exists "50*" - this will identify all bib records with notes fields between 500-508

NOTE: An asterisk * can be used to match a string

exists "490.a."*nutshell" - this will look for a string that contains nutshell at the end of the series. It may include other series than "In a nutshell.

Writing "Complex" Indication Rules

More "complex" indication rules can be written to combine more than one condition. When you combine more than one condition parenthesis and boolean terms are used in the rule to indicate what conditions need to be met.

 

Creating an Indication Rule in the MD Editor

  1. Open the MD Editor
  2. Check the "Placement of new rules" is set to Local
  3. Click:
    • File>New>Indication rules (current MD Editor)
    • Rules tab>New (menu)>Indication
  4. The Indication rule properties screen displays
    1. Name*: start the name with the campus 3-letter identifier
    2. Description*: copy and paste the name or add more descriptive information about the rule 
    3. Type: [Select Drool - default]
      • Type is not available in the current MD Editor
    4. Click on  the radio button next to Shared
    5. Click in the Enabled check box
    6. Click Save                                                                                                                                                                                             
      Indication Rules Properties Screen
                                                                                      
  5. Write the rule
  6. Click Save   
    Writing an indication rule example *Correct any syntax errors if they display upon saving
  7. Test the rule
  8. Click:
    •  File>Exit (current MD Editor)
      • Click Yes when the "Confirmation required" box displays
    • the "X" in the upper right-hand corner of the main pane of the MD Editor to close the rule (New MD Editor)

Duplicating an Existing Indication Rule

Indication rules should only be edited by the user who created the rule. To edit an indication rule, it is recommended to duplicate the rule and then edit the indication rule to meet the user's need.

IMPORTANT!!!: Do not edit a rule created by another user. Rules do not save versions and cannot be restored.

To duplicate an existing indication rule in the current MD Editor:

  1. Go to Resources>Cataloging>Open Metadata Editor
  2. Check the "Placement of new rules" is set to local
    1. Click File>Options
    2. Make sure the "Placement of new rules" is set to Institution
  3. Click Rules on the left-side of the MD Editor
  4. Expand the Indication Rules folder
  5. Expand the Shared folder
  6. Click on the existing indication rule to be duplicated
    1. Click Duplicate
  7. The Indication rules properties screen displays
    1. Edit  the Name: Begin the rule with your campus 3-letter identifier 
    2. Edit the Description: to reflect the new rule
    3. Make sure it is Shared and Enabled
    4. Click Save
  8. Modify the rule as necessary
  9. Click Save
  10. Test the rule
  11. Click File>Exit
  12. Click Yes when the "Confirmation required" box displays

Indication rules should only be edited by the user who created the rule. To edit an indication rule, it is recommended to duplicate the rule and then edit the indication rule to meet the user's need.

IMPORTANT!!!: Do not edit a rule created by another user. Rules do not save versions and cannot be restored.


To duplicate an indication rule in the new MD Editor:

  1. Open the MD Editor
  2. Make sure the "Placement of new rules" is set to local
  3. Click on the Rules Tab
  4. Search for the rule from the rules record list in the left-pane of the MD Editor
    • Type the indication rule name (part of) in the "Search in list" box
    • Expanding the folders and scrolling
  5. Right-click on the indication rule being duplicated
  6. Click Duplicate
  7. The Indication rules properties screen displays
    • Edit  the Name: Begin the rule with your campus 3-letter identifier 
    • Edit the Description: to reflect the new rule
    • Make sure it is Shared and Enabled
    • Click Save
  8. The indication rule opens in the main pane of the MD Editor
  9. Edit the rule as necessary
  10. Click the Save icon 
  11. Test the rule
  12. Click the "X" to close the rule 

Testing an Indication Rule in the MD Editor

To test and indication rule in the MD Editor:

  1. Open a bib record in the MD Editor
  2. Click on the split screen editor icon (F6)
  3. Click in the right-side of the main pane
  4. Click on Rule on the left-side on the MD Editor
  5. Expand the Indication rules folder
  6. Expand the Shared folder
  7. Click on the indication rule being tested
  8. Click Edit
  9. The indication rule opens in the right-side of the main pane of the MD Editor
    1. Click Try It  
    2. Click Close from the Information box displaying the indication rule results
      1. If the rule works as expected, 
        1. Close the indication rule (
        2. Release the bib record
      2. Edit the rule if it does not work as expected,
        1. Click Try It 
        2. Click Save
        3. Release the bib record (File>Release Record / Alt+Shft+R)
        4. Close the indication rule (File>Exit)
          1. Select "Yes" to save the rule or "No" to not save the rule

Indication rules can be tested on a bib record in the MD Editor in the following manner:


To test an indication rule when the bib record is opened in the MD Editor first:

  1. Open a bib record in the MD Editor
  2. Click on the Editor split mode icon (F6)
  3. Click on the Rules tab
  4. Click on the Indication rule type
  5. Search for the indication rule to be tested
  6. Left-click on the indication rule to open it on the right-side of the main pane
  7. Click Try it at the bottom on the rule screen
  8. The information box displays at the bottom of the screen indicating the success of the rule as True or False
  9. Edit, test, and save the rule if the rule did not work as expected in step 7/8
  10. Click "X" to close the indication rule
  11. Release the bib record (Records Actions>Release Record / Alt+Shft+R)

Testing an Indication Rule in the MD Editor

 


To test an indication rule when the rule is opened in the MD Editor first:

  1. Open an indication rule in the MD Editor
  2. Click on the Editor split mode icon (F6)
  3. Click the Records tab
  4. Click on the MARC21 Bib record type
  5. Search for the bib record
  6. Left-click to open the bib record on the right-hand side of the main pane
  7. Click on the rule on the left-side of the main pane
  8. Click Try it
  9. The information box displays at the bottom of the screen indicating the success of the rule as True or False
  10. Edit, test, and save the rule if the rule did not work as expected in step 7/8
  11. Click "X" to close the indication rule
  12. Release the bib record (Records Actions>Release Record / Alt+Shft+R)

Testing indication rule in the MD Editor with the rule opened first

Applying an Indication Rule to a Set

Indication rules are applied to a set of bib records. They can only be applied to Title sets (All titles, Physical titles, or Electronic titles). Indication rules are used to filter a set and create a subset of records that meet the criteria of the indication rule. The indication rule must be created to the Institution for it to be used to filter a set.  


To apply an indication rule to a set:

  1. Create a set of bibliographic records (logical or itemized)
  2. Go to Admin>Manage Jobs and Sets>Manage Sets
  3. Click Filter Set from the ellipses of the titles set 
  4. Set details screen opens:
    1. Name: [Edit the Name to something identifiable]
    2. Private: [Select "No" if the set is not being shared]
    3. Status: [Keep Active]
    4. Indication Rule: [Select the indication rule from the drop-down menu]                                                                                                                                      
  5. Click Submit
  6. Click Confirm when the "Confirmation message" pops-up

Viewing the Filtered Set

To view a filtered set:

  1. Go to Admin>Manage Jobs and Sets>Manage Sets
  2. Search for the filtered set
  3. Click Members from the ellipses of the set
  4. The bib records meeting the indication rule criteria open
    • Number of records in the set will appear at the top of the records list
  5. Click Back or Done to return to the Sets list

Viewing Members of the Filtered Set - Click Members from the ellipses of the set

 

Number of records in the filtered set appear at the top of the Member results

Deleting an Indication Rule

Deleting indication rules:

  1. Indication rules can be deleted when they have been created by the user and no longer needed
  2.  Indication rules should only be deleted by the user who created the rule
  3. Indication rules should only be deleted by the user who created the rule
    • DO NOT delete an indication rule created by another user
  4. IMPORTANT!!!: Once a rule has been deleted it can not be undone


To delete an indication rule created by the user:

  1. Open the MD Editor
  2. Click Rules from the left-pane of the MD Editor
  3. Expand the Indication folder
  4. Expand the appropriate folder
  5. Search for the rule 
  6. Left-click
  7. Select Delete
  8. Click "Yes" when the confirmation box pops-up

Deleting indication rules:

  1. Indication rules can be deleted when they have been created by the user and no longer needed
  2.  Indication rules should only be deleted by the user who created the rule
  3. Indication rules should only be deleted by the user who created the rule
    • DO NOT delete an indication rule created by another user
  4. IMPORTANT!!!: Once a rule has been deleted it can not be undone


To delete an indication rule created by the user:

  1. Open the MD Editor
  2. Click on the Rules tab
  3. Click Indication rule type
  4. Search for the indication rule 
  5. Delete the indication rule (two potential ways):
    1. Left-click and open the record in the MD Editor main pane
      1. Click Rule Actions>Delete
      2. Click "Yes" when the confirm box pops-up
    2. Right-click
      1. Select Delete
      2. Click "Yes" when the confirm box pops-up