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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 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
  • 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

Indication Rule Workflow

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 or
  • 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 rule workflow:

  1. Create the indication rule
    • Duplicate and edit an existing indication rule or
    • Create in the MD Editor 
  2. Test the indication rule
  3. Run the indication rule against a set
    • Create a set or use an existing set

Duplicating an Existing Rule

Indication rules should only be edited by the user who created the rule. To make changes to an indication rule that you don't own, copy it and edit the copy. Rules do not save versions and cannot be restored.


To duplicate an indication rule:

  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 in the "Search in list" box or
    • Expand the folders and scroll
  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

Creating an Indication Rule in the MD Editor

  1. Open the MD Editor
  2. Make sure the "Placement of new rules" is set to Local
  3. Click Rules tab>New (menu)>Indication
  4. The Indication rule properties screen displays
    • Name*: start the name with the campus 3-letter identifier
    • Description*: copy and paste the name or add more descriptive information
    • Type: [Select Drool - default]
    • Click on the radio button next to Shared
    • Click in the Enabled check box
    • Click Save
      Indication Rules Properties Screen
  5. Write the rule
  6. Click Save
    Writing an indication rule example
  7. Correct any syntax errors if they display upon saving
  8. Test the rule
  9. Click the "X" in the upper right-hand corner of the main pane of the MD Editor to close the rule (New MD Editor)

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

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.

 

Testing an Indication Rule in the MD Editor

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
  7. Once the set is created, find it in the set list and choose "Members" from the set options to the right of the set name

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 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

Indication Rules Training Videos