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Alma Resource Management

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

Rules Overview

Rules are used in Alma to identify, modify, or combine bibliographic and holdings records. Users can use rules on:

  • Individual records in the MD Editor
  • A set of records 
  • Import profiles

 

Some use-cases for using Rules in Alma:

  1. To identify bib records for:
    • Correcting content
    • Weeding
  2. To correct content in a bib or holdings record
    • Add content
    • Edit/Replace content
    • Delete content
  3. To merge and combine inventory when multiple bib-records exist in the repository
  4. To identify the cataloging level of a bib record
     

There are several types of rules that are supported in Alma. The following types of rules are used in SUNY:

  1. Indication rules*: 
    • Filter a set of records based on criteria in the indication rule
    • Does not modify data
    • Can be applied to a set of MARC21 bib records only individually in the MD Editor on on a set of records using a filter
      • XML indication rules are used for Dublin Core
         
  2. Normalization (norm) rules*:
    • Modifies data based on the criteria in the norm rule
    • Can be applied to MARC21 bib and MARC21 holdings records
    • Can be applied individually in the MD Editor or on a set of records using a normalization process
       
  3. Merge rules:
    • Defines how to merge two matching MARC21 bib records (035 $a) based on criteria in the merge rule
    • Impacts the primary record only
      • Adds to or removes information from the primary record
         
  4. Brief level rules:
    • Determine the brief  level of a MARC21 bib record based on the brief level rule
    • Up to 10 brief levels can be defined (01-10)
    • SUNY has defined brief levels based on OCLC's LDR position 17 for Network Zone (NZ)  records and NZ linked records
      • MSP-42: Brief Levels Rules are applied from the Network Zone


* - Represents the rules that will be focused on in this Libguide

Roles Required for Rules

One of the following roles is required to created rules:

  • Cataloger
  • Catalog Manager
  • Catalog Administrator

 

The following role is required to create a normalization process for normalization rules:

  • Catalog Administrator

SUNY Created Rules and Naming Convention

IMPORTANT!!! - SUNY rules have been created by the Network Zone Coordinator for specific purposes and they should not be edited or deleted as they could have an impact on SUNY-wide import processes. 

  • Rules that begin with SUNY have been created by the Network Zone Coordinator
  • DO NOT edit or delete rules beginning with SUNY
    • Duplicate the rule and edit the duplicate rule to meet the users needs instead


SUNY rules begin with SUNY - [Name of Rule]. Note, earlier rules do not have a hyphen between SUNY and the name of the rule. 

  • Examples of SUNY rules and naming convention;
    • SUNY OCLC Import Normalization Rule
    • SUNY - Remove SUNY 3 digit in 035

Placement of New Rules

It is very important to make sure the placement of rules is set to the correct Zone when creating them in the MD Editor. The "Placement of new rules" initially defaults to the Network Zone (NZ) because Central_network_management is configured to DEFAULT_NETWORK SUNY-wide (Configuration>Resources>General>Other Settings).

If the "Placement Options" are not updated, any new rules created will be created in the Network. Normalization rules that are created in the Network cannot be used as a normalization process at the institution level. Normalization rules need to be created as local in order for the normalization rule to be used to create a normalization process that can be applied to a set of records. 

To configure the placement of new rules to local (institution):

  1. Open the MD Editor
  2. Click on the Records tab
    • NOTE: Placement options are only available from the "New" menu when the Records tab is selected
  3. Click New>Placement Options
  4. Click on the radio button next to "Local" under the "Placement of new rules
  5. Click Save

       Placement of New Rules Configured to Local

 

NOTE: The Zone will default to the last Zone it has been to create the new records, new templates, and new rules. It is good practice to check the placement of new records, new templates, or new rules prior to creating one to ensure it is created in the intended zone.

Navigating Rules in the MD Editor

Navigating Rules in the MD Editor

  1. Rules tab
  2. Rules types
  3. Filter list
  4. Search list
  5. Refresh list
  6. Editor split mode
  7. Rules records list
  8. Rules main menu
  9. Main editing pane

 

Navigating Rules Functionality in the MD Editor


Rules Tab:

  • The Rule tab needs to be clicked to enable rules functionality in the MD Editor
  • The enabled tab in the MD Editor is Blue 

Rules Types:

  • Click on the desired Rules type to display the folders/rules that are available in the records list
  • The active rule is underlined and in Blue
  • A double upside-down caret indicates there are additional rule types that can be selected
  • Available Rule types that can be selected in SUNY:
    • Normalization
    • Merge
    • Indication
    • Brief level
    • Authority headings
    • Normalization DC
    • Normalization XML

Rule Types - Active rule is blue and underlined. Upside-down carrots indicate other rule types available


Filter List:

  • Allows the records list to be filtered by scope:
    • Institution - Rules will only be available to the users in the institution with the appropriate roles
    • Network - Rules will be available to all SUNY users with the appropriate roles
    • Community - Rules available to ALL Alma users with the appropriate roles
  • Allows the records list to be sort by:
    • Creation Time- Ascending
    • Creation Time- Descending
    • Update Time - Ascending
    • Update Time - Descending
    • A-Z
    • Z-A
       

Rules - Filter List

 

Search List:

  • The Search list box allows users with the appropriate roles to search for the rule from the scoped zones
  • Type the name or part of the name in the search box and click enter
    • The rules that meet the search terms will display in a folder or a list of rules 
      • Folders that contain the search term with display the number of rules that meet the search criteria
      • List of rules will display if the folders were expanded prior to searching
  • Click X in the search box to clear the previous search term
     

Rules Search with an Unexpanded Folder

 Rules Search with Folder Expanded
 

Refresh List

  • Refresh list is used to refresh the list of rules in the MD Editor
  • Click the "Refresh" icon to refresh the records list

Refresh list icon

 

Editor Split Mode

  • The "Editor split mode" (F6) is used to split the main pane of the MD Editor and open another editing pane
  • Allows for rules to be created and tested with an existing record open in the MD Editor
    • One main editing pane will contain the bib or holdings record and the other main editing pane will contain the rule
       

Split Editor Mode - Bib on left-side of the main editing pane and rule on the right-side of the main editing pane
 

Rules Records List

  • Rules records list displays in the left pane of the MD Editor below the search list
  • Rules are contained in folders based on the scoped zone
  • Folders can be expanded to view the rules records list
  • Left-click on a rule to open in the editing pane of the MD Editor
  • Right-click to perform the following actions:
     

    Rules Right-Click Actions

     

Rules Main Menu:

 

Main Editing Pane:

  • The Main Editing pane is used to:
    • View rules
    • Create rules
    • Edit rules
      • DO NOT edit rules created by other users in your institution or SUNY
    • Test rules
    • Apply rules on individual records

Viewing Rules in the MD Editor


To view existing indication rules:

  1. Open the MD Editor
  2. Click the Rules tab
  3. Click on Indication (rule type)
    • May need to click on the upside-down carets to see all rule types
  4. Search for the rule
    1. Folders:
      1. Expand the desired folder
      2. Scroll to find the rule
    2. Search list:
      1. Type the rule name or part of the rule name
      2. Click Enter (on your keyboard)
      3. Expand the folder to view the rule(s) (if the folders are not expanded)
  5. Left-click to open the rule in the main pane of the MD Editor
    • The rule opens in the main pane of the MD Editor
  6. Click the X to close the rule

 

To view existing normalization rules:

  1. Open the MD Editor
  2. Click the Rules tab
  3. Click on Normalization (rule type)
  4. Search for the rule
    1. Folders:
      1. Expand the desired folder
      2. Scroll to find the rule
    2. Search list:
      1. Type the rule name or part of the rule name
      2. Click Enter (on your keyboard)
      3. Expand the folder to view the rule(s) (if the folders are not expanded)
  5. Left-click to open the rule in the main pane of the MD Editor
    • The rule opens in the main pane of the MD Editor
  6. Click the X to close the rule

Testing Rules in the MD Editor

It is important to test rules in the MD Editor prior to using the rule on a set of records, with an import profile, or with a normalization process (job). Test the rules using the correct record type (bib or holdings). 


To test an indication rule in the MD Editor:

  1. Open a bib record in the MD Editor
    • NOTE: The rule can be opened first and then the bib record if the bib record has been pushed to the MD Editor
  2. Click on the "Editor Split Mode" icon
    • If the right-side of the MD Editor pane is not blue (active pane), then click into the right-side of the MD Editor main pane before proceeding
  3. Click into the right-side of the MD Editor main pane
  4. Click on the Rules tab
  5. Click on Indication rule type(click on the upside-down carets if necessary, to see all rule types)
  6. Search for the indication rule to be tested
  7. Left-click on the indication rule name
  8. Click Try it
  9. An information box will appear at the bottom of the rule to indicate if it is true or false
  10. The rule can be edited if necessary
  11. Click: 
    • X to close the rule if no changes have been made to the indication rule
    • Save if changes have been made to the indication rule
      NOTE: DO NOT make changes to an indication rule created by another user, instead duplicate the rule and then edit it
       

Indication rule opened with a bib record in the MD Editor


To test a normalization rule on a bib record in the MD Editor:

  1. Open a bib record in the MD Editor
    • The rule can be opened first and then the bib record if the bib record has been pushed to the MD Editor
  2. Click on the a "Editor Split Mode" icon
    • If the right-side of the MD Editor pane is not blue (active pane), then click into the right-side of the MD Editor main pane before proceeding
  3. Click on the Rules tab
  4. Click on Normalization rule type(click on the upside-down carets if necessary, to see all rule types)
  5. Search for the indication rule to be tested
  6. Left-click on the norm rule name
  7. Click Preview
  8. The record will preview with the changes from the norm rule
  9. Click:
    • Back to normalization rule - to return to the rule
      • Edit and save the rule if necessary and preview it again
        NOTE: DO NOT make changes to an indication rule created by another user, instead duplicate the rule and then edit it
    • X to close the rule if no changes have been made to the indication rule
    • Apply changes - if the rule works as desired and you are ready to use the rule


View Norm rule with bib record in the MD Editor

 

View norm rule with bib record preview

 

 

To test a normalization rule on a holdings record in the MD Editor:

  1. Open a holdings record in the MD Editor
    • The rule can be opened first and then the holdings record if the holdings record has been pushed to the MD Editor
  2. Click on the a "Editor Split Mode" icon
    • If the right-side of the MD Editor pane is not blue (active pane), then click into the right-side of the MD Editor main pane before proceeding
  3. Click on the Rules tab
  4. Click on Normalization rule type(click on the upside-down carets if necessary, to see all rule types)
  5. Search for the indication rule to be tested
  6. Left-click on the norm rule name
  7. Click Preview
  8. The record will preview with the changes from the norm rule
  9. Click:
    • Back to normalization rule - to return to the rule
      • Edit and save the rule if necessary and preview it again
        NOTE: DO NOT make changes to an indication rule created by another user, instead duplicate the rule and then edit it
    • X to close the rule if no changes have been made to the indication rule
    • Apply changes - if the rule works as desired and you are ready to use the rule

Holding record and norm rule opened in the MD Editor

 

Holdings record preview with the norm rule applied

Rules and Templates Overview Materials