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Alma Resource Management

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

Templates

Templates contain pre-defined fields created by the user for bibliographic (bib) or holdings records to improve workflows by:

  • Creating more efficient workflows by populating predefined fields
  • Creating and updating bib and holdings records to adhere to an institution's policies with consistency and accuracy

 

MARC21 Bib templates can be used to:

  • Create NZ brief bib records for ordering using SUNY created brief bib templates
  • Enhance Network Zone (NZ) linked records to add local MARC fields to NZ linked MARC records
    • Per MSP-2: All cataloging is done at the Worldcat level for NZ linked MARC records, except local fields
      SUNY defined local fields: https://slcny.libguides.com/ld.php?content_id=49705411
  • IZ only records that will not be linked to the NZ to add any MARC field 


Holdings templates can be used to:

  • Create new holdings records
  • Enhance existing holdings records
     

Recordings

Required Roles for Templates

One of the following roles is required to create templates in the MD Editor:

Roles for Templates Use:

Template Folders

There are three types of folders that can contain templates:

  1. Private - Contains private templates created and only seen by the user
  2. Shared - Contains shared templates contributed from SUNY institutions and the Network 
  3. Community - Contains templates shared to the community by all Alma users in and outside SUNY


All template folders will display in the templates list out of the box. Users can apply filters to allow all or some of the template folders to display. User filters are user specific and they will not be inherited to other users in the institution. To filter the template folders a user wants to display:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on the Filter list icon under the record type tabs
    • It does not matter which record type is selected as the filter changes will be applied to all template record types
  4. Select the scope(s) the user wants to display
    • The scope is where the template has been created
  5. Change how the templates are sorted
  6. Click Apply

    Filter List showing Community deselected for template folders

Template Icons

Template icons can be differentiated by the image and color associated with them:

Icon Images and their Meaning:

 

Icon Colors and their Meaning:

Template Actions

Template actions are determined by how and where they have been created. Right clicking on a template will display the available functionality for the template.

Right-Click Template Actions:

Template Creation/Modification Information

To view template creation and modification information:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on the Record Type tab for the template
  4. Expand the folder the template resides in
  5. Hover the mouse over the template name
    • The creation and modification information will display

Creation and Modification Information by hovering over the template name

Record Templates in the MDE Training Videos

Placement of Templates

It is very important to make sure the placement of templates is set to the correct Zone when creating new templates from existing records. Placement options are not applied when duplicating an existing template. Duplicating existing templates will inherit the zone of the existing template. 

  1. Go to Resources>Cataloging>Open Metadata Editor
  2. Click File>Options (Old MD Editor) or New>Placement  Options (New MD Editor)
  3. Click on the radio button next to "Local" for the "Placement of new records and templates" if the template is being created for IZ only records
  4. Click Save

       Placement Options - Placement of new records and templates to local

 

What "Placement of new records and templates" are applied when creating a new template:

 

NOTE: The "Placement of new records and templates" will default to the last zone selected. 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.

Template Display Configuration

"Template Display Configuration" allows users to quickly access templates that they regularly use to create new bib and holdings records. The templates that display under the "New" menu are specific to the user based on what templates the user has enabled.


To enable or disable templates to display under the "New" menu for quick access:

  1. Click New from the Main Menu actions
  2. Click on "Template Display Configuration"
  3. Click on the corresponding "Display in Menu" toggle to enable or disable a template
    • Blue = enabled
    • Grey = disabled
  4. Click Save

New MD Editor - Configuring Template Displace Screen

Network Zone (NZ) Template Naming Convention

Users creating Network Zone (NZ) templates should adhere to the Network Zone (NZ) template naming convention to allow users to quickly identify the institution who created the template. Institutions can choose to adhere to the NZ template naming convention for their local templates.


Network templates should be named using the following naming convention: the institution's three-letter Alma identifier followed by the name of the template. For example:

  • BUF - Gifts
  • ALB - AAO-S/O Brief


SUNY Consortia templates will begin with the prefix SUNY followed by the template name, for example:

  • SUNY - NZ Brief Bib Record


 

SUNY Bibliographic Templates

SUNY NZ brief bib templates have been created with the minimum required MARC fields per MSP-14 to create NZ brief bib records for ordering. Brief bibs are created in the NZ when an existing bib record does not exist in the NZ or OCLC. An NZ brief bib record can be created in the MD Editor using the pre-defined SUNY NZ brief bib templates. 

The following are the SUNY NZ brief bib templates used for creating POLs:

  1. SUNY NZ Brief Bib Record (for monographs)
  2. SUNY NZ Cont Resources Brief Bib Record (for continuing resources)
  3. SUNY NZ Visual Materials Brief Bib (for visual materials)


To learn more about brief bib records visit the SLS Brief Bib Record Libguide: https://slcny.libguides.com/c.php?g=986218&p=7248561&preview=3670a09c243dde3ccef9d9f3f1e32715

Editing an Existing MARC21 Bib Template

MARC21 BIB Templates that can be edited will have an:

  • An "Edit" option from the right-click menu of the template
  • Active "Editing Actions" menu when a template is opened in the editing pane of the MD Editor. 


SUNY recommends that user created IZ (blue house icon) and NZ (blue network icon) templates should only be edited by the user that created the template.

  • Users wishing to edit an existing IZ or NZ template created by another user should "Duplicate" the template and then edit it to better meet their needs. 


DO NOT "Edit":

  • Templates beginning with SUNY
    • Only the Network Zone Coordinator should edit these templates. Please contact the Network Zone Coordinator and request changes be made to the SUNY created template at info@slcny.libanswers.com
  • Templates created by other Users


To edit an existing user-created template in the IZ:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on MARC21 Bib record type tab
  4. Expand the folder the template resides in
  5. Click on the IZ user-created template to be edited (or Right-click and then click Edit)
  6. The template opens in the MD Editor editing pane
  7. Edit the template as necessary using the Template Actions and Editing Actions menu options
  8. Click Save (or Save>Save Template)
    • Change will not be applied until the template is saved 
  9. Click "X" to close the template from the editing pane

How to Create a New MARC21 Bib Template

New MARC21 bib templates can be created from an: 

  1. Existing template using "Duplicate"
  2. Existing bib record using "Save as Template"
     

"Duplicate" and "Save as Template" Menu Actions:

 

To create a MARC 21 Bib template from an existing template in the New MD Editor using Duplicate:

NOTE: Using duplicate will create the template in the same zone as the original bib record regardless of Placement Options

  1. Open the MD Editor
  2. Click on the Templates tab on the top of the left-pane of the MD Editor From the New MD Editor
  3. Click on the MARC 21 Bib record type below the Templates tab
  4. Expand the appropriate folder
  5. Search for the template name in the zone you want to create the template in:
    • Search by template name using the search box or Scroll the template list
  6. Right-click on the template being used
  7. Click on "Duplicate"
  8. Edit the Template Properties screen:
    • Rename the template using the SUNY template naming convention and remove "Copy Of"
    • Change the description (optional)
    • Change the folder where the template will be placed (optional)
    • Select "default" if the template will be the default template
  9. Click Save
    • The new template is created and displays in the templates record menu
    • Edit the template if necessary
  10. Optional: Enable the template under New>Template Configuration 

 

To create a MARC 21 bib template from an existing bib record in the New MD Editor using Save as Template:

  1. Open an existing record MARC21 Bib in the editing pane of the MD Editor
  2. Go to New>Placement Options 
    • View where the "Placement of new records and templates" is configured
    • Make any necessary changes to the "Placement of new records and templates" and click Save
  3. Optional: Make changes to the bib record if necessary
    • NZ linked records should only add local fields to bib records in Alma
    • All other changes to the NZ linked records should be made in the OCLC record in Connexion Client
  4. Click Save>Save as Template
  5. Populate the "Save as Template" pop-up screen
    • Name: [Name the template using the SUNY naming convention - Mandatory field]
      • The SUNY naming convention is optional for "Local" templates 
    • Description: [Add a description of the template - Mandatory field]
    • Select one of the following:
      • Private - only the user who created the template can view/use it
      • Shared - Available to other users
    • Default: [Click ONLY if this will be the default template]
  6. Release the bib records from the MD Editor main pane/record list (Record Actions>Release Record)
  7. View and edit the template
    1. Click on the Template tab
    2. Click on the template record type, such as MARC21 Bib, Holdings, etc.
    3. Search for the new template
    4. Expand the folder the template resides in
    5. Click on the template to open it in the MD Editor main pane
    6. Edit the template as necessary
  8. Click Save
  9. Click X to close the template from the MD Editor main pane

Applying a MARC21 Bib Templates to a Bib Record

MARC21 Bib records can be enhanced using MARC21 Bib templates with pre-defined fields/subfields/content.  "Expand from template" is used to enhance bib records with MARC21 bib templates. "Expand from Template" should only be used to add local MARC fields to NZ linked bib records or to update IZ bib records that are not intended to be linked to the NZ as per MSP-2.

To update existing MARC21 Bibs from a template:

  1. Open a MARC record in the MD Editor
  2. Go to Editing Actions>Expand from Template (Ctrl+E)
  3. Populate the Expand from Template pop-up screen
    1. Choose Template: [Search for the template to be used by clicking in the search box]
    2. Applying Method: [Select one]:
      • Override - Overrides the fields/subfields/content in the MARC record with the fields/subfields/content in the template
      • Add missing - Only adds the fields/subfields/content in the template if they do not already exist in the MARC record
      • Add all - Adds all fields even if they already exist in the MARC record and may create duplication
  4. Click Ok
  5. Save>Save and Release Record (Ctrl+Alt+R)

Holdings Record Templates

Holdings templates with pre-defined fields can streamline workflows and ensure accuracy. Holdings templates can be used to:

  • Create new holdings records
  • Update existing holdings records


The default holdings record template is used to create new holdings records when:

  • POLs (order records) are created for one-time and continuous titles manually in Alma or from an import or integration profile
  • Creating a new holdings record in the MD Editor

Editing an Existing Holdings Record Template

Holdings Record Templates that can be edited will have:

  • “Edit” from the right-click menu options
  • An active “Editing Actions” menu when a template is opened in the editing pane of the MD Editor


User created holdings record templates can be edited if they have a:

  • Blue IZ house icon
  • Blue NZ network icon


The following holdings record templates that cannot be edited:

  • "Out of the box" templates
  • Community Zone templates


SUNY recommends:

  • Do not edit holdings templates you did not create
    • User created holdings templates should only edited by the user who created the template
  • "Duplicate" should be used to edit existing holdings templates that have been created by another user


To edit an existing user-created holdings template:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on Holdings record type tab
  4. Expand the folder the template resides in
  5. Search for the template using the search box or scrolling
  6. Click on the Holdings Record template to be edited (or Right-click and then click Edit)
  7. The template opens in the MD Editor editing pane
  8. Edit the template as necessary using the Template Actions and Editing Actions menu options
  9. Click Save
    • Changes will not be applied to the template if it is not saved before closing it in the MD Editor
  10. Click "X" to close the template from the editing pane

Creating a New Holdings Record Template

New holdings templates can be created from an: 

  1. Existing holdings template
  2. Existing holdings record


To create a new holdings template from an existing template from the Templates list:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on the Holdings record type tab
  4. Expand the folder the holding record resides in
  5. Click "Duplicate" from the holdings template 
    • Make sure the template being duplicated is local (house icon)
    • Placement options are not applied when using "Duplicate"
  6. Edit the "Template Properties" pop-up screen
    • Name: [Edit the name using the SUNY naming convention and remove "Copy Of"]
    • Description: [Edit the description to describe the new holdings template]
    • Keep or change (select one only):
      • Private - only the user who created the template can view/use it
      • Shared - Available to other users in your institution
        NOTE: The folder cannot be changed for "out of the box" templates
    • Default: [DO NOT check unless your institution wants to use this as your default template]
  7. Click Save
    • The new template is created and displays in the templates list menu
  8. Click on the new templates from the templates list (or right-click>Edit)
    • Edit the template if necessary
    • Click Save if any changes have been made to the template
    • Click the "X" to close the template from the editing pane of the MD Editor
  9. Optional: Enable the template under New>Template Configuration 


 

To create a new holdings template from an existing holdings record:

  1. Open a holdings record in the MD Editor
  2. Go to New>Placement Options
    • Make sure the "Placement of new records and templates" is configured as Local
  3. Optional: Make changes to the holdings record if necessary
    • This can also be done after creating a new template
  4. Click Save>Save as Template
  5. Populate the "Save as Template" pop-up screen
    1. Name: [Name the template - Mandatory field]
    2. Description: [Add a description - Mandatory field]
    3. Select one:
      1. Private - only the user who created the template can view/use it
      • Shared - Available to other users in your institution
    4. Default: [DO NOT check unless this will be the default template]
  6. Click Save
    • Template is saved
    • The holdings record remains in the editing pane of the MD Editor and will need to be Saved if changes were made to the record before releasing it
    • The template can be edited after being created

Applying a Holdings Record Templates to an Existing Record

Holdings records can be updated using templates containing pre-defined fields. To update existing holdings record using a template:

  1. Open a Holdings record in the MD Editor
  2. Go to Editing Actions>Expand from Template (Ctrl+E)
  3. Populate the Expand from Template pop-up screen
    1. Choose Template: [Search for the template being used by clicking in the search box]
    2. Applying Method: [Select one]:
      • Override - Overrides the fields/subfields/content in the MARC record with the fields/subfields/content in the template
      • Add missing - Only adds the fields/subfields/content in the template if they do not already exist in the MARC record
      • Add all - Adds all fields even if they already exist in the MARC record and may create duplication
  4. Click Ok
  5. Save>Save and Release Record (Ctrl+Alt+R)

Ex Libris Documentation