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Alma Resource Management

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

New Order API

Alma provides for real-time ordering by enabling vendors to integrate their ordering system with Alma's repository and ordering features. Real-time order data is sent automatically to Alma from the vendor's system using Alma's APIs.

Real-time ordering:

  • Speeds up the availability of resources
  • Increases the efficiency of integrating records
  • Reduces manual handling:
    • Creating POLs (order records) and inventory
    • Overlaying bib records
    • Merging records

How New Order APIs Work in Alma - Updated

How New Order APIs Work in Alma:

New Order APIs provide libraries with the ability to automate the creation of new orders (Purchase Order Lines - POLs) and add bibliographic records to either the Institution Zone (IZ) or Network Zone (NZ). New Order APIs:

  • Can be added to Alma via a new order API integration profile
  • Require an API key to be used
  • Can only have one New Order API integration profile and API key per vendor
  • Can be configured to the match records to the Institution Zone (IZ) or the Network Zone (NZ)
    • Upon no match new bib records can be added to the Institution Zone or the Network Zone based on how the new order API integration profile is configured
  • Cannot distinguish between or be limited to a specific material type, such as physical or electronic
  • Does not have a filter to prevent electronic resources from being added to the Network Zone
    • Ex Libris currently has no plans to enhance integration profiles to add a filter, instead the ability to match eBooks to the Community Zone (CZ) has been developed
  • Do not run using a job or create a job hisotry
    • An analytics report must be created to view Purchase Order Line (POLs) Records history
  • Use an API Restrictions integration profile in conjunction with a New Order API integration profile to limit the vendor’s ability to access fund information
    • API Restrictions do not require and API key
    • API Restrictions are assigned to an API key by the Vendor selected
  • Price changes, discounts, and shelf-ready cataloging charges must be either manually entered in the POL or updated automatically via an EDI import
    • The vendor needs to be contracted to configure EDI invoicing
  • OASIS (January 2020) and GOBI (July 2020) are the only new order APIs that has the capability of matching e-books to the Community Zone (CZ)
    • IMPORTANT: The correct ebook collection must be activated in Alma in order for ebooks to match in the CZ

New Order API Task Force's Findings

Based on the findings of the API Based Ordering Task Force and in alignment with SUNY’s current Network Zone guiding principles of restricting electronic resources from the Network Zone (NZ) it has been determined at this time that:

  • OASIS new order API integration profile can be configured to the NZ because as of the January 2020 release eBooks are able to be matched to the Community Zone (CZ)
  • GOBI and all other vendors MUST configure their New Order APIs to the Institution Zone (IZ) because at the present time they are unable to match eBooks to the Community Zone (CZ). This will be re-evaluated as vendors work with Ex Libris to be able to match eBooks to the Community Zone (CZ)
  • GOBI and all other vendors’ New Order API integration profiles can be configured to the Network Zone (NZ) once they have worked with Ex Libris to be able to match eBooks to the Community Zone (CZ)
    • As of 2/19/2020, GOBI has successfully tested matching eBooks to the Community Zone (CZ)
  • All New Order API integration profiles MUST add records “upon no match” to the Institution Zone (IZ) if they are configured to the NZ regardless of vendor
  • Records added to the Institution Zone (IZ) must be manually linked to the Network Zone or Community Zone based upon resource type

SUNY New Order API Policy - Updated

API Based Ordering Task Force and Recommendation Justification:

The API Based Ordering Task force was charged with evaluating and testing the functionality and viability of using API based ordering, such as Gobi and Oasis, within the SUNY Network Zone environment. Specifically, the task force was charged with analyzing Ex Libris’ New Order API integration profiles and their related configurations to order new physical bibliographic records in a Network Zone environment.

Policies:

  • The OASIS and GOBI New Order API integration profiles can be configured to the NZ because eBooks are able to be matched to the Community Zone (CZ)
  •  All other vendors MUST configure their New Order APIs to the Institution Zone (IZ) because at the present time they are unable to match eBooks to the Community Zone (CZ)
  • All other vendors’ New Order API integration profiles can be configured to the Network Zone (NZ) once they have worked with Ex Libris to be able to match eBooks to the Community Zone (CZ)
  • All New Order API integration profiles MUST add records “upon no match” to the Institution Zone (IZ) if they are configured to the NZ regardless of vendor

Recommendations:

  • Libraries using automated ordering processes should sync their holdings with ordering vendors such as Oasis/ProQuest or Gobi/YBP
  • Records added to the Institution Zone (IZ) should be manually linked to the Network Zone or Community Zone based upon resource type

Steps to Implement New Order APIs

  1. Create a New Order API Key in Ex Libris' Developers Network
  2. Contact the vendor 
    1. To set up tech spec 
    2. Provide Vendor with the API key
  3. Configure New Order API in Alma
  4. Configure API Restrictions in Alma
  5. Update the Vendor information to include all accounts included in the tech specs
  6. CZ electronic collections that will be used to order ebooks need to be activated to allow ebooks to match electronic portfolios in the CZ
    • Activate CZ electronic collections if they are not already activated prior to placing ebooks order using new order APIs
  7. Place a very small initial order to make sure mapping works properly

 

Configuring OASIS’ New Order API Integration Profile in Alma

  1. Go to Configuration>General>External Systems>Integration Profiles
  2. Click Add Integration Profile
    1. Code: [add code – mandatory]
    2. Name: [add name – mandatory]
    3. Integration Type: [select New Order API - mandatory]
      1. Once you select New Order API, “Use network zone” appears above Code
    4. Use network zone: [keep checked]
      1. Uncheck this box if the IZ will be used instead
    5. System (for Ex Libris informational purposes): [select Proquest OASIS – mandatory]
    6. Click Next
    7. Correct Data: [select SUNY NZ OCLC Import when “Use network zone” is checked]
    8. Handle invalid data using: MarcXML Bib Metadata Editing On Save]
    9. Serial match method: [select ISSN/024/035 Match Method]
    10. Non Serial match method: [select ISBN/024/035 Match Method
    11. Upon no Match: [Use Import to IZ]
    12. Prefer record with the same inventory type (electronic/physical)]: [check box]
    13. Synchronize with external catalog: [select to publish bib or don’t publish]
    14. Validation of Order Information: [uncheck boxes that do not apply to your campus]
    15. Click Save

Configuring GOBI's New Order API Integration Profile in Alma - NEW

  1. Go to Configuration>General>External Systems>Integration Profiles
  2. Click Add Integration Profile
    1. Code: [add code – mandatory]
    2. Name: [add name – mandatory]
    3. Integration Type: [select New Order API - mandatory]
      1. Once you select New Order API, “Use network zone” appears above Code
    4. Use network zone: [keep checked]
      1. Uncheck this box if the IZ will be used instead
    5. System (for Ex Libris informational purposes): [select GOBI – mandatory]
    6. Click Next
    7. Correct Data: [select SUNY NZ OCLC Import when “Use network zone” is checked]
    8. Handle invalid data using: MarcXML Bib Metadata Editing On Save]
    9. Serial match method: [select ISSN/024/035 Match Method]
    10. Non Serial match method: [select ISBN/024/035 Match Method
    11. Upon no Match: [Use Import to IZ]
    12. Prefer record with the same inventory type (electronic/physical)]: [check box]
    13. Synchronize with external catalog: [select to publish bib or don’t publish]
    14. Validation of Order Information: [uncheck boxes that do not apply to your campus]
    15. Click Save

Configuring All Other Vendor New Order API integration Profiles

  1. Go to Configuration>General>External Systems>Integration Profiles
  2. Click Add Integration Profile
    1. Code: [add code – mandatory]
    2. Name: [add name – mandatory]
    3. Integration Type: [select New Order API - mandatory]
      1. Once you select New Order API, “Use network zone” appears above Code
    4. Use network zone: [uncheck this box]
      1. If you do not uncheck this box it will match on records in the NZ
    5. System (for Ex Libris informational purposes): [select vendor type – mandatory]
    6. Click Next
    7. Correct Data: [select your IZ copy of SUNY NZ OCLC Import]
      1. Follow the instructions in this FAQ to copy the SUNY normalization rule and create a normalization process so the normalization rule can be applied at the IZ level: https://slcny.libanswers.com/faq/274058
    8. Handle invalid data using: MarcXML Bib Metadata Editing On Save]
    9. Serial match method: [select ISSN/024/035 Match Method]
    10. Non Serial match method: [select ISBN/024/035 Match Method
    11. Upon no Match: [keep the import radio button clicked]
    12. Prefer record with the same inventory type (electronic/physical)]: [check box]
    13. Synchronize with external catalog: [select to publish bib or don’t publish]
    14. Validation of Order Information: [uncheck boxes that do not apply to your campus]
    15. Click Save

Configuring API Restrictions for New Order APIs

  1. Go to Configuration>General>External Systems>Integration Profiles
  2. Click Add Integration Profile
    1. Code: [add code – mandatory]
    2. Name: [add name – mandatory]
    3. Integration Type: API Restrictions
  3. Click Next
    1. Vendor: [select the vendor]
    2. Fund view: Brief
  4. Click Save

New Order API WorkFlow Flowchart for GOBI & OASIS

New Order API Workflow Outline for OASIS & GOBI

  1. Order via vendor system
  2. Vendor sends order records via new order API
  3. Records are configured to import to the Network Zone (NZ):
    1. Records are imported to the IZ “upon no match”
  4. POLs created
    1. Review POLs if configured for POLs to be reviewed (Acquisitions>Purchase Order Lines>Review)
    2. Approve POLs clicking “Order Now
  5. PO created
    1. Auto-packing job runs overnight to package the orders under one PO if the job is activated
  6. Update POL pricing either:
    1. Manually
    2. EDI invoice
  7. Receive/Activate resources
    1. Physical resources are received (Acquisitions>Receiving and Invoicing>Receive)
    2. eBooks need to be activated
      • eBooks waiting to be activated will appear in Task List
  8. Link records added to the IZ “upon no match”
    1. NZ for physical resources
      1. Need to add OCLC numbers to brief bibs added to the IZ “upon no match” that do not contain an OCLC number
      2. Use “Share with Network” to link them to the NZ or link a set of records to the NZ using the “Link a set of records to the Network Zone” job (Admin>Manage Jobs and Sets>Run a Job)
    2. Community Zone (CZ) for eBooks
      1. Click “Link to Community” when activating the eBook

New Order API Workflow Outline for All Other Vendors

  1. Order via vendor system
    • The first order should be small to test the API works as expected
  2. Vendor sends order records via new order API
  3. Records are configured to be imported to the IZ upon no match for GOBI and Proquest ebooks
    • All other vendors are configured to import records to the IZ
  4. POLs created
    1. POLs will go into review if configured for POLs to be reviewed (Acquisitions>Purchase Order Lines>Review)
    2. Approve POLs clicking “Order Now
  5. PO created
    1. Auto-packing job runs overnight to package the orders under one PO if the job is activated
    2. Funds should be reflected in the POL after the auto-packaging job runs
  6. Update POL pricing either:
    1. Manually
    2. EDI invoice
  7. Receive/Activate resources
    1. Physical resources are received (Acquisitions>Receiving and Invoicing>Receive)
    2. eBooks need to be activated
      • eBooks waiting to be activated will appear in Task List
  8. Link records added to the IZ to the:
    1. Network Zone (NZ) for physical resources
      1. Need to add OCLC numbers to brief bibs that do not contain an OCLC number
      2. Use Share with Network to link them to the NZ or link a set of records to the NZ using the “Link a set of records to the Network Zone” job (Admin>Manage Jobs and Sets>Run a Job)
    2. Community Zone (CZ) for eBooks
      1. Click “Link to Community” when activating the eBook

Publishing Holdings to Vendors Documentation

 

Syncing GOBI holdings using ISBN:

  1. Sign into GOBISmart
  2. Click on Library>Library Preferences
  3. Under OpenURL Settings:
    1. Enabled: [Check this box]
    2. Base Path: [Type in the following path, but change the institution code to your institution code: https://suny-hvc.primo.exlibrisgroup.com/discovery/search?query=any,contains,{i}&tab=Everything&search_scope=MyInstitution&vid=01SUNY_HVC:01SUNY_HVC&offset=0
    3. Version: [Select 0.1]
    4. ISBN Format: [Select 10]
  4. Click Save
  5. Logout
  6. To test if the URL works properly:
    1. Log back into GOBISMart
    2. Search for a title the institution owns
    3. Click on the ISBN
    4. PrimoVE will open and display the holding


GOBISmart URL