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Alma Resource Management

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

SUNY-Managed Bib Templates

Campus staff may use a template to create a Brief Bib in the NZ when a required bib record does not exist in the NZ or OCLC.

SUNY NZ brief bib templates have been created for several formats:

  • SUNY NZ Brief Bib Record (for monographs)
  • SUNY NZ Cont Resources Brief Bib Record (for continuing resources)>
  • SUNY NZ Visual Materials Brief Bib (for visual materials)

Network Zone Template Naming Conventions

Users creating Network Zone (NZ) templates should adhere to the Network Zone (NZ) template naming conventions. There is no requirement to use the NZ template naming convention for their local templates in the campus Institution Zone (IZ).


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

Create a New Template Using Duplicate

Duplicating a Template:

  • Duplicates the same fields, subfields, and content of the original template
  • Templates will be created in folder selected
  • IZ and NZ Templates will inherit the zone the original record is created in regardless of Placement Options
    • NZ record will create an NZ template
    • IZ record will create an IZ template

How-to:

  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 where you want to create the new template. 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

Create a New Template Using Save as Template

Save as Template:

  • Saves all fields, subfields, and content of the MARC21 bib in the editing pane of the MD Editor
  • Saves the template in the folder selected
  • Saves the template in the zone selected under “Placement Options”

How-to:

  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

Editing an Existing Bib Template

BIB Templates that may be edited have:

  • An "Edit" option from the right-click menu of the template
  • An 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 with names beginning with "SUNY." Contact SUNY Library Services if you would like to request a change to a SUNY template.
  • Templates created by other users


To edit a 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 template folder
  5. Click on the 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

Enhancing Bib Records Using Templates

Bib records can be enhanced using "Expand from template" functionality, which should only be used on IZ only or NZ-linked IZ records. NZ records should not be enhanced.

To update existing 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)