Okay, we are here this morning to discuss our last of trading session for the fulfillment training short course here which is sets and jobs.
So let's get started.
So today we're going to talk about
Jobs and sets which
I know is flipped from the way that it was originally titled
Then we're going to talk about fulfillment specific sets running a manual job and then some extra tasks that a fulfillment administrator can do
And then the last thing we'll discuss our reasoning notices. Before we get into some open Q AMP. A about today and anything else you'd like to discuss as a nice wrap up.
So jobs have a job and all you probably you may have seen it on base camp is basically it's a batch process that are run on these things called sets of records or sets.
They are the actions that take place to the group of records. So you run a job to do a bunch of things and Alma right now. It's important to note that jobs that are scheduled are not automatically running and you have to ask X sleepers to do that.
But there are two types. There are your scheduled jobs that happen all the time every day. And then there are manual jobs and we have this an olive right now there are jobs that run at scheduled intervals. And then there are things that we do as needed to run a report will say,
So Job permissions. So to run a manual job. There's a whole bunch of permissions that you need one of and it depends on your permissions which jobs, you can actually run
But to actually run a manual job, you must have roles that enabled you to get to the run a job page and any of the roles here in tiny font at the bottom will let you do that. And then you also have to be able to run the actual job.
So sets sets are a collection of items such as users or the results of a repository search and a repository searches. Basically, anything that's in your instance of all
And sets may be used for publishing metadata in bulk or moving a group of records or to run jobs. So there are three major types that you'll deal with with sets.
There are two kinds of sets. There are itemized and logical sets. And when we get into some of the demo, you'll see the difference.
So you have an itemized set which is individual items that you select or upload and you are sort of going through all law and making that set
Based on your search results and you click in new ad. It's. They're called members to the set. So if you're searching and you find a group of books random titles that you wanted to
group together. For some reason, say you're moving their location. That could be an itemized that and that a logical set is basically a saved search
And every time you run that set if it's logical, it will read gather the results. So if anything new.
That comes easy that's that you
Chop it question.
Or someone just unmuted.
Okay.
So we're going to start with logical sense. So how do you create a logical set here are the instructions.
You're going to go to admin manage jobs and sets manager sets at a set and basically follow the onscreen instructions.
And so here's an example that I use just to create a call numbers that and I'm going to hop over to Alma and show you what this looks like.
So I go into admin and then I can manage my sense
And there's a few different sets, I've created here just to test and you can tell it their logical or itemized right here. You can tell their content type the content origin and the creation date. As you can see, I was working on these
Over the past couple days. So I'm going to add a new itemized set or a new logical sense, sorry.
So I'm going to add a set and go to logical
And this is where I'm setting up the basic part of the set. And I'm going to say demo set
Number 52
I don't need a description. I don't need to know. But I do need to set up my content type of and I can choose any of these that might work. And so if you had a group of
users that you really wanted to grab you could physical title seems to work best for these and then when I do that, the screen changes a little
And I need to know is that active or inactive and. Am I pulling these from my institution level holdings, or from discovery. I'm going to stick with institution level holdings.
And then I'm at the repository search. And this is what the documentation refers to as the repository. It's everything that's in your online. Notice there's no gray bar between the physical titles and repository search and I can't change physical titles, but I can sit here and say,
Here, any of the indices, I want to look at. So if I wanted books on photography
And I just wanted to see how many titles, we had that master keyword search of photography
I can do that. And I can see. Okay, here's my results 14,659
I can save that side.
And now I've got my demo set here and now that I know what it is. Maybe I actually want to edit it again and say, you know, these are photography books.
And I can keep that there
If I want to see it. And anytime I can use my row actions and look at the results.
And there's my search run again for me.
Any questions on how logical sets work.
Okay.
So here's an example that I used for the screenshot where I wanted to see everything that had a specific call number so that maybe as a selector for that call number range or that specific call number I wanted to see what was there.
So when doing a user search logical set I did notice that it let me switch to physical titles.
I'm not quite sure why, but I did notice that when I did that the search bar separates itself again from the repository search or the find a manager user search, it's no longer part of it and it just behaves as the independent search bar.
And I just wanted to make you all aware of that.
Okay so itemized set up, it's sort of the same process. So I go back to my manage sets.
And I'm going to create an itemized set
And here we're going to, again, I'm going to say physical titles and I'm going to leave the other things here. If I have a file I can upload that here or I can add members to the set and then this is where I can do my specific search. And if I wanted to pull together.
Maybe some books on information literacy instruction and see what we had, because I was going just set a temporary location. I can go through and Shaq something that I want. And I can add selected to my side.
So it tells me these things have been added to your set
And then if I go back and managed by sets. I'll see my itemized set demo. And I can click on members to see the four books that I put there.
So those are my two different types of sets. I can create our biological first MIT my second I showed you
Feel free to use the chat for any questions.
And I also just chose like if I wanted to look at TX to see what was there for call number. Here's what came up
Of so there's also something called a fulfillment specific set
And this is where you would go to create itemized physical item sets based on loan status.
And we've got a question that pops out of that itemize sets. Those are static. Yes, Tina. That's a great way to to describe them itemized are static, dynamic or logical are dynamic
And so fulfillment specific sets. If we go into fulfillment and create sets that is over here on the right, advanced tools.
And this is where demo film it sat
Demo description.
Delete if still here after go live.
And this is where I can say, you know, show me everything that is do after the end of the semester.
A and safe.
And then we wait for Alma to run for everything that is after and my sets been added successfully. And so if I go back to manage sets my fulfillment set lives back under admin manage sets.
I could also get there by going to fulfillment create fulfillment sets and then view my sets pop me to the same place. And then I can look here and I can say you don't show me the members.
Let's see how much 2400 things that are due back after
Okay.
Any questions on fulfillment sets.
So who can create sets of it depends on your role.
And this is the documentation page that's linked there. And it really depends on what you want to do. So if you wanted to look at a reading list set, you have to have
Course Reserves operator manager or fulfillment services operator manager. If you want an acquisitions that any of these four roles will work and for resource management or cataloguing sets of any of these will work. And so that requests operator might be important to have their
And it also reminds us about the fulfillment sets as well.
And again, this documentation page will walk you through, you know, if you wanted to edit the SAT or you want to combine sets, it'll show you that you can actually combine them.
So you could create multiple small sets and then combine them into a larger set which can be useful.
Okay, so now we talk about running jobs.
And I'm not actually going to run any jobs today, but I'm going to show you what that page looks like. So if I go to admin and run a job, based on my roles. These are the jobs. I have access to
So if I wanted to update item information and move sets to a new location, I can do that with job number six here, if I wanted to export items. I can do that with number four. If I wanted to update or notify users for a user set, I can do that here. And I have a bunch of different options.
If you are on this page and you want help. Remember, you can always go to help for this page.
And it'll take you right over and walk you through here, the different roles you need. Here are some of the jobs and
It really walks you through here are the parameters. So if you're wondering what the parameters are for a specific set that's on the page here.
Okay, now we're on to fulfillment administrator tasks. And so these are sort of like sets and jobs. I mean, the functions are somewhat similar, but they're not exactly the same. You might go somewhere different to do these
So fulfillment administrator, you can bulk change due dates. Say you had an Uzi and you your fulfillment unit roles were set up incorrectly and you checked out the wrong things. And all of a sudden, everything's do
Three days from now, instead of three weeks from now.
You could use the bulk change due dates of function to set all of those differently.
And pop down your question. You can also make sense for reserves, you can you can make. Of course reserves that you do need the right roles for that. But you can
Have
You can also change the circulation desk so you can move requests from one circ desk to another.
And that is actually called a transfer request that would be if you had multiple circ desk setup and you wanted to move like your whole shelf from one to another. So you had a flood in your library and you needed to move to a different circulation desk that was already set up.
And resetting notices. This is one that came up that I wanted to let you all know about
That fulfillment administrator can bulk resend notices for the day to everyone.
And if you're if you found out that something happened with your email server and nobody got their overdue notices.
You could do that through fulfillment recent printouts and emails. And so if I go over here. So I go to fulfillment and resend printouts and emails and I can see what has been sent out. I can choose the print out or email type I can choose. Do I want to print it. Do I want to mail it
Do I want to do both what dates and what printer.
And printing is very specific in of Allah. So make sure you talk to your systems administrator about how they set up printing for you.
Because printing works through email with Alma, there's no direct just print button. It always gets emailed somewhere.
Even if you do choose print an email to print is actually just an email to a printer.
And so you can resend to those. I'm not going to do that today because I don't want to send anything out because all of the emails will just bounce during the testing period.
But user managers can resend specific notices. So this is one that might come up that you get your patron who, you know, I don't know if you ever have patrons, like we have
That they show up to the desk and they say, but I never got your overdue. Notice I didn't know it was due back. I never got a notice that that had been checked out to me.
And
In the past, it might have been easy to sort of just blame all F and say, well, maybe it didn't happen.
But in Allah, you can actually go to the patrons full record in on the attachments tab, you can see the specific notices that have been sent. And you can actually resend the notice right there.
So here is a screenshot of the attachments tab and it tells you, here's the notification. You got and you can resend it. Now, number one here actually shows that Heidi did this screenshot for us.
Shows that we, as she reset or they recent a one of their the previous notices and it now says recent notification. So it just lets you know that. Okay, you have recent this notification so that you can see after a long time. How many notices this patron may have received
Any questions on this so far.
And then I just want to say that it doesn't actually resend the exact notification it attaches it to a new letter. So just be aware that it creates a new letter with the old attachment. So it's not like they're getting the exact same notification, they do know it's something different.
Thank you.
I was just really glad to see that it does save that it is an actual recent that was kind of exciting.
Alright.
So that is the lightning round of sets and jobs that we thought would be important to cover here for fulfillment training so that you're more aware of how they run and what they can do.
I do want to open it up now to sort of some overall discussion about everything we've covered in the entire course.
Is there anything that you'd like to see again, anything that you have questions about
And then if we could also, if we don't have anything there. I have another prompt, we can chat about
And feel free to unmute yourself or use the chat.
So Shannon just added into the chat that sets for reserves would be helpful, but would only handle the change of location. The rest of the processing needs to be item by item. The adding a citation to a reading list.
And
Rich going over the applying the end of the semester exception.
And I believe that is done through
That was done in the calendar right Shannon
Yeah, so we'll see if I have access to that here because I may not, I may have to have Heidi hop it
And so that was under configuration and it is done at the library level of and it is done on her.
This is the fun where you get to see Logan, try to remember where something is
And of course it's, yeah.
opening hours. Thank you Shannon
Killer go away.
So I am looking here and I can hear my opening hours and then I've got my events and exceptions. And so I'm already on my calendar management tab. And I'm going to add a record.
And it's going to be an exception.
And our status might be
Logan, if you're going to use it in a to you. It has to be an event.
Okay, thank you. There we go. Uh,
And
end of semester and our end of semester is the 17th and we close at four o'clock that day.
So now I've added it
I would need to apply changes.
And so now I've done that and I've got my end of spring event here.
I've got my end of semester.
It's actually already applied for us.
And it has to be a fixed due date for the events to show up.
So now that I've added it here. That should affect by to us right
Yeah, so it would do you want to hop into to use slogan, I can talk
Back to all and then just to
Actually, it's in the config.
I'm having fun. This
Policy.
And this is where now it's all coming back to me now one of those
Yeah, so you could just go in and take one of the
Just taking me a
Look at our community media one week. Yep.
And then it's in a due date.
All right, and that I would change it to end of term.
Um, yeah. So can you click on the ellipses, so we can just show
Yeah yeah
Go to add policy.
And
You would see, just so you know everybody sees the interface and policy and then it has to be fixed. And then the thick when you hit fixed the value shows up for all of your events.
Okay.
You just add it. That's it, yeah.
So I would need to do that if each one of my to us.
And Marla Marla's asking, would you have to do that every semester.
Not necessarily.
If you named it consistently or just updated your last one.
Which Jews adding to the chat.
Okay, let me go back to Community Media and make sure that do data set back which it is good because I don't want
I don't want to cause a problem later.
So any other things that we'd like to see again.
Oh it but rain riches asking. So this would have to be applied as we approach the end
That reset afterwards.
And I believe that would be a yes based on the way I'm doing it here.
With fulfillment unit rules would there be a way to go in and change it to us at a certain point of the semester.
To just say, Okay, everything's do back
No matter what it is.
Apply this terms of use.
Okay.
So we have a couple different questions here. Joe is sharing that a best practice clarification. Is that open hours have to be managed at the library level and events at the institution.
And I believe that's right
That open ours, our library specific
Potsdam is sharing that once you pick the end of the semester is that to you, then you change it globally in the advanced policy section of fulfillment.
And Claire is at a if your patron privileges expire on the last day of the semester, would that assure the last days due date. I'm not sure about that.
I'm going to start with that question. I'm not sure, but we could test.
A. And can anyone remember how we could test that
Okay, I'm going to test this using the fulfillment Configuration Utility. So first I'm going to go to my manage users.
And I'm going to pull up
Little David Dewey.
And I'm going to change his expiration date.
To
May 20
So he's going to expire may 20
And now.
I am on the wrong person. I am on Peter
That's fun.
Come on, David. Let's open actual David's folder.
There we go. So I'm going to change him to may
I'm going to change him to expire this weekend.
And for some reason, it keeps pumping me over here.
Edit David
Work with me today. I'll work with me.
I'm gonna try the neat little calendar picker.
Yeah. OK. So now we've got David
David has been updated. Okay. Not quite sure what was happening there. But now I have an item for David and I can go to my fulfillment Configuration Utility. And I could say, here's an item for David and I happen to have a barcode.
And we could see what's going to happen and it's gonna, it's not going to work. So the expiry date is still going to let
David keep this thing until August, because the I believe the expiry date network the way I thought it would the expiry date is going to
Dock. The point at which I can circulate items today, but not when they have to come back.
Okay.
And so
Let's go in and I'll show you the advanced policy section of fulfillment.
And I believe we're looking in fulfillment configuration their
Policy Potsdam
So we're here at advanced policy configuration. And then this is where we can go in
And we can
Change the to us here.
And I can filter to due dates and I can change it in here to set it up so we have like the end of term here, and this is where I would change it.
And that's that policy details with that same screen that we saw before.
Okay, anything else that we'd like to see
Logan on that advanced policy configuration that you just like that. I think what that would do is, it makes it the default
So if you have fulfillment rules that would override that or be applied before the default, it would that those would be governing what the loan is for that end of term.
Which, you know, if you're using events, then I think that most of the time you would be applying them in the to us and then fulfillment room unit rules, but just just to note that, that changes the default not necessarily populates to all to us.
Yeah.
So many rules.
That's going to change what's meant when end of term shows up.
Yeah. Yeah. And then it also changes any default to
Yeah, so then I would, I could go into my fulfillment units.
And I actually, I need to go the institution level for my fulfillment units.
And I could go to regular and I could go to my fulfillment unit rules and I could
Add
A rule.
Let's
Bring it back.
That's going to be the name of my role and I could just say
I could set up for the user groups and I could say, and less. And then I could pick all of my lists to set it up. But if I wanted to say for undergraduates will say undergraduate students
Apply my
Where is it my one minute test I could apply a terms of use. That said, end of semester.
At one point,
And so this is going to say this is what's going to happen. And my due date.
Is up top is end of term.
And so if I decided to save this and I put this on at a specific point in the semester.
And I move it up.
Because I have to move it up.
What it's going to do is when this fulfillment unit rule gets hit at this point I'm going to say, you know what I don't want the 16 weeks for undergraduates at this point.
I just want it to be. Bring it back now that anything that gets checked out from now until well forever because I'd have to turn this off will be do active term.
But I don't actually want that. So I'm going to delete it.
Okay.
Um, so I sort of want to open the discussion up at this point because we're reaching the we've reached the end of our fulfillment course.
And I want to know what would be helpful for you all as you go off and start to train your people on fulfilling
What could we do, what could I do is the train. Working Group person is the person who coordinated this course.
To help you all have content or information to train your students.
Okay, I don't see anything coming into the chat and no one's taken over the mic. Um, so perhaps I'll move this conversation over into base camp.
And we can sort of
keep the conversation going over there so that we know so that I can, we can start to work together and figure out what we might need.
For going forward. So Mary Beth, is there a place that lists are just jobs that also lists what roles, each person would need. And so
I just want to make sure I'm understanding correctly, you're not talking about jobs that we talked about today, you're talking about like actual positions that circulation, like my student workers are going to need this.
And so that would be the best thing I can think of that is the roles so Alma manage user roles.
And this was linked in base camp under preparation for the first session.
And so if you wanted to see the user roles. This is the table, you would need to see what each person could do
And so if we wanted to look at the acquisitions. One is really long.
Fulfillment. So if you wanted to look at what a circulation desk operator can do
A Circulation Desk operator can do all of these things they can manage users, they can see the fulfillment configuration. They can return items and they can manage Patriot services.
If you wanted a circulation desk operator limited
Of they cannot perform any deletion activities. And so this is probably the role that you want to give to your students.
So that they can still manage users and see users, but they can't delete anything
And Shannon. Do you know of any role that would allow like the does Circulation Desk operator limited if they have managed users can they add roles.
Or
Their manager.
It's using the same words in a different order.
Well, we could test this. We could take. I can take my David duly patron.
So the circ desk operator can't manage it can't add roles. That's what I was hoping so circ desk operator and circ desk operator limited or probably what you want to assign to your student workers, probably the limited so that they can't
delete anything
And Jennifer is asking, is there a set that can be run as an end of day closer report.
To know which items are still checked out and do or is that something and analytics. That's going to be something over and analytics, I believe you may be able to do it as a fulfillment set
And so if we go into fulfillment and creative fulfillment set up.
As and then we go into. We don't have that there do. Yeah.
Their loan status would be normal.
But it doesn't give us a time. It just gives us a day.
And Heidi, that's a great thing to point out analytics are in fact a day behind
This managed fulfillment sets that you're working on right now is real time, but the anything, rather than analytics will be in a day.
Yeah and if this had to do time
That would let us know what was still do.
But
You could set it up and say, you know, show me everything that's do before the 10th and or due date after the ninth. But before the 10th.
Actually probably before the 11th. I don't believe these are inclusive.
I could run it and see what's going to happen.
But Heidi. Are you aware of any end of day reports to see what still do.
Not, not without looking. No.
Okay.
I have written it down. I will dive through the documentation and see what I can find.
A, we did have a question about fulfillment notes or pop ups and anything that's entered as a fulfillment note I did learn and the physical item editing.
Will show up. So I popped over here and looked at this is the place where I can add my item policies. So I went to the item for this. And then I went to notes and you can add your fulfillment note here for this item and that will pop up on check in.
Any last thoughts or questions.
Okay, then I'm going to stop the recording.