So speaking of those the acronym your peers si s and that's again your student information system. So think about banner. Think about any data that gets dumped into all if currently that comes from elsewhere and play floats.
That's all student information system stuff. And so if the users record as external. That means that it's going to be loaded from the SI s
And you can't touch those records and that's gonna be hard because we always want to be able to have the most current information right there and fix it for the student.
But we can't do that in Alma, we have to get them so they have a change of address, they have to make that change of address with their full call with the college
Of and if their personal identifier, which is like their network login or whatever you've chosen. I believe we're all doing pretty much network logins, though, that has to be updated in the student information system to be pulled into all of
That a pause for a second and at for questions if anybody has on student information system loads.
Okay.
So, this is David Dewey.
And he's our test student that's loaded into banner for us and he came into Alma with gray backgrounds on his name's
Of and his gender that was set his birth date has purged date has expiration date of his user group came in, but we can change that if we need to. We can also
Edit his title or job category if we need to. They are not required fields of the only required fields. Our first name, last name, and primary identifier.
Everything else you can change on your own.
Kathy, you're asking, do you have to be certified to be able to assign roles to users. No, you do not need to be an Alma administrator to do that so
I imagine you're asking because you're going to have a bunch of student workers showing up in August and they're going to need roles.
And you're wondering if you have to bother that one. Are those one or two people that are certified to do that. No, you will be able to add roles and add profiles, which are groups of roles to patrons.
And I realized I think I left note profiles are coming up on slide 20 so we'll get back
Did that answer your question, Kathy.
So,
Kathy. You just need any of the permissions any of the users that I'll go back here so circulation desk.
Manager can allow you to add roles.
You don't need to be a fulfillment administrator Circulation Desk manager by itself is enough to add roles.
And so Barbara's asking the students currently the students are external but we are not yet using banner or any authentication.
In all, if we take care of updates to student accounts should students be changed to internal so we can update account information as needed a that is a bigger question here. And I'm hoping ideal chime in with an answer to that.
So,
I'm just rereading it I was getting distracted on the user manager role that was needed to profiles. You may also need the user manager role.
Okay.
The circulation desk manager to add profiles.
I'll pop in next time we're an Alma will look at what roles. I specifically have to see which ones I have that you've dealt
So Barbara, your question about whether or not to change things. What I would suggest right now is that tomorrow. We've asked X lemurs during the Q AMP a session to really go over
What the primary ideas and how that inner plays with si es loads and authentication and different things.
As we know, the bear integration is taken a little longer, and that the final forums are due on Friday for the non University Centers.
So I encourage somebody from the campus to attend that to see if you can kind of make that idea. I know that we've had some discussion. I know Gail's on the call as well, who's been looking at this
But is it Tomorrow's a really good place to do that.
It to decide. Ask the Q AMP. A if you really need to change those users to internal or external on your end, you do it on your form or migration for misty Friday.
Okay.
Hi this is Gail, I would just add that you can individually toggle a user from external to internal to tell them to internal update, would you need to update and then toggle it back to extra
gal. But if they are toggle back to external. The next time of banner load happens or information system.
Things will get overwritten.
worry that if they're not currently using banner that
Oh yeah actually using 10
Yeah.
Yeah, just wanted to throw that out there in case anybody else. This is a way to get around updating things in the
studio system. Yeah.
Because that would be bad.
It would just be frustrating. Right.
And confusing and yes
Yeah, okay.
You know, and you'd be sitting there, then you're blaming Obama for all your problems.
Which always not the scapegoat.
That's what I've learned this year, we can't use the alma as a scapegoat.
Of. So I do want to bounce back over and I'm going to share
Chrome again.
Zoom used to like to show me what was available to share. There's Chrome. So I'm going to look at myself.
Pay no attention to the job category that's something that we've done. That's a little loop. See here.
So I'm going to scroll down and see what I have and I do have that user manager role and I have user administrator. And so if I click on user administrator. It just tells me, you know, what does this mean
And then I can always go to help for this page.
And it's going to take me right back to user role details and it's going to show me some information. And then we get that user roles again.
And then Kathy. Look at you search in the documentation Heidi of. And you do need user manager.
And so it tells me right here that user manager manages user information such as roles blocks and contact information so that would be a good one for everyone to have
But user manager does all of that and more or user administrator does all of that and more. So you would only need one of the two
Okay.
Back over to PowerPoint.
So now we're going to talk about why you would even want to edit a user
And you may want to edit a patrons user record if they can't check out a book or place a hold
They're not receiving notifications, they can not log in to their Patreon account of these are all things that you may need to deal with on the user's record.
And you may want to add a staff account if they can't perform a necessary task and Alma like Kathy trying to add roles. So she's going to need her user record, edited by someone who is an administrator to add that
And then if they can't log into Alma. So if you've made a super complex password and you wrote it down on a post it note.
And your post it no got taken by the cleaners, because it fell off and then you can't get in the next day. So, one may need to go to your record and reset a password for you.
And unlike olliffe expiration dates matter and Alma. They're not just sort of fake fields there. They have to be real. I'm thinking, Elliot. Sorry, and Elliot expiration date does not matter and all my does. You have to be valid and Alma to have access. And do you think
Okay, so how do I edit a user record and you have two ways here.
And I'll show you the PowerPoints, and then I'll jump over and we'll do it.
So in the fulfillment menu, you can choose managed services scan card or type the ID. Click Edit user info make the changes and update the user pretty straightforward.
And editing roles you don't do it. Men and manage users search, click the ellipses and scroll down
So let's hop back out because everyone loves Logan's which is the screen.
So way one the first place, you may want to go is fulfillment managed patient services.
And this is where I can search for David Dewey.
And it helps if I type is information right and I bring him up and I click Go. He has a block, we'll talk about more of that later for right now and then click override
Of and this is where I would actually check things out is right here on the patron services screen, which is why it was dealt with a why I got the block. Notice I could see the his notes, I can see that he's a bad patron that has a fine.
I could see that he has that we're going to loan something out.
I can look at returns here I can look at request. There's no dog ears. So the tab doesn't have any content and there's been no network activity. So I'm going to leave it alone because I'm going to loan things out.
And there's a filter down here where you can change it to all loans and I can see that he does have things out. That's what was meant by the little tab.
But I'm going to leave it at loans of this session of Emma up here is the edit user info and this is where I'm going to go and it tells me the student information system is the owner and now I'm back here.
And I can sit here and look and see if I need to change things have I can go down here and I see again that it's
The building systems there, but I can add in additional email addresses, if I need to, or I can edit a local address if I need to hear and I can update phone numbers. And that's actually my colleagues, phone numbers. So that's fun that David gets packets calls for David
So that is one of the ways to go there.
The other ways under your admin tab and manage users.
And this is where it's going to show you, everyone.
And I'm going to search for David doing. And this is where whenever you see three dots that always means there's more actions.
And this is where I can edit him. I have the administrator role so I can do deletes let's not delete him. I don't think Ken would be very happy with me if I deleted him.
But then I get back to the user details and I can see more information here because it's not the quick user at it. I can look specifically at his contact information.
And I can see everything that's listed. It's a different view. I can see the identifiers that have been set up.
His system number which came over from all if
We had put in a banner number for him, which came over his driver's license any notes.
Any blocks.
fines and fees. So I wanted to jump in and sort of see what was there. And then this will get to when we deal with find to these later.
Statistics.
Attachments.
Which are going to be the notification emails that he received
And I can resend an email from here or view it.
proxy for if he's if he's a proxy for someone, I can see that here and that a general history which shows me everything that's happened on his record.
So, that is that is the second way to sort of really manage the user and that one definitely requires the user manager role and I have the user administrator role. So you may see less than I see
Stop the share
Back to the PowerPoint.
So profiles. When you saw the role screen you have a button to add an individual role.
But that can be rather annoying if you have a group of people that all need the same roles such as student workers.
And so what you can do is you can set up all of those permissions as a role or as a profile so that you can just click Add profiles and then add that group.
And it will save you a lot of time. Yes, you still need to do it for every student worker, but you don't have to add every unique
Role to every student worker. And then if you hire someone halfway through the semester because someone quit or you realized you needed more people because finals are coming
You wanted to get your students for next semester trained a little early, you can quickly go in and add a profile and then not have to worry
And so to do that we do it through User Management and then profiles and everyone's favorite activities switch again.
And so I do it through managed users.
And I will look up
Even again.
And I can edit him.
Up.
And out here. This is where I can add the actual profile.
And I could say, let's give David any one of these. And we've added bro before ours. So if I wanted to make him department clerk.
Notice that the table is scrunched on me. But if I put my cursor. I can mess with the table. So I want to make a David department clerk I collect I select that and click select
And now if we look. David just got much more powerful.
Okay, and that if I wanted to remove. I have to remove at the actual
Level.
I have to remove it at the chart here and hit remove selected.
Yes, I want to delete and now we're back and he's a patron scope to both the library and the institution level, I can actually take off this one because I know I added it today because that's the status date and his patron record should be scoped to our library. And now, David is back.
So if you do hit the wrong profile for a worker. You just have to look by status state for that day as long as you only added the one profile that day and you can quickly see what to remove
So dealing with of creating profiles themselves. Just to give you an idea of what that looks like. I'm going to go in to the configuration menu.
And then
I'm going to look here and
I don't actually have the ability to create profiles of
Let's see.
If I did, it would show up under of fulfillment here and it would say roles and registration is the category of show up and it would say profiles and then I click Add.
A profile.
Yeah, try and click user management.
Okay.
On the left under
Let's see. Oh, there it is. Thank you. Yeah, so even
Things are hiding a new places and hopefully it's useful to you to see that. I don't even have it all figured out. And I'm leading the training.
But it's right there and then I can add profiles here. And then I would give it a name. I'm not going to go through this and that I would select everything I needed to do and I can see everything that's here.
And so if I really wanted to see how can created the circulation department here like a student worker. What we decided to give them was just Circulation Desk operator limited and of course patron.
OK.
And now we're going to talk about how to add a user and the scenario here is going to be a community user. So you have someone walk up who is not a student, they are just a community user
You've done what you need to do paperwork wise for whatever works for your institution and now you're ready to enter them into Alma
So to do this, I'm going to go to my fulfillment managed patient services because that's where I need to work with everyone.
And I have a blue button up here that says registered new user. So I'm going to click that and look I get quick User Management and Blake this find other user and other institution, we will get to that later. That is the key trigger for walking borrowing for Sunni people from other cities.
But that's not fully ready to go yet. So I'm going to skip down here.
And I'm going to add page turner.
To our library, she gets a primary identifier and maybe I'll keep that because that might be her card number, or maybe I want to use a different
systematic way of doing things. But this is going to be her login for primo if you ever want her to be able to login
Job category could leave that blank gender. I can leave that blank campus. I can leave all of this blank if I want to
I am going to set an expiration date of for 120 20 and it didn't update right somebody slow calendar picker.
To see what format, they want, and now it's updated. I don't need to add either of these
Patron does not have an institutional record. This is where I can set the password.
And I can force that login change for this person email addresses, it's a personal
I'm just adding that in so it doesn't actually go to someone, or we do Test it. Test that and then I can add in your home address.
And then I don't even need a phone number, but I will add
This and then let's update the user
It says, oh, new password must be better than I put in and it can't be the username or password. I chose password. So I'm just going to use. I have an add on. That's going to just make a password. So we're just going to use that
And let's try to update her again.
Doesn't does not like it.
Hopefully I type the same thing twice update user
No error right away so we're good. So now page turners here and I can check something out to page if I wanted to.
Have to me, it felt less annoying than trying to add a patron in olive
Especially with the whole choosing the library of the sub library and then all the special codes.
Which you can do in here, but it just made more sense when I started to do this through here.
One thing I want to talk about is this Submit Request button that as a resource sharing thing or an acquisition thing. It is not like a, it is not to have check something out. And so it's it's part of the whole language is just different inside Alma
Okay, we are about at a good time. And so what I want to do right now.
And so I'm going to turn it over to questions and we'll a student worker type of role be able to add a user that's up to you, Brian. It depends on how you define student worker and how that profile is setup.
If they're given the correct user management role. They can, if they're not, they can't have in that event of
Foreshadowing for a later session, there are. There's no such thing as a supervisor override at Alma, you're going to have to log out and log in.
And you could do that with a different browser or with like incognito mode and Chrome to do that.
And then Alfred is asking, you know, if you want to use this dummy account to test the patron experience and primo Victor Eduardo, what information shin you entered will be used as the login credentials. So I believe it's this ID.
And the password. I just set up.
So I'm over here. And I don't know if we have our internal log on.
Eligible. We don't, we're using our one log on. So she wouldn't be able to have
Unless Heidi knows a super neat trick I can use
Know, you'd have to have the option.
So we don't because we don't plan on at this point using letting our community to use our patrons login
We may at some point in the future decide. Let's try something different there.
But if you had the ability and you click sign in and had a local account, you would be okay.
Are there any other questions.
Okay, what I'd like to know is just on a scale of one to five.
If you just type in the chat box one being, this was a horrible training and this format didn't work at all.
And five being, you know, this was good. I feel a little better. I know what I'm doing. Knowing that there's more that you're going to have to do at home between sessions. Can you give me some feedback on how it went.
I like the fives and fours. I'm seeing
EU and a six. Okay, good. So this is working for most people, because I'd hate to start a course off and learn that it's absolutely terrible or for y'all. And then you got to sit through four more hours of me showing you screens and PowerPoints.
I'm so glad to see it was all fours and fives and better have
We finished on time today, a little early, which is good. And the way the rest of the course is going to work is pretty similar to the session.
I'll send out links for you to be aware of before of, and I will send out the slides, the day before, if not earlier and we will meet on Tuesdays and Wednesdays for the next two weeks.
Two weeks starting next week and then you'll know enough to sort of create trainings on your own campuses.
And be ready to train your people locally with your local workflow practices, I will be working on a trend on training with the people from Brockport for our institution for student workers and so will be glad to share that Sunni wide when it's ready. By the end of summer.
And we'll be good to go from there.
Okay. So thank you everyone for joining us today and I look forward to chatting more with you about items next Tuesday at 10 o'clock.
So,