Yvonne Kester: started recording.
Yvonne Kester: Thanks everyone for joining me today for purging patrons and Alma.
Yvonne Kester: Before I get started, I just.
Yvonne Kester: would like to thank Christie Lee for once again allowing me to use new paltz as a guinea pig.
Yvonne Kester: she's allowing me to work not only work in their live environment but i'm going to be deleting actual.
Yvonne Kester: patron records today so we'll we'll hope that goes well i've practiced it a few times, but of course I can only go so far in the practicing and.
Yvonne Kester: And as we're live anything could happen so.
Yvonne Kester: Without further ado i'll just continue.
Yvonne Kester: So purging users is really pretty simple, there are a lot of.
Yvonne Kester: Little pieces to it, but nothing too onerous.
Yvonne Kester: The first thing you really need to decide, are what parameters you're going to use what what expiry date do you want to use which user groups do you want to purge and what do you want to do if there are fines or fees or outstanding loans on the record.
Yvonne Kester: i'm going to say this, a few times the producer records job will not purge users with items checked out.
Yvonne Kester: Or if they have a balance on their account it just malt unless you, I mean the purge job actually has a wave.
Yvonne Kester: Fines fees area, and you can you can put.
Yvonne Kester: A limit there, and anything underneath that limit, they will the project, the projector users job will purge that record, but other than that it, it will not touch those records, so you don't have to worry about it.
Yvonne Kester: So the basic steps we're going to go through today.
Yvonne Kester: we're going to check your user delete user policy we're going to create a purge user group.
Yvonne Kester: we're going to use analytics to identify the users, we wish to purge i'm also going to use analytics to take a look at fines and fees and outstanding loans.
Yvonne Kester: Then we're going to create a set of users to purge we're going to run the update notify users job on that set and then we're going to run run the purchaser group.
Yvonne Kester: purchaser records job.
Yvonne Kester: The roles we need for this for the analytics you just need design analytics and then for creating user sets and running the update notify users and purge users job you need user administrator.
Yvonne Kester: So the first thing you do you want to do is to check your delete user policy and, if you have deleted users in Alma, this is probably already set.
Yvonne Kester: There are four choices here, but the recommended one is to keep the statistics and remove the primary ID.
Yvonne Kester: This just keeps all your user data.
Yvonne Kester: Without keeping any identifying information, the other possibilities here the keep fully reportable will deactivate the user, but it will keep all the information on them, the primary ID the name and everything.
Yvonne Kester: If you use keep statistics, it will remove most personal information, except for the primary ID and then the primary ID will move to the last name field.
Yvonne Kester: If you choose fully remove it will remove like any trace of that user record at all statistics and everything so they recommend X X leverage recommends keep statistics and remove primary ID and that's what we're reusing.
Yvonne Kester: The second step is to add the new purge user group and again if you've done this in Alma already you probably already have this or something like it you don't have to name it purge but.
Yvonne Kester: it's it's a very it's a good name for us because it could be nothing else.
Yvonne Kester: And to create that producer group you're going to go to different places and i'll take you there and show you.
Yvonne Kester: And then, once you have all of that done.
Yvonne Kester: you're ready to actually start the process so you're going to use analytics to identify the users to purge again need to decide what expiry date to use what user groups to filter.
Yvonne Kester: And then, again, the producers job will exclude users, without standing loans fines for fees.
Yvonne Kester: But today i'm going to show you a couple of analyses that you can identify users with outstanding loans fines or fees.
Yvonne Kester: So for to identify users to purge, this is the.
Yvonne Kester: The analysis that I built and i'll build it live today.
Yvonne Kester: I don't think I have to go through and read all of this we're just going to do it later, but it'll be here for you later when you can you can download the slides.
Yvonne Kester: And, to see if any patrons have outstanding loans, this is the analysis that i'll be building today and the filters.
Yvonne Kester: And then, to see whether patrons have Heinz your fees, this is the analysis that i'll build today as well, and the filters.
Yvonne Kester: Once you have all of the users, that you wish to purge or the user records that you wish to purge you're going to export the analysis to excel you're going to edit that excel sheet.
Yvonne Kester: By changing the primary identifier column to username in all caps and then you're going to delete all the other columns.
Yvonne Kester: So once you've got your file your excel file of the records to purge you're going to create a set with that and we'll run through that today as well.
Yvonne Kester: One thing things you need to take note of are to just choose an easily recognizable name I generally will say producers and add the date because you can't take it any other way.
Yvonne Kester: Set the content tied to user.
Yvonne Kester: Private generally I just say no, but if you're going to be doing the job if you're going to run the job you can use it, you can be made, keep it a private set because you're the one who's going to be using it, but otherwise people won't see the set so I always change it to know.
Yvonne Kester: The set type will be active and you can leave all other fields alone.
Yvonne Kester: To add the contents from the file to the site you're going to browse in your computer full to your excel file and then click safe.
Yvonne Kester: Using that set you're going to run the update notify users job to change the user, the user group to purge and to change the purge date.
Yvonne Kester: Just a note on the update you notify users job it can do a lot of things so just be careful you're just going to have two parameters that you're running on so just make sure that it's purge date and user group and you'll be fine.
Yvonne Kester: After you've done that, and change all those user user groups to purge or those user records to the purge user group you're going to run the patron job, and this is what actually purchase the user records.
Yvonne Kester: Again i'll go through all of this, but.
Yvonne Kester: You are going to this is where you would add the wave threshold, if you have.
Yvonne Kester: $1 amount that your library is willing to waive like $1 or even more.
Yvonne Kester: You can put the number amount in there and it will purge all user records with that dollar amount and under otherwise, if you leave it blank it will not delete any patron records at all if there's even one penny on their account.
Yvonne Kester: And again if if they have any outstanding loans, they just won't be purged period.
Yvonne Kester: And so we've come to the end of the slides, and I will.
Yvonne Kester: Take you into Alma.
Yvonne Kester: Does anyone have any questions before I continue.
Yvonne Kester: Okay.
Kevin L Michki: You on I have, I have one question how.
Kevin L Michki: Their person in all my but how does that work with regard to the SIS, you know, like if we have we have daily SIS loads from our it department, we have to give them a list of purged because otherwise I would assume they would be put back into the system.
Yvonne Kester: Well, I think that if you're purging user records and they're probably not being loaded an updated in the system anymore.
Okay.
Yvonne Kester: But yeah I mean you would you definitely want to make sure that you aren't purging active, you know people who are actively still in the.
Yvonne Kester: In the College community.
Kevin L Michki: What we will right yeah I just if they were if the dates occasionally we have some that have you know past expiry dates, but there for some reason still being.
Kevin L Michki: You know, coming through on the the nightly load, so I guess, I would just need to double check with my systems guy and make sure that we're doing anything we shouldn't be done.
Yvonne Kester: yeah I would say, definitely That would be a good idea.
Yvonne Kester: The the expiry date that i'm going to be using today is 2014 so I I guess i'm i'm pretty cautious about purging users, generally, and the only time i've ever done is for pretty expiry dates pretty far in the past, so hopefully you're not getting any of those.
Kevin L Michki: Thanks.
Yvonne Kester: you're welcome.
Yvonne Kester: Okay, so um.
Yvonne Kester: First we're going to check our delete user policy i'll just show you how to do that again if you've done this already in all my you probably already have set this but you'll go to config user management and then under general you're going to.
Yvonne Kester: check your delete user policy, and you can see, here we have it keeps statistics and remove primary ID so I won't change that.
Yvonne Kester: The second thing to do is to add here new purge user group to do that you're going to go to config again user management and you're going to go to user groups, first because you're going to add the group, and then you can go to user record type so go to user group first.
Yvonne Kester: And again we've done this already and the purge user group is already there.
Yvonne Kester: But if it weren't you would click add row and just do.
Yvonne Kester: That just make sure you don't have the default value as yes keep it as know and then add row.
Yvonne Kester: And then SAVE, of course.
Yvonne Kester: And then he would go back to user management once you've done that, and go to the user record type user group.
Yvonne Kester: And again, we have it already here, but if you didn't, then you would add the row, and since you just added the purge group to user groups, you would have that in this list to choose.
Yvonne Kester: And then you can choose which record types and we would do public and staff.
Yvonne Kester: And then add row.
Yvonne Kester: So now we're ready to go ahead and go into analytics I have to get out of config first.
Yvonne Kester: So you're going to go to analytics design analytics.
Yvonne Kester: And i'm just gonna i'm gonna do some analytics playing.
Yvonne Kester: Oh, I see I got the chat.
Yvonne Kester: The least but what scary message came up.
Yvonne Kester: Okay well.
Yvonne Kester: We could talk later ELISE I mean I wouldn't I wouldn't run this job, while we're having the the presentation, if I were you anyway.
Yvonne Kester: But we could talk later.
Yvonne Kester: So first i'm going to build the query to to see what what records we're going to purge.
Yvonne Kester: So to do that i'm going to go to create.
Yvonne Kester: And then analysis.
Yvonne Kester: And we're going to go to users.
Yvonne Kester: Oh, the action is irreversible, are you sure you want to continue yeah it does try to scare you.
Yvonne Kester: But if you've done all of the steps correctly if you've if you've just you know done it slowly incorrectly, then yes, you can just go ahead and and continue.
Yvonne Kester: They just don't want you to do something irreversible.
Sir.
Yvonne Kester: Okay, so.
Yvonne Kester: To to get the users to purge you're gonna.
Yvonne Kester: you're going to go to user details.
Yvonne Kester: and the first thing you want is the primary ID and when you're building this I don't know how many of you have worked in analytics, but you can either Double Click on these or you can just click and drag so i'll just show you both.
Yvonne Kester: So you're going to need the expiry date.
Yvonne Kester: User group.
Yvonne Kester: User record type.
Yvonne Kester: And for my presentation today i'm going to put last name and first name.
Yvonne Kester: And Douglas asks what about users with no expiry date.
Yvonne Kester: That is a really good question.
Yvonne Kester: i'm going to have to get back to you on that, because I see that that would be a perfectly plausible situation.
Yvonne Kester: I think that what I would do I would run I would build a query and analytics to see.
Yvonne Kester: Whether we have any patrons with no expiry date.
Yvonne Kester: And then I would probably take a look at them one by one, to see what their records look like if there's any activity on them, etc, but I will i'll look into that and get back to you.
Yvonne Kester: Okay, so um.
Yvonne Kester: So I put the last name and first name in here because I think that if you were doing this at your.
Yvonne Kester: At your.
Yvonne Kester: leisure and in the privacy of your office you probably would put the last name and first name.
Yvonne Kester: And another reason i'm putting it on here is to show you how you can hide columns.
Yvonne Kester: Because it would be a privacy violation if I put people's first and last names out here so.
Yvonne Kester: To hide a column you're going to go to column properties and then the column format tab and click hide.
Yvonne Kester: And click OK.
Yvonne Kester: And then, when I run this query you won't see those columns.
Yvonne Kester: amanda's asking is the last active date.
Yvonne Kester: In analytics yes, you if you have set that up in.
Yvonne Kester: In all month.
Yvonne Kester: It will be a choice and analytics I think let's see.
here.
Yvonne Kester: yeah last activity date.
Yvonne Kester: But that's something that you actually have to activate and almost before it shows up in your analytics.
Yvonne Kester: OK, so the other filters i'm going to use on this.
Yvonne Kester: are obviously expiry date so i'm going to filter this it's going to be is less than.
Yvonne Kester: And then i'm going all the way back to 2014.
Yvonne Kester: And then, just to may 1.
Yvonne Kester: Okay.
Yvonne Kester: So that adds it to your filters.
Yvonne Kester: Today i'm going to filter to user groups I don't know if you would do that or not, but it's just a an option.
Yvonne Kester: Obviously, we have lots of user groups, you probably do too.
Yvonne Kester: Today i'm just going to do faculty graduate staff and undergraduate.
Yvonne Kester: And then the user record type is going to be public.
Yvonne Kester: And that's it.
Yvonne Kester: let's see what happens.
Yvonne Kester: So we've got an a pretty good set here.
Yvonne Kester: Not too big not too small.
Yvonne Kester: So what you're going to do with that set is you're going to export it and to do that you're going to click up here.
Yvonne Kester: And I have found that if you if you use the formatted xml it's going to add a blank row at the top of your data for some reason and i'm I just don't like it, I always end up deleting it and you would have to delete it if you if you did that this way.
Yvonne Kester: But if you just do the data excel it will download.
Yvonne Kester: i'll show you.
Yvonne Kester: At all it'll download.
Yvonne Kester: A file without that extra row on the top.
Yvonne Kester: So we've got we've got my the set that i'm going to delete.
Yvonne Kester: But before I do anything further i'm going to stop and create a couple of sets and show you how to find out whether these people have outstanding loans or fines and fees.
Yvonne Kester: So i'm going to do that i'm going to go to create a gun and analysis and the first one will be fulfillment to find out if they have any loans and it's complaining, because I haven't saved my query that's fine.
Yvonne Kester: So in fulfillment.
Yvonne Kester: we're going to go to borrow or data for borrower details sorry.
Yvonne Kester: And again we're just sort of grabbing the same information that I had in the previous query we're going to have primary identifier.
Yvonne Kester: expiry date.
Yvonne Kester: User group.
Yvonne Kester: User record type.
Yvonne Kester: In loan details.
Yvonne Kester: The biggest one that you want as loan status, you could also put due date if you're interested but loan statuses the real, the one that you really want and then.
Yvonne Kester: Under loan you want loans in house and not in house.
Yvonne Kester: And again you're going to filter for the same things that you're filtering for for your patron perch.
Yvonne Kester: Less than.
Yvonne Kester: A first 2014.
Yvonne Kester: same user groups.
Yvonne Kester: it's a record type.
Yvonne Kester: And then the loan status is the kicker you're going to filter for active loans, because otherwise it will give you.
Yvonne Kester: You know, historic loans and things.
Yvonne Kester: and
Yvonne Kester: see what that gives us.
Yvonne Kester: So.
Yvonne Kester: Two of the people that I or records that I want to purge.
Yvonne Kester: Have active loans.
Yvonne Kester: So when I run this producers job I expect to see both of these fail.
Yvonne Kester: i'm going to write them down i'm just writing their numbers down.
Yvonne Kester: Because.
Yvonne Kester: I will check that later.
Yvonne Kester: And now.
Yvonne Kester: I want to find out if anybody has any fines and fees so i'm going to create an analysis.
Yvonne Kester: And fines and fees.
Yvonne Kester: And for that again you're going to.
Yvonne Kester: Be basically grabbing the same information it's a little bit different put together a little differently, but it's pretty much the same information you're grabbing so you're going to get.
Yvonne Kester: Your primary identifier.
Yvonne Kester: Your expiry date.
Yvonne Kester: User group user record type.
Yvonne Kester: And then from science and fees and transactions transactions, you want remaining amount.
Yvonne Kester: In and filter for the same things.
Yvonne Kester: And we'll see what happens.
Yvonne Kester: So one.
Yvonne Kester: One user record has $22 on it, and I see that it actually matches the same number as one of the ones that has outstanding loans, so when I run this patron purchase patron users job.
Yvonne Kester: I expect two records to fail.
Yvonne Kester: And that that's it for analytics does anybody have any questions about that.
Yvonne Kester: Okay.
Yvonne Kester: we'll just move on.
Yvonne Kester: So.
Yvonne Kester: As you know, we've got my.
Yvonne Kester: My analysis that I downloaded.
Yvonne Kester: To what you want to do now is edit this file and to do that, you need to enable editing.
Yvonne Kester: Then you're going to just delete every.
column.
Yvonne Kester: Except for the primary identifier column.
Yvonne Kester: And then you're going to change the column header to username.
Yvonne Kester: In all caps.
Yvonne Kester: and save it.
Yvonne Kester: You can just close that.
Yvonne Kester: So we're ready to create our set now.
Yvonne Kester: To do that you're going to go to admin manage sets.
Yvonne Kester: it's going to be itemized.
Yvonne Kester: So give your set a name that you.
Yvonne Kester: will recognize.
Yvonne Kester: Set content type is going to be users.
Yvonne Kester: per user.
Yvonne Kester: Again, you can.
Yvonne Kester: You can leave it, yes, if you know that you're going to be running this job, but I always change it to know so that anybody else can see this set.
Yvonne Kester: The status needs to be active and you don't need to change any of this.
Yvonne Kester: So you're going to add your file here so just browse.
Yvonne Kester: there's my analysis.
Yvonne Kester: And click save.
Yvonne Kester: So it was created successfully now we're ready to run the update notify users job on it.
Yvonne Kester: So you're going to go to admin run a job.
Yvonne Kester: And you can just search user.
Yvonne Kester: narrow down the list considerably.
Yvonne Kester: click on update notify users click next.
Yvonne Kester: Choose your set that you just created.
Yvonne Kester: Next.
Yvonne Kester: And, here again, you can see, there are many, many, many things you can do with this job so we're only going to use two of these parameters.
Yvonne Kester: The first one is purged date.
Yvonne Kester: And i'm going to just set that way back in the past.
Yvonne Kester: And, and then you're going to change your user group to that purge user group that you.
Yvonne Kester: created.
Yvonne Kester: And this just makes it absolutely sure that.
Yvonne Kester: No other users are going to be.
Yvonne Kester: grabbed in this job it's specifically that user group, and you can also see that when I filled those out it checked these off, but none of the others are checked so it's not going to do anything else.
Yvonne Kester: click next.
Yvonne Kester: gives you a chance to review.
Yvonne Kester: Just in case you don't want to do this, are you sure you want to do this, yes i'm sure I want to do this, but you can check, yes, yes, and then the rest are no.
Yvonne Kester: only going to do those two things.
Yvonne Kester: Okay, so i've got not gone this far, yet So here we go submit.
Yvonne Kester: joy my sure I want to continue yes.
Yvonne Kester: Okay, so it shouldn't take too long for that to run you can.
Yvonne Kester: Just monitor it here, and you can also monitor it here.
Yvonne Kester: monitor jobs show you the same thing.
Yvonne Kester: What does purge date actually mean.
Yvonne Kester: Oh well, the the purge I am purging.
Yvonne Kester: I am purging records from 2014 and that's the expiry date that I grabbed I grabbed.
Yvonne Kester: i'm just giving them a 90 1994 purge date, just in case.
Yvonne Kester: I guess it's just overkill really it's.
Yvonne Kester: it's really overkill actually because anything anybody in that purge user group is going to get purged and it doesn't really matter what their purge date is.
Yvonne Kester: But it's just like adding an extra layer of security, I guess.
Yvonne Kester: I guess I don't have a good answer it's overkill.
Tina Kiernan: So I don't really get it right, because you created a file the file has the records, you want to delete in the.
Tina Kiernan: Right, the word purge date doesn't mean anything to me to me a purge date would be a date that you are, you know purge all these records through 1994 or personal these records as of today's date so I don't get the purge date idea like it it's it's making no logical sense.
Yvonne Kester: yeah i'm kind of following along with the instructions and it seems to be.
Yvonne Kester: A little bit meaningless as well, and a bit of overkill but I i'll look at i'll look into this and see if I can find a very logical reason before you.
Tina Kiernan: Tonight I don't know, was it like what what in 1994 date is telling me.
Yvonne Kester: So that's not.
Yvonne Kester: it's just like saying don't you know don't purge anyone anyone before 1994 purge date and nobody is going to have a 1994 purge date at this point so it's not going to delete anybody else but you're right, I mean the fact we just create we're creating we created a set and.
Yvonne Kester: it's going to run on that the members of that set and that's that's all it's going to run on anyway, so it doesn't really.
Yvonne Kester: I guess doesn't really matter.
Tina Kiernan: Okay, thank.
Yvonne Kester: You yeah you're welcome, I will get back to you on that, I think, maybe it is just overkill and and we could leave this step out but i'm following.
Yvonne Kester: The instructions.
Yvonne Kester: Alright, so let's see let's see if this is done.
Yvonne Kester: So this is what I get for joining us live.
Yvonne Kester: Dear.
Yvonne Kester: I do apologize I didn't think 24 users, just because.
Yvonne Kester: bottleneck.
Oh come on.
Yvonne Kester: wow okay.
Yvonne Kester: Yes, amanda it is adding a purge date of 1994 to these records yep.
Yvonne Kester: I don't know if i'm going to be able to show you everything, this is.
Yvonne Kester: Well i'm going to pretend, I guess, and this is kind of what i've been doing as i've been practicing this anyway so.
Yvonne Kester: We can come back and see if it if it finishes but, once this job runs.
Yvonne Kester: Then you would be ready to do the purge user job and i'm just going to talk about that really quick.
Yvonne Kester: So you're going to go to admin and then purge user user records and.
Yvonne Kester: If you've done everything correctly up to this point.
Yvonne Kester: This is should not be a scary thing at all, but you're going to go to purge user records add job.
Yvonne Kester: And it'll open up this window here.
Yvonne Kester: And since you've created.
Yvonne Kester: Since you've created the set and everything you don't really need to worry about this number of days after purge date but you do you want to make sure that your user record type is public and then your user group is purge.
Yvonne Kester: And here, is where you would have your wave threat threshold threshold and like I said, if you if you put $1 in there.
Yvonne Kester: Then it will go ahead and purge users with $1 and under on their accounts, if you put $1,000 in there, it will go ahead and purge records, who have $1,000 and under on their accounts, if you leave it blank.
Yvonne Kester: It just simply will not purge any records that have any money, even if it's one cent on their account.
Yvonne Kester: So once you've got all of this figured out you're just going to add in clothes and it will flash another warning at you and.
Yvonne Kester: Then it will purge the records.
Yvonne Kester: But for now let's see let's check on that job.
Yvonne Kester: And it still hasn't progressed.
Yvonne Kester: I have a feeling we're not going to get to do this today.
Yvonne Kester: Does anyone have any other questions.
Yvonne Kester: I think what i'll do is.
Yvonne Kester: make a make a little screen cast that I can send out to everybody who attended today on home i'll make it later after this job runs.
Yvonne Kester: and show you the rest of the process, and when I share that out, I will also share out the information.
Yvonne Kester: That Tina asked for and Douglas asked for.
Yvonne Kester: If that makes sense to everybody.
Yvonne Kester: Because I don't think i'm going to be able to do it.
Yvonne Kester: Alright i'm going to stop sharing and stop the recording.
Yvonne Kester: Unless anyone has any other questions.
Okay.