The key objectives for this session are:

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5 The key objectives for this session are: Being able to create sets, and manage sets in the event you need to modify an existing set Differentiate between the 2 types of sets that are available in Alma, which are logical sets and itemized sets Run jobs to perform tasks using your saved sets And monitor those jobs to make sure they complete successfully. 5

6 In order to run jobs for sets, you must have one of the roles listed here. 6

7 Let s talk about creating sets and the different kinds of sets that are available.

8 There are 2 types of sets in Alma: itemized sets and logical sets. An Itemized set consists of individual records in the Repositorythat have been manually selected to be part of the set. Itemized sets are static. This means that when a new record meeting the criteria for the set is added to the repository it is not automatically added to the set because it wasn t initially selected to be part of the set. A Logical set is identical to a saved search query that we did in the Searching Effectively in Alma session. The set will include the entire list of results of a search query. The population of a Logical set is dynamic; it always reflects the records that are currently in the Repository. This means that each time you use the logical set search query, records that were added to the repository will be included in the logical set, or items deleted from the repository will be removed from the logical set. Sets can consist of many types of records - bibliographic records (using an All titles search), authority records, physical titles or items, digital titles or files, or electronic packages or portfolios. 8

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10 By default, the Manage Sets screen opens to the My Sets tab. This tab contains the search queries which were created by the user. If the set was marked as Private by the user, the My Sets tab will be the only tab it will display on. You ll also see a Public Sets tab and an All Sets tabs. The Public Sets tab contains any queries saved by users marked as not Private (i.e., available for Public use), and the All Sets tab contains all Public and Private Sets. Only those with a Repository Administrator role will be able to see the All Sets tab. If there are many, many sets listed, you can use the filter drop-down to filter by contents type. You can also use the Find search box to find sets created by a certain person or search for the specific name of the set. Each Set has several possible actions, which are accessed by clicking the Actions button: The Edit option opens the Set Details screen and allows you to modify the set parameters Catalog Set moves the contents of the set to the Metadata Editor, for easier cataloging workflow. You ll see the Catalog Set option display with sets that have a contents type of all titles (which are bibliographic records), or digital titles for example. Members allows you to see or edit the items that are part of an itemized set. For Logical sets, you ll see a Results link instead of Members. Results runs the saved search query and displays the results Duplicate allows for the duplication of a set, so you can modify it as needed to ultimately create a new set Delete removes a set that s no longer needed. 10

11 New queries and sets can be created by clicking the Add Set button. Choose Itemized or Logical and the appropriate screen will be opened. 10

12 Let s look at the process for creating an Itemized set. Note the screen is similar to the screen for saving search queries like we did in the Searching Effectively in Alma session. Add a set name, description and note when necessary and select the set s content type from the drop-down. The set may contain authorities, all titles (i.e., bibliographic records), physical titles or physical items, digital titles or files and electronic packages or electronic portfolios. Note that once a content type has been selected and the set created, you will not be able to modify the content type. Select the set status active or inactive - and then choose whether you want this set to be private or public to allow access for other staff users. Now that we have the parameters in place for the set, now we need to add records to the itemized set. To do this, we click the Add Contents to Set button. 11

13 You ll be put into a Repository search screenwhere you can do one or more searches, selecting the specific items you want included in the set, and then clicking the Add Selected button to include them in the set. After all desired items have been added, click Done. (Remember that because we re doing an Itemized set, we select which specific records we want to include in the set.) In this example, I m looking for physical items, filtering to find items only in the Main Library. I select the items I want to include in my Itemized set, and then click Add Selected when I m done selecting items from this search. Then I can do another search from the search screen and continue to select items. When I m completely finished adding items to my set, I click the Done button and I ll be taken back to the Manage sets screen with my Itemized set of records saved. From the Manage sets screen, I can use the Action button to modify the set parameters or the members or items within the set as needed.

14 For Itemized Sets with the Content Type Physical Items, it is also possible to add records to the set using a file upload. Files should be in Excel format and contain a single column with the list of items barcodes to be included in the set. This is an example of the file - and note the system begins reading the barcodes from the 2nd row of the file; the first line is a header row. Let s look at creating an itemized set live in Alma now. 13

15 Create and save an itemized set: Name: moving items from Graduate, Law and Science Libraries to Main Library Set content type: Physical items Private or Public Perform search for chance Select items located in Graduate, Law and Science Libraries to create set 14

16 Creating a Logical set is essentially the same as saving a search query from a Repository search or the Quick Search box - like we did in the Searching Effectively in Alma session. From the Alma menu Manage sets link, click the Add set button to create a logical step. Step 1 is to add set name and other details. Click the Next button to go to step 2. Enter a search term(s) & run the search from the Repository search screen that displays, then click on the save button on the right-hand top or bottom side of the screen to save the new logical set. Because we re creating a logical set, it will contain all of the results from the search, and will be updated when we use the set the next time with any new items that meet the search criteria that were added to the repository, as well as remove any items from the set that were removed from the repository. 15

17 The new set is saved and you are redirected to the list of sets, where you can to continue work on other sets or modify the search query associated with a Logical set. By clicking Results in the Actions menu,the repository search screen opens. To modify the search query for the set, click Change Query at the top of the results screen. 16

18 The Repository search interface is displayed, with the current query already defined. Modify the search query as desired, and click Go to run the search. At the top or bottom of the results page, click the Save Query button in order to associate the new query with the Logical Set. Let s go to Alma and I ll show you live how to create a Logical set from the Manage Sets section of the Alma menu. 17

19 Create and save a logical set: Name: Exporting all records related to fable(s) Set content type: All titles Private or Public Perform search for fable and save set Modify set by changing search term to fables and save set again 18

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22 Create and save a logical set: Name: Changing PO Line status Set content type: PO lines Private or Public Perform search for Workflow = Sent Material Supplier = BKSN Acquisition Method = Purchase Save set Create and save an itemized set Name: Update PO Line transactions to use different M: Social Sciences fund Set content type: PO lines Private or Public Perform search for Workflow = Sent Select items using any fund but M: Social Sciences Save set 21

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24 Create and save a set of lost items: Name: Items with status of lost Set content type: not required Private or Public Save set Create and save a set of claimed returned items: Name: Items with status of claimed returned items with overdue charge Set content type: not required Private or Public Save set 23

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26 Create and save a set of users: Name: Users with the name, David Set content type: Users Private or Public Save set 25

27 The main purpose of creating sets is having the ability to work on them in a work area or perform global tasks using automated jobs. Some examples of where a set is very useful to use with automated jobs are: performing a global change in a set of bibliographic records permanently or temporarily moving items in the set from 1 location to another withdrawing items in a set - just to name a few examples. Now that we have a set created, we can use that set with a process in order to perform a global task.

28 In order to run a process, from the Alma main menu we select the Run a Job link that is part of Manage Jobs under the Administration area. 27

29 You ll be taken through the steps to run the process using a wizard so in this case you ll see in the upper-right that there are 5 steps to complete in order to run the process. The first step is to select the appropriate process that you want to use with the set. There are many jobs that are available to you; keep checking back because new jobs will continue to be added. You can use the filter drop-down to help identify which type of process you want to run. Some of the more popular jobs include Move physical items, Withdraw items, and Suppress bib records from discovery, but you can see some of the other jobs that are also available. One of the newer jobs allows you to create work orders for items in a set. In this example, we re going to move physical items from 1 location to another so using this process, we can move multiple items to a particular location at one time. If you happened to view the Request workflows training session, there we talked about how to submit a request to move an individual item to a new location either temporarily or permanently. Running a process makes it quicker if you have multiple items that need to be moved from 1 location to a new location. You can create the set of items that you need to move, and then run the move physical items process against the set. Though we re using the Move Physical Items process for this example, the other jobs will generally follow the same steps that we ll go through. 28

30 Step 2 is to select the set you want to use with this process. Step 3 is to enter the applicable parameters for running the process. The parameters, of course, will depend on what type of process you want to run. 29

31 Step 4 is to name the process so you can identify it later when monitoring to make sure the process completed, and you ll click the As soon as possible radio button under Schedule Job. Step 5 is a review & confirmation screen, indicating that parameters for the job. When you click Submit, it will queue up the job to run in Alma. I ll show you this live in Alma now. 30

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37 We ve seen how to associate a set with a job and run that job. Let s look at how to monitor the job to make sure it runs successfully.

38 From the Administration column in the Alma menu, click the Monitor Jobs link. 37

39 From the Monitor Jobs screen, there are several things to mention. 1.) Notice the 3 tabs across the top: Scheduled, Running, and Completed. Any jobs that are scheduled to run will appear in the Scheduled tab. Once they start running, you ll see them on the Running tab. When they have completed running, you ll see them on the Completed tab. 2.) There could be many, many jobs in the list so there are several ways to filter: Youcan use the filter drop-down to filter by specific types of jobs, OR You can filter using the Submit date fields to see just the jobs you may have submitted today or within a date range. Lastly, for each process, you ll see a start date & time, end date & time, and a status in this case either Completed successfully or Completed with errors. From the Actions button, you can see a Report to find out more information on the completed process. The Events link could be helpful in troubleshooting if the job failed entirely, as it will take you through each step of what the process did so you can possibly see where a process may have failed. You can also search for & view items from the set to make sure that they did, indeed, move to the new location successfully. 38

40 We ve seen how to associate a set with a job and run that job. Let s look at how to monitor the job to make sure it runs successfully.

41 In this session, we looked at how to: Create both logical and itemized sets and understand the difference between the 2 types of sets. Run jobs to perform tasks using the saved sets. There are many jobs to choose from currently, and they are continually being added. And lastly, monitor jobs to make sure that they completed successfully. 40

42 For more details on creating sets, and running and monitoring jobs, you can consult the Alma Resource Management Guide - either using the Online Help within Alma or on the Ex Libris Documentation Center. 41