How to send to the vendor an analytics report of items which have or have not arrived (Legal Deposit) Yoel Kortick Senior Librarian

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Agenda Introduction and overview Step 1 Define the list of vendors Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Introduction and overview Alma has a “built in” method whereby it is possible to send a customized (or ‘out of the box’) analytics report of all items which have or have not arrived to the vendor. This is useful, for example, for Legal Deposit requirements as standardized in particular geographic areas. It can also be used to maintain additional forms of correspondences with the vendors

Agenda Introduction and overview Step 1 Define the set of vendors to whom the report will be sent Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Step 1 Define the list of vendors Create a set of vendors to whom you would like to send the analytics report. This may be done via ‘Acquisitions > Advanced Tools > Manage Sets > Add Set’ and choose type ‘Vendor’ On the next slide we create an itemized set called “Vendors to send letter” using an Excel file called “Vendors to send letter.xslx

Step 1 Define the list of vendors

Step 1 Define the list of vendors The set in this case was created with this Excel file which can be made via Alma analytics or manually

Agenda Introduction and overview Step 1 Define the list of vendors Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Step 2 Define the analytics report Define what you want in the analytics report. The default is at ‘/shared/Alma/Acquisitions/Reports’ and is called ‘Legal Deposit Annual Receipt’

Step 2 Define the analytics report Note that if you make a customized report it must include a prompt for the vendor code (because this is how Alma knows to send which items to which vendor)

Step 2 Define the analytics report Here the report has been customized and called “Items ordered in the last year”. It has been saved in directory /Shared/Alma University/Reports The customized report and directory must be added at “Acquisitions configuration menu > General > Legal Deposit Reports”

Step 2 Define the analytics report Here we add the code as: /Shared/Alma University/Reports/Items ordered in the last year We add the description as whatever we want. In this case it is the same as the report name. This is what will appear in the pull down box when we later run the job and choose the report. Note that the code includes both the path and the report name. Out of the box What we added

Step 2 Define the analytics report The report must also be added as an analytics object of type “report”. This is done in the analytics configuration menu > General Configuration > Analytics Objects List

Agenda Introduction and overview Step 1 Define the list of vendors Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Step 3 Edit the Legal Deposit Annual Receipts Letter If desired edit the Legal Deposit Annual Receipts Letter Here the default text was changed

Step 3 Edit the Legal Deposit Annual Receipts Letter If desired edit the Legal Deposit Annual Receipts Letter This is the default xsl of the letter

Agenda Introduction and overview Step 1 Define the list of vendors Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Step 4 Run the job “Legal Deposit Annual Receipt" Run the job “Legal Deposit Annual Receipt Task”. It is accessed via “Administration > Manage Jobs > Run a job”

Step 4 Run the job “Legal Deposit Annual Receipt" Choose the desired vendor set

Step 4 Run the job “Legal Deposit Annual Receipt" Choose the desired report This is the customized description we added at “Acquisitions configuration menu > General > Legal Deposit Reports”

Agenda Introduction and overview Step 1 Define the list of vendors Step 2 Define the analytics report Step 3 Edit the Legal Deposit Annual Receipts Letter Step 4 Run the job “Legal Deposit Annual Receipt" Step 5 Vendors receive letter and report

Step 5 Vendors receive letter and report The vendor then receives the letter with the analytics report attached Analytics report attached

Step 5 Vendors receive letter and report Here is the customized Alma Analytics report which was attached to the letter