1. Alma-Primo Publishing, Delivery and Troubleshooting
Callie Mendoza – Alma Tier 2 Team Leader
Alon Botvinik – Tier 2 Support Manager

2. Welcome and Introductions
Callie Mendoza
Tier 2 Team Lead
Graduated with my MLIS from Dominican University
Started at Ex Libris October 2014
Alon Botvinik
Tier 2 Support Manager
Graduated with B.Sc from Hadassah College Jerusalem
Started at Ex Libris January 2010

3. Session Objectives
Session Description: Examining how Alma and Primo interact on a publishing and delivery levels.
Session Objective(s)
By the end of this sessions you will know, understand and/or be able to:
Publishing from Alma to Primo
Delivery functionality and configuration
Troubleshooting Primo and Alma related issues in the above topics

4. Target Audience Target Audience for the Session:
New System Administrators
Technical Librarians
Anyone who is involved in managing physical and electronic inventory

5. 1 2 3 4 5 Agenda Alma & Primo! Publishing Delivery Additional Features
Troubleshooting & Support

6. Alma and Primo – true partnership

7. Alma and Primo

8. Types of Alma customers
Single institutions
Consortia, non sharing
Consortia, sharing, centralized publishing

9. Types of Primo customers
Single institution, single view
Single institution, multiple views (library/collection)
Consortia

10. Publishing
From Alma to Primo

11. Alma data structure
Important to understand different levels of records
BIB
Physical
Items
Electronic
Portfolios
Digital
Representations
Callie

12. Alma data structure
Important to understand different levels of records
MMS ID
IEP
Items
IEE
Portfolios
IED - Digital
Representations 99 21 51 11 23 53 12
Callie

13. Bib records
Callie

14. Physical
Callie
Holdings have a 23 number. You must have an item, just a holdings is not enough to publish to primo

15. Electronic
Callie
Portfolios can be standalone, or they can belong to a collection, if they belong to a collection they must have a service

16. Publishing Flow Single Institution Alma Publish XML files Primo Pipe
Harvest and Normalize
Primo Index
Indexing
Single Institution
Callie

17. Publishing Flow Consortia, non-centralized publishing Callie
Alma Institution A
Publish XML files
Primo Institution A Pipe
Harvest and Normalize
Primo Search Engine
Primo Database
Alma Institution B
Publish XML files
Primo Institution B Pipe
Harvest and Normalize
Indexing
DEDUP
Alma Institution C
Publish XML files
Primo Institution C Pipe
Harvest and Normalize
Callie

18. Publishing Flow Consortia, centralized publishing Callie
Alma Institution A
Updates Network Zone
Alma Institution A
Publish XML files
Consortia Network Zone
Publish XML files for all institutions
Primo Database
Harvest and Normalize in a single pipe
Dedup
Primo Search
Index
Alma Institution A
Publish XML files
Callie

19. Publishing Flow
Sample of Alma Publishing configuration
Callie

20. Publishing Modes - routines
Full Publishing:
Initial publishing of all Alma data (typically at the beginning of the project)
Also done if publishing profile is edited (changes are not retroactive)
Publishes only non-deleted records
Once completed automatically changes to:
Incremental Publishing:
On-going publishing of changes
Full publishing publishes only non-deleted records. You must also make sure that old records that have been deleted/suppressed from Alma are treated as expected. For this reason, it is recommended that you run incremental publishing to publish all recently deleted records as deleted, load the deleted record information into Primo using the regular, ongoing pipe (see Harvesting and Publishing Alma Records in Primo), run full publishing, and then load the published Alma records into Primo (again, using the regular, ongoing pipe).

21. Publishing Modes – manual mode
Using Alma’s sets (logical or itemized)

22. Avoid publishing specific records
You can suppress records from publishing
Will be sent as deleted if published previously

23. Avoid publishing specific records
Suppress using jobs:

24. Suppressed Holdings and inventories
You can suppress based on locations or statuses
Note that currently this will not suppress the bib automatically

25. What does Publishing do?
Creates MARC records in OAI XML Format
Compresses the files using tar.gz
Upload to an external FTP (Primo)

26. Primo Publishing Platform
Quick overview
Back End
Front End
Front End
Back Office
Primo
Database
Alma
Publishing
Platform
Search Engine
Search
Node 1
Search
Node 2

27. PNX records
Control Display Links Search Facets Sort Dedup FRBR Delivery Ranking Enrichment Additional Data Browse
<?xml version="1.0" encoding="UTF-8" ?>
<record>
<control>
<sourceid>primo_aleph</sourceid>
<recordid>primo_aleph </recordid>
<sourcesystem>Aleph</sourcesystem>
</control>
<display>
  <type>journal</type>
  <title>Wall Street journal (Eastern ed.)</title>
  <edition>Eastern ed..</edition>
  <publisher>New York, N.Y. : Dow Jones</publisher>
  <creationdate>1959-</creationdate>
  <identifier>$$CISSN$$V </identifier>
  <subject>New York (N.Y.) -- Newspapers;</subject>
  <language>eng</language>
  <source>primo_aleph</source>
  </display>
<links>
  <backlink>$$Taleph_backlink$$</backlink>
    <linktoholdings>$$Taleph_holdings</linktoholdings>
  </links>
<search>
  <title>The Wall Street journal.</title>
  <subject>New York (N.Y.) Newspapers.</subject>
  <general>Dow Jones,</general>
  <issn> </issn> .

28. Publishing Platform Back End Alma Publishing Platform FRBR Dedup
Physical Delete
Primo Database
Publish
Alma
Harvest
Normalization
Enrichment
Persistence
Hotswap
Didumean
Indexing

29. Primo publishing definitions
Data Source – one pre Alma publishing profile
Normalization Rules – converting Alma’s MARC to PNX
Pipe – The process end-to-end
Dedup – Avoid duplicate search results
FRBR – Enable versioning

30. Harvest - Primo Record IDs
<OAI-PMH> example of XML with OAI header
<ListRecords>
<record>
<header status=‘updated’>
<identifier>urm_publish: </identifier>
</header>
<metadata>
<!-- META DATA GOES HERE -->
<marc>…</marc>
</metadata>
</record>
</ListRecords>
</OAI-PMH>
<identifier>
Data source code + =
Primo record ID

31. Primo Record IDs PNX record ID <control/recordid>
PID’s are in the MARC header
BIB with no items = 71*
Physical Item = 21*
Electronic Item = 51*
MMS ID: MARC 001 field
Inside Metadata

32. Primo Data Structure (Persistence writes PNX and MARC records) Primo
Database
Physical
ID =
MMS =
Electronic
ID =
MMS =
PNX
Source record
Dedup’ed
dedupXXX
MMS =

33. Why Dedup?
Alma sends BIB based on the Physical/Electronic/Digital entities
Records with more than one have the same BIB information
Users expect to see 1 results with all options
Dedup based on MMS ID, or more elements
Check out the advanced Dedup presentaion

34. Important MARC fields
PID – (also known as IE-ID), in the header

35. Important MARC fields
001 – MMS ID

36. Important MARC fields INST – institution that owns this record
INT – entity type: Physical / Electronic / Digital / Collection

37. Important MARC fields AVA – physical inventory per location
$$a – Institution code
$$b – Library code
$$c – Location display name
$$d – Call number
$$e – Availability - available, unavailable, or check_holdings).
$$j – Location code
$$k – Call number type
$$p – priority

38. Important MARC fields
AVA used in many places

39. Important MARC fields CNO – course information
ECT – indicates if the record is a database
PLK – links between records – MARC 76X-78X fields
Cross-references can be included in Author and Subject fields
AVD - for D inventory.
$$a – Institution code
$$b – Representation PID
$$c – Representation type: REPRESENTATION or REMOTE_REPRESENTATION
$$d – Remote repository name (if this is a remote representation)
$$e – Representation's label
$$f – Public note
PLK- This field contains linking information from MARC 76X-78X fields. The use of this data requires you to define additional normalization rules in Primo.
$$a – contains the MARC relationship between this record and the record to which it links.
$$b – contains the MMS ID of the record to which this record links.

40. Important MARC fields AVE - for E-inventory acquired centrally
$$i – contains a single e-resource's Available for institution code
$$c – contains a single e-resource's Available for campus code
$$l – contains a single e-resource's Available for library code
PLK- This field contains linking information from MARC 76X-78X fields. The use of this data requires you to define additional normalization rules in Primo.
$$a – contains the MARC relationship between this record and the record to which it links.
$$b – contains the MMS ID of the record to which this record links.

41. Some Important PNX fields
control/almaid
Combination of Alma institution code and IE-ID
Needed for delivery functionalities (ViewIt!/GetIt!)

42. Some Important PNX fields
display/availibrary
Based on AVA for physical availability

43. Some Important PNX fields
display/crsinfo
Course Reserves details
search/searchscope
Important for search configuration, A to Z, and more

44. Some Important PNX fields
facets/library
Allows to filter based on location
delivery/institution
Definition of which institution has an item
delivery/delcategory
Based on INT field, critical to determine Delivery in Primo.
Many more!

45. Some Important PNX fields
facets/library
Allows to filter based on location
delivery/institution
Definition of which institution has an item
delivery/delcategory
Based on INT field, critical to determine Delivery in Primo.
Many more!

46. Delivery

47. Primo delivery and configuration

48. Two different services
Get It – for Physical services
View It – For online and general services

49. Availability categories
Alma-P – based on the circulation status (AVA field)
Alma-E – restricted/non-restricted (based on delivery scopes)
Alma-D – restricted/non-restricted (based on delivery scopes)
Primo Central resource – Based on holdings files

50. Consortia elements
Records may contain more Alma-P/E/D from different institutions.
Search can be configured freely in Primo through NR.
Delivery:
Alma-P: Primo starts with request for the institution of the View.
Alma-E: Initial request for institution of the User

51. Some Primo Configurations
Flag
Configured in
Description
Note
Always Prefer Online Resources in Multi-Institution Records
General
Configuration
If institution has P inventory – take electronic inventory of other institutions in account?
If set to “Y” you probably also need to set up restricted delivery scopes
Shared User Database & Resource sharing
This means that users can place requests in other institutions
It also means that if the institution only has electronic inventory, the P inventory of other institutions will be taken into account
Sort by locations by user institution / Include only locations of the view
View Wizard
Display/do not display locations from other institutions

52. Consortia: Resource Sharing
Description: Users always request from their home libraries
Setup in Primo:
Shared scopes
Inventory from other institutions is suppressed
Flags:
Always Prefer Online Resources in Multi-Institution Records  N
Shared User Database & Resource sharing  N
Locations  Include only locations of the view

53. Consortia: Fulfillment Network
Description: Users request from owning institution directly
Setup in Primo:
Shared scopes
Inventory from other institutions is not suppressed
Flags:
Always Prefer Online Resources in Multi-Institution Records  Y
Shared User Database & Resource sharing  Y
Locations  Sort by user institution

54. 2 offerings GetIt!1 – main delivery option
GetIt!2 – secondary delivery option (e.g. physical journal copies for online articles from Primo Central)

55. Primo relies on Alma’s published records
Based on AVA/e field: available, check_holding, unaiablable
RTA as added functionality to refresh status
Calculation of delivery (please refer to online documentation):
If one AVA = available  available_in_maininstitution
If one AVA = check_holdings  check_holdings_in_maininstitution
Consoritia only: If unavailable:
“unavailable_in_maininstitution_more”  member institutions have holdings
“unavailable_in_maininstitution_nomore”  members do not have holdings
Else  unavailable_in_maininstitution
Best location is determined by status, then by AVA/p

56. GetIt!1 and GetIt!2 can be customized
GetIt! Link 1 Configuration:

57. <availability>@@<service_link>
Explaining the table
The structure of the filed:
The <availability> Parameter is used to configure whether to point users to a new page or display the Full Display page.
The valid values are:
Out – The availability link directs to an external link on a new page.
SP – This option is used internally for use with the Alma Services page.
Full – Opens the full display page with focus on the Alma's Get It service (iFrame).
bX – This option is used internally for use with bx recommendations.

58. <availability>@@<service_link>
Explaining the table
The structure of the filed:
The <service_link> Parameter indicates whether to display Alma's mashups, force Alma to display full text, or display links to the external sites.
The valid values are:
activate – Required by Alma to display the mashup or force display of full text.
display – For all other online categories, specify this value to display the links to the external sites. For example:

59. Explaining the table Examples:
to open the Alma's mashup in the record's full display

60. Explaining the table Examples:
to force Alma to display full text on a new page.

61. Labels can be customized too
Calculated Availability Text code table

62. Delivery for Alma-E/D using Restricted Delivery Scopes
If user does not meet conditions the status will be “restricted” (e.g. other institution has access, but not user)
How to setup?
Similar to search scopes (using scope wizard and NR)
Defined allowed users  “Restricted Delivery Scopes”
Can be used in the following scenarios:
Shared scopes include “E” inventory from member institutions
View It will not offer services except for GES.
Based on availability status “Restricted” GetIt!1 can be changed to “Get It” to show physical offering

63. More about Resource Sharing configurations
“Fundamentals of Resource Sharing” session
Online documentation and knowledge base.
Consult with your Support teams

64. Delivery through Alma

65. Delivery through Alma
Content of the GetIt / ViewIt window is determined by Alma in its own iFrame.
Alma takes into account:
User permissions
Inventory characteristics:
Print: loanable (Y/N), request-able (Y/N)
Electronic: active, thresholds, embargos, etc..
Alma delivery configuration (display logic rules, etc.)

66. It’s an iFrame!

67. Primo Alma PDS / SAML The user Users sign in at Primo
Alma receives the user information
Primo
Alma
PDS / SAML
View It / Get It
Auth handle
Auth handle
Primary ID

68. Alma Configurations: View It and Get It skins
Defines CSS for the View it and Get It
Configuration  General  User Interface Settings  Delivery System Skins

69. View It and Get It skins Cont.
In the Primo Back Office, add the following parameter to the related delivery templates req.skin=<skin name>
This step is not necessary if the Primo view code is the same as the skin code. In such cases, Alma uses the view code to match the appropriate skin.

70. Alma Configurations: Display Logic
Display logic rules define when certain fulfillment services should not appear in Primo
Configuration Menu > Fulfillment > Discovery Interface Display Logic > Display Logic Rules
Booking request, digital requests and general holds
DB services, full-text, prefer once service over another -
General electronic services.

71. Display Logic Cont.
DB services, full-text, prefer once service over another
Another service you can control, General electronic services, see next slide

72. Alma Configurations: General Electronic Services
Configuration Menu > Fulfillment > Discovery Interface Display Logic > General Electronic Services
Create templates with parameters found in the OpenURL

73. General Electronic Services Cont.
Service Availability Rules
Can create even more granular rules based on the parameters of the OpenURL

74. Alma Configurations: The Order of Services
Online Services Order
(Configuration Menu > Fulfillment > Discovery Interface Display Logic > Online Services Order)
Configure the order of the services that appear in the services results list in Primo View It.
Top services
Services to be placed last
In the Display CZ collections first field
Yes –Community Zone resources are alphabetized and listed first in each level.
No – The online resources are sorted alphabetically in each level (top, unspecified, and last) only. Priority is not given to Community Zone resources.
If you set Prefer source service
Yes, you improve the sorting relevance of online resources offered by the Alma Services Page for OpenURLs coming from Primo Central. This option places the highest priority on services that match the source of the OpenURL.
For example, if a user searching Primo Central discovers an article from Gale and the Alma Link Resolver can offer services from Gale and EBSCO, Alma will place the service from Gale at the top of the results, followed by the remaining electronic services as defined in the sort settings for this page. This is the recommended option.
If a service was hidden using the display logic rules, it will not appear, regardless of the value selected for this option.

75. The Order of Services Cont.
Ordering Physical Locations
Holdings locations are displayed based Availability (by default):
In temporary locations
In permanent locations
In remote locations
Configuration Menu > Fulfillment > Discovery Interface Display Logic > Locations Ordering Profile
Use “IP best location” sorting
According to the holdings’ locations and their proximity to the patron, according to the library IP address. The locations in the libraries closest to the patron appear at the top of the holdings list. If this criteria is used, it takes priority over the holdings' availability.

76. Additional Primo-Alma interoperability

77. The Services Page
Alma “publishes to Primo Central” resources availability

78. The Services Page
Primo Central harvests the Holdings File on weekly basis

79. PDS / SAML Primo The Services Page Source (pubmed)
Request for Services
Request for Services
Response
User requests full text directly from source
Primo display Services Page

80. The Services Page Does not reflect an actual BIB from the inventory
Primo Classic UI requires a dedicated view.
Primo New UI does not require a separate view.
Availability statuses:
viewit_FT
viewit_getit_NFT
viewit_getit_FT
getit

81. Browse

82. Browse – Alma setup
Heading Enrichment needed

83. Course Reserves Alma publishes CNO fields
Primo now has a native support for Course Reserves

84. Course Reserves CNO includes: $$b – Start date $$c – End date
$$e – Department name
$$f – Department code
$$g – Course instructors
$$j – Course name
$$k – Course code and section
$$l – Academic department
$$o – Searchable IDs
Note: CNO field is published for active courses only. Alma process ‘Activate/Deactivate Courses’ must run daily in order to activate and deactivate courses. Should be enabled by the customer.

85. Restricted Course Reserves
Alma can publish Course Reserves as restricted.
Primo will require normalization rules changes, and scope definitions.
Can be used to prevent records from being discovered in main institution scope.

86. Typical examples from traditional library resources:
Linked Records
Typical examples from traditional library resources:
Earlier/later title for journals (tags 780/785)
Analytics – parts of a whole (tags 773/774)
Example

87. Linked Data PLK – created for export to Primo: $a type
$b MMS
To include PLK fields the option “Related Records information” must be checked in the Primo Publishing Profile
In Primo, utilized “lateral linking” feature using lds30-39 and lsr30-39
Documentation: Technical Guide > Additional Configurations > Creating Lateral Links for Local Fields

88. Managing Collections
Resources > Manage Inventory > Manage Collections
A collection is an entity that aggregates bibliographic records that have a relationship of some kind. The collection can include records associated with different resource types (physical, digital, and electronic).
Structurally, collections can be top-level collections or sub-collections. Sub-collections are children of top-level collections or other sub-collections.
CLICK - These publishing ids begin with 81
These publishing ids begin with 81

89. Managing Collections
Parent Collection
Child Record

90. Troubleshooting & Support

91. Example #1 Why isn’t my record appearing in Primo?
Does it have inventory?
In order for a bib record to be published it must have inventory attached as seen in the MD EDITOR
Is it suppressed?
Suppression can occur on either the Bib level or the holding level
Is Alma showing it as published? 
More Info in repository search
Check last publishing in alma compared with Primo harvesting

92. Example #2 Why isn’t my ELECTRONIC record appearing in Primo?
Database:
Is it activated?
Is there a Collection Level URL?
Is there Additional descriptive information (linked bib)?
Is bib unsuppressed?
Portfolio:
Is Bib unsupressed?
Is the service marked available?
Done through Electronic Collection Editor OR Service Editor

93. Example #3 I unsuppressed by record, why isn’t it in Primo?
Was this record suppressed due to configuration?
If a location configuration is changed so that it is no longer suppressed, republishing to Primo is NOT triggered
When you look at the most recent published version, is there a “d” in LDR position 5?
How to resolve?
Create a Set for these records
Run a Job > Filter to Type: Publishing > Primo Republish Set of Titles

94. Example #4 Why isn’t the request link appearing in Primo?
What Terms of Use are being applied?
Fulfillment > Advanced Tools > Fulfillment Configuration Utility
Can view TOU for Loans, Requests, Booking
Are any display logic rules being applied?
Check PDS URL parameter
Configuration > General > Other Settings > primo_pds_url 
Make sure that there is a question mark (?) at the end of the URL
Example PDS URL:

95. Example #5 How do I restrict my electronic resources?
Are restrictions defined in Primo?
Ongoing Configuration > Restrictions and Delivery Configuration Wizard
Are restricted search/delivery scopes enabled?
Ongoing Configuration Wizards > Pipe Configuration Wizard > Scope Values Configuration
Are Normalization Rules defined properly?

96. Example #6
I have activated a collection in Primo Central, but it showing as not full-text
Has the collection/portfolio enabled in Alma as well?
Has the weekly cycle finished yet?
Have you set any embargos or restrictions?

97. Example #7
I have just loaded records from Alma to Primo, can’t find them!
Have Indexing and Hotswapping finished?
Are you on an MTD-environment?
Look for the pipe report for hotswapped counts
Have you changed your normalization rules recently?

98. Next Steps and Resources
Helpful Documentation:
Alma_Online_Help_(English)/090Integrations_with_External_Systems/030 Resource_Management/100Publishing_to_Primo_and_Primo_Central
em_Administration_Guide/010System_Architecture/040Overview_of_the _Publishing_Process
Additional support resources within the ExLibris Ecosystem:
Idea Exchange
Developer Network
2018 Technical Seminar Presentations (Cross-Product section of CKC)

99. Questions?
Any Final Questions?

100. Session Feedback
We Value Your Feedback! Please complete the brief Session Comment Card:

101. Thank You!