ALMA Integration

References

Additional:

• Implementing a DCB client adaptor

• From Contribution to Selectable

• Tracking v3 matrix

Overview

This document outlines the requirements and workflows needed to integrate Alma with the DCB service to support Alma bibliographic data ingestion, patron verification, request placement, circulation tracking, and request finalization in OpenRS.

Ingest and Suppression

Alma supports the OAI-PMH mechanism for harvesting bibliographic records. For more details on the OAI-PMH Alma integration, refer to the official documentation: OAI-PMH Alma Integration

Patron verification

Authentication

Alma supports the SAML 2.0 Web Browser SSO profile for user authentication and authorization. Further information on this integration can be found here:
SAML Authentication.

Eligibility

After the patron has been successfully authenticated, DCB must determine if the patron is eligible to place a request. The patron is eligible if the following conditions are met:

• Alma patron record is active.

• Alma patron record does not have any active patron blocks.

The types of active blocks include:

1. Alma operator-assigned blocks

2. System-assigned blocks (limits)

3. Overdue blocks due to an overdue item (punitive blocks)

Check for Patron Blocks

Endpoint:

GET /almaws/v1/users/{user_id}

Key Field:

• user_block: Provides details about active blocks on the user's account.

Example Request:

http
GET https://api-na.hosted.exlibrisgroup.com/almaws/v1/users/12345678?apikey={your_api_key}

Example Response:

json
{
  "primary_id": "12345678",
  "first_name": "John",
  "last_name": "Doe",
  "user_block": [
    {
      "block_type": "General",
      "description": "User has overdue items",
      "status": "Active"
    }
  ],
  "user_status": "Active"
}

Details can be found here.

Place Requests

Place request at lending agency

Before placing DCB request at the lending agency, a virtual patron needs to be found or created in Alma.

Creating a virtual patron in Alma

A virtual patron in Alma can be created by using the Create a User API.

Endpoint

POST /almaws/v1/users

The minimum required fields are primary_id, first_name, last_name, and user_group.

• record_type: Public

• primary_id: The primary identifier of the user

• first_name: User's first name.

• last_name: User's last name.

• account_type: External

• user_group: Used in fulfillment policies

For more details on creating a user, refer to Create user

Search for a user in Alma

Retrieve User API allows to look up a user by their primary ID, barcode, or email address.

Endpoint

GET /almaws/v1/users/{user_id}

Parameters

1. user_id: The user's unique identifier in Alma. This can be their primary ID, barcode, or email address.

2. apikey: Your API key with appropriate permissions.

Creating an item-level request in Alma

Item-level requests can be created using the Rest User request API. Key parameters and mandatory fields include:

• Parameters:

  • Bib/Holding/Item ID: The bibliographic, holding, or item ID.

  • User_id: The ID of the requesting user.

• Mandatory Fields:

  • request_type: HOLD

  • pickup_location_type: LIBRARY

  • pickup_location_library: The pickup location library code.

  • material_type (optional): Used in fulfillment policies.

For more details on creating a request for an item, refer to Create request for an Item

Alma request details

Once a request is created in Alma, it will have a unique ID and include the following information:

• Request type: Patron physical item request

• Item's status: Item in place

• Pickup at: Pickup location

• Item material type

• Workflow step: Pickup from shelf

• Process status: New (Not started)

• Managed by Library: The library where the available inventory is located

• Managed by Desk: The circulation desk where the available inventory is located

Place request at borrowing agency

Before placing DCB request at the borrowing agency, a virtual item needs to be found or created in Alma.

Creating a virtual item in Alma

A virtual item in Alma can be created by using the following APIs:

1. Create record

• Mandatory Fields:

  • The actual record: XML string describing the record

  • record_format: Default is marc21

  • suppress_from_publishing: default is true

2. Create holding record

• Parameters:

  • mms_id: Bib record ID

• Mandatory Fields:

  • The actual record: XML string describing the record

  • suppress_from_publishing: tbd

3. Create Item

   • Parameters:

     • Barcode

     • physical_material_type

     • policy: Interlibrary Loan

     • location?

Creating an item-level request

Item-level requests can be created using the Rest User Request API. Key parameters and mandatory fields include:

• Parameters:

  • Bib/Holding/Item ID: The bibliographic, holding, or item ID.

  • User_id: The ID of the requesting user.

• Mandatory Fields:

  • request_type: HOLD

  • pickup_location_type: LIBRARY

  • pickup_location_library: The pickup location library code.

  • material_type (optional): Used in fulfillment policies.

For more details on creating a request for an item, refer to Create request for an Item

Circulate Requests

Circulation tracking and reaction (lending)

Workflow diagram

1. Placing the request

When a patron places a DCB request, it goes through initial checks and follows the sequence of status transitions (more details https://openlibraryfoundation.atlassian.net/wiki/x/IYAZqw) :

DCB Status Transition:

• SUBMITTED_TO_DCB,

• PATRON_VERIFIED,

• RESOLVED,

• REQUEST_PLACED_AT_SUPPLYING_AGENCY,

• CONFIRMED,

• REQUEST_PLACED_AT_BORROWING_AGENCY

Alma status updates:

• Request type: Patron physical item request

• Process status: New (Not started)

• Item Status: "Item in place" (indicating the item is currently available on the shelf)

2. Item is sent out to the borrowing agency

Alma updates:

• Request status: In progress

• Item status: Transit

DCB status transition:

• Transaction status changes on PICKUP_TRANSIT

3. Item received in borrowing agency:

DCB status transition:

• Transaction status changes to RECEIVED_AT_PICKUP > READY_FOR_PICKUP

Alma updates:

• No status updates

4. Item is loaned in borrowing agency:

DCB status transition:

• Transaction status changes to LOANED

• A loan is created in Alma.

Alma status updates:

• Request status: In progress

• Item status: Loan

• Loan is created

Alma loan creation

To create the loan in Alma, the Rest Item Loan API is used with the following parameters and fields:

Parameters:

• User_id: The ID of the requesting user.

• item_pid or item_barcode: Item ID or barcode must be supplied

 Mandatory Fields:

• circ_desk: Circulation desk code (DCB parameter?)

• library: Library code responsible for the loan (lending agency?)

• request_id

For more details on creating a loan, refer to Create user loan

5. Item returned at the borrowing library

DCB status transition:

• Transaction status changes to RETURN_TRANSIT

Alma updates:

• No status updates

6. Item returned to the lending library (scan item at lending library):

Alma status updates:

• Request status: Completed

• Item status: Item in place

•  Loan is closed

DCB status transition:

• Transaction status changes to COMPLETED          

Circulation tracking and reaction (borrowing)

tbd

Finalization

Common Request Closure Statuses in Alma

1. Completed. The request has been successfully fulfilled.

2. Canceled. The request has been canceled, either manually by a user/staff member or automatically by the system.

3. Expired. The request has expired without being fulfilled, based on library-defined expiration rules.

4. Rejected. The request was rejected by library staff or the system due to eligibility, policy, or technical reasons.

5. Failed. The request could not be fulfilled due to a failure in the process.

6. Hold Shelf Expired. The item was placed on the hold shelf but was not picked up within the designated time frame.

Retrieving Request Closure Status via API

Endpoint:

GET /almaws/v1/bibs/{mms_id}/requests

Example Request:

http
GET https://api-na.hosted.exlibrisgroup.com/almaws/v1/bibs/123456789/requests?apikey={your_api_key}

Key Fields in Response:

• request_status: Shows the current or final status of the request.

• expiry_date: Indicates the expiration date, if applicable.

• pickup_location: Provides the location where the item was to be picked up.

Example Response:

json

{
  "total_record_count": 2,
  "requests": [
    {
      "request_id": "12345",
      "request_status": "Completed",
      "expiry_date": "2024-11-30T23:59:00Z",
      "pickup_location": "Main Library"
    },
    {
      "request_id": "67890",
      "request_status": "Canceled",
      "expiry_date": null,
      "pickup_location": "Science Library"
    }
  ]
}

Cancel a request in Alma via the API

Endpoint:

DELETE /almaws/v1/bibs/{mms_id}/requests/{request_id}

Required Parameters

1. mms_id: The bibliographic record ID of the item for which the request was made.

2. request_id: The unique identifier of the request to be canceled.

Required Parameters

1. mms_id: The bibliographic record ID of the item for which the request was made.

2. request_id: The unique identifier of the request to be canceled.

Example Request

http
DELETE https://api-na.hosted.exlibrisgroup.com/almaws/v1/bibs/123456789/requests/987654321?reason=User%20no%20longer%20needs%20item&apikey={your_api_key}

Default request-cancellation reasons