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 in Alma as a 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 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 (which one to choose or DCB should create )

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.

Creating an item-level request in Alma

Create a Request API allows to create an Item-level requests.

Endpoint

POST /almaws/v1/bibs/{mms_id}/holdings/{holding_id}/items/{item_pid}/requests

Required Parameters

1. mms_id: The unique identifier of the bibliographic record.

2. holding_id: The ID of the holding record associated with the item.

3. item_pid: The unique identifier of the physical item.

Key parameters and mandatory fields include:

• user_primary_id: The ID of the requesting user.

• request_type: HOLD

• pickup_location_type: LIBRARY

• pickup_location_library: The pickup location library code.

• material_type (optional): Used in fulfillment policies.

Hold request example

http
POST https://api-na.hosted.exlibrisgroup.com/almaws/v1/bibs/123456789/holdings/987654321/items/567890123/requests?apikey={your_api_key}
{
  "user_primary_id": "patron123",
  "request_type": "HOLD",
  "pickup_location_type": "LIBRARY",
  "pickup_location_library": "Main Library",
  "comment": "Requesting for research purposes."
}

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 an Item API allows to add an item to a specific bibliographic record and holding

Endpoint

POST /almaws/v1/bibs/{mms_id}/holdings/{holding_id}/items

Required Parameters:

• mms_id: The unique identifier of the bibliographic record.

• holding_id: The ID of the holding record where the item will be added.

Key Fields:

• Barcode

• physical_material_type

• policy: Interlibrary Loan

• location?: The item's shelving location

• library: The library where the item is located.

Example request:

http
POST https://api-na.hosted.exlibrisgroup.com/almaws/v1/bibs/123456789/holdings/987654321/items?apikey={your_api_key}
Content-Type: application/json

{
  "item_data": {
    "barcode": "1234567890123",
    "policy": "Standard Loan",
    "library": {
      "value": "MAIN"
    },
    "location": {
      "value": "GEN"
    },
    "physical_material_type": {
      "value": "BOOK"
    },
    "description": "Hardcover edition",
    "enumeration_a": "Vol. 1"
  }
}

Notes:

• Barcodes must be unique across Alma. If the barcode already exists, the request will fail

• Library and location codes must match valid configurations in Alma.

• The mms_id and holding_id should correspond to existing records.

For more details on creating an item, refer to Create Item.

2. Create a Bibliographic Record API

API Endpoint

POST /almaws/v1/bibs

Key Fields:

• The MARC XML structure should follow the standard MARC21 format.

• suppress_from_publishing: default is true

For more details on creating a bibliographic record, refer to Create record

3. Create a Holding Record API

API Endpoint

POST /almaws/v1/bibs/{mms_id}/holdings

Parameters:

• mms_id: Bib record ID

Key Fields:

• The actual record: XML string describing the record

  • suppress_from_publishing: tbd

For more details on creating a holding record, refer to Create holding record

Circulate Requests

Circulation tracking and reaction (lending)

Workflow diagram

Alma loan creation

Create Loan API allows to create a loan record for a patron.

API Endpoint

POST /almaws/v1/loans

Parameters:

• item_barcode: The barcode of the item being loaned.

• patron_id: The ID of the patron who is borrowing the item.

 Key Fields:

• circ_desk: Circulation desk code (DCB parameter?)

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

• request_id

• due_date (optional)

• loan_policy (optional)

Example Request

Basic Loan Request:

http
POST https://api-na.hosted.exlibrisgroup.com/almaws/v1/loans?apikey={your_api_key}
Content-Type: application/json

{
  "item_barcode": "1234567890123",
  "patron_id": "987654321",
  "due_date": "2024-12-18"
}

Loan with Policy:

http
POST https://api-na.hosted.exlibrisgroup.com/almaws/v1/loans?apikey={your_api_key}
Content-Type: application/json

{
  "item_barcode": "1234567890123",
  "patron_id": "987654321",
  "loan_policy": {
    "value": "Regular"
  }
}

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

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