Study Group Session 75: General Question and Answer

Owned by Diana Borges
Last updated: Mar 13, 2024
7 min read

Session Notes

Liana Giovando, OCLS:

  • we have added a few more links to Ex Libris tutorials and documentation to the “Shared Acquisitions Workflows – Drafts”. This document will be moved to the LibGuide tomorrow so ask people to take a final look at it to see if there is anything they want to add

Diana Borges, OCLS:

Diana Borges, OCLS:

  • Premium Services:

    • We have access to premium services from Ex Libris for colleges and OCLS staff

    • Expire in July - looking at extension

    • Would be good to know who needs one on one training (how many hours, what's the need)

    • If it turns out all the colleges need it, then maybe we need a group training

    • See notes from last session for some training ideas that have already been raised

    • Reminder to use the Page 1+ Suggestion Box if interested in requesting training

Travis Winwood, Algonquin:

  • Question in discussion forum: https://clo-collaboration-spaces.atlassian.net/wiki/display/DFT/customcontent/list/ac%3Aquestions-answers-for-confluence%3Aquestion?ac.questions-answers-for-confluence.path=/questions/1210941445

  • looking for feedback as I'm putting together a the business case to see if we can start importing those with their SIS load and was just wondering really if anybody else had gone that far or thought about it

  • looking at same categories we initially discussed during implementation days to control access to Alma D, etc. (e.g. course information that could be used to control access)

  • Danielle Emon: for course information directly from SIS load, would need to set up mapping tables in the background as well

  • would involve a couple of tables being updated on a regular basis as courses and programs change

  • Danielle: another advantage is the ability to create reports to see which schools and groups are using the collection and use these to promote areas that are using the library

  • Travis: they have considered sending reminders to programs that are heavier users

Rebecca Pearson, Lambton:

  • earlier this week a co-worker noticed that in Primo VE cited by function has started to do strange things

  • for an article published in 2021 the “find sources citing this” button lists sources from 2005, 2016, 2012

  1. Has anyone noticed it happening?

  2. Has there been an update on what caused it?

  • Aimee Jeffrey, Conestoga:

    • this is a known issue - the “citing this” showing articles published before the publication date for the article, “cited in” showing articles published after the initial article

    • it seems like the whole citation trail is glitchy

    • there are a lot of cases reported on listservs by other institutions about this (e.g. case # 07087192), Ex Libris is working on it

    • Clarivate update from this morning : development team is working on it with highest priority and will provide an update on it

  • Jessica Reeve, Algonquin:

    • One of the list serv posts said "noticed that “Citing This” and “Cited In This” were returning the same (or mostly similar?) list of references"/seems to be combining them together

    • There was just an update on the citation issue "We’ve identified the issue and have a fix. The team is currently putting together a patch that we can roll out ASAP. More to come!"

Aimee Jeffrey:

  • Has anyone worked with search profiles?

    • want to create a search profile that limits to configure view just pulling my archival content, all Alma D collections

    • can’t create a search profile that limits to that high level collection - the only way I can get it to work is if I link to each subcollection as a local data scope and you can only enter them 3 at a time and we have 50 different subcollections

    • Rebecca Pearson: you have to do it at the level that things are in?

    • Aimee: yes - I have a high level archival collection within archives and then 50 subcollections

    • Rebecca: there isn’t a way to design a scope that only searches digital representations?

    • Aimee: There is, but it will search all digital representations and Conestoga has many digital collections (archives, research repository for faculty). So I don’t want it to search all of those collections. I want the search scope to search just that one high level collection, but when I search it, it doesn’t work - looks for resources in the high level collection and not any of the subcollections and doesn’t populate any results

    • Danielle: my experience has been to also incorporate locations in that as well. When going into the search configurations, need to set up the search profiles and can pull on different locations when setting up search profile. It is kind of like a 2 step process.

    • Aimee: Yes it is a multi-step process - first you have to create the local data scopes, then you have to add that to the search profile

    • Danielle: might be able to dig a little bit more into this after the meeting

    • Aimee: when we first set up our Alma D if you searched from the main page, it would catch everything but then if you went into like a subcollection page or the collection discovery page, it would only search at that level. So like if you were on the page with all the collections, you could search collections and it would find them. But if you were on like a sub-collection page, it would only find subcollections, it wouldn't find actual articles or actual books or items in that subcollection. Did anyone else have that problem? So maybe this is a similar thing, you have to tell is exactly what you want it to do.

    • Danielle:

      • can create a mock view for testing

Jenn Horwath, Mohawk;

  • fiscal year rollovers question in discussion forum/raised at last Page 1+ Study Group Session: https://clo-collaboration-spaces.atlassian.net/wiki/display/DFT/customcontent/list/ac%3Aquestions-answers-for-confluence%3Aquestion?ac.questions-answers-for-confluence.path=/questions/1221197836:

  • mainly what I want to do is change the names of my funds - so this is something I can do between closing and opening?

  • Rebecca Pearson:

    • something I said was miswritten in the notes from last session: all of the documentation walks you through closing the year right now and opening the next year but if you need to edit any of the existing collections (e.g. change the code), there are some things that can only be done between the time you close this year and open the next year - not making a new fund (can open a fund quite easily) but some of the edits can only be done between opening and closing

    • Danielle: need to watch your encumbrances at some times as well, that may also be an issue

  • Rebecca Pearson: ledgers and funds have their display name and then they have their formal name/code.

    • Alma works using those formal names/codes so doesn’t want you to edit them during the fiscal year

    • the names can probably be edited at any time but the codes can only be changed between fiscal years and some of the instructions zip by between those times

    • if you miss that moment, you’re waiting a whole year until you can edit again

    • making new things is fine during the year, the issue is with changing things

Aimee Jeffrey: Are we going to investigate whether we can use training hours for this/end of year?

  • Stacey Boileau, OCLS:

    • Yes, we’re talking about using Premium Hours for acquisitions training

    • Ex Libris has shared some documentation and we are looking into what we might want to focus on, what documentation already exists and if it doesn’t, whether we want it

    • would we want this training sooner rather than later?

    • would we want training to also cover Rialto?

  • Aimee:

    • our questions would just be around rollovers - we didn't do it last year because this is our first year with Rialto

    • it would be good to do it with someone, but if not, I’m sure the documentation is very thorough

  • Jenn Horwath: Same here at Mohawk. And it would be just Alma, not Rialto for us, just funds & ledgers

  • Stacey:

    • will be having a customer success meeting tomorrow, maybe can talk about that tomorrow and can bring this up

    • I would just like to have a session where they bring in expert and we can just ask them questions, more customized training, instead of having them replicate what already exists

  • Jenn Horwath:

    • was just wondering what were the gotchas since this is our first fiscal year rollover

    • also want to change the fund names

  • Stacey: wonder if it might be good, instead of looking at premium services quite yet, to offer a themed Study Group session around rollovers to source opinions from those who have experience?

  • Rebecca: would it be better before or after year end? a week before or after April 1?

  • Brenda Desjardins, St Lawrence: A week later at SLC

  • Jenn Horwath; April 1 for us

  • Irene Sillius, Sheridan: do it a week before to cover both

  • Stacey:

    • next Page 1+ study group is on March 27, maybe we want to do it a week early?

    • how do we feel about 10:30 am on March 20 - 30 min, specialized study group on rollover?

    • Aimee: I can do 10:00

    • Jenn: sounds good

    • Rebecca: would anyone have done it by then? who will have notes from rollover from last year or this year/have answers?

    • Erin Williams, Fanshawe: Last year we did not have Rialto so this year will be a new experience

    • Stacey: I guess we hope some people will have answers or it will be a question gathering session that then would probably lead to Premium Services training. If that’s the case, can’t guarantee that it would be delivered before end of fiscal/first couple of weeks of April but maybe can try to get answers to those questions before April.

    • Irene: maybe after that someone would be able to share a step by step process for what they did that can be shared on the LibGuide, with questions they encounter as they document

  • Stacey: will have an earlier session on March 20 and then still have a Page 1+ Study Group on March 27 as scheduled

Recording