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Alma Resource Management

Working with the Metadata Editor in the Institution and Network Zones. Includes indication and normalization rules.

Editing Item Records

Item records may need to be edited to reflect changes with the item and where the item is located, such as:

  • Add or replace a barcode
  • Change an item to a new permanent location
  • Change an item to a temporary location
  • Remove an item from a temporary location
  • Add a POL (Standing Orders)

Items records can be edited:

  • Manually
  • Using the "Change Physical Items" job

Manually Editing an Item Record Workflow

Find and Edit:

  1. Perform a Physical Titles or Items Search
  2. Click Items from the the ellipses
  3. Click Edit from the ellipses of the item record being edited
  4. The Physical Item Editor Opens
  5. Make the appropriate changes to the record, such as:
    • Barcode
    • Permanent Location
    • Temporary Location
  6. Click Save
  7. Click Back (or < arrow)

Editing a Set of Items Using the "Change Physical Items" Job

The " Change Physical Items" job can be run on a set of physical items to make changes to the following item record fields:

  • Location
  • Item Policy
  • Material Type
  • Physical Condition
  • Inventory Date
  • Provenance
  • Is Magnetic
  • Receiving Date
  • Storage Location ID
  • PO Line
  • Missing Status
  • Replacement Cost
  • Public Note
  • Fulfillment Note
  • Internal Note 1
  • Internal Note 2
  • Internal Note 3
  • Statistics Note 1
  • Statistics Note 2
  • Statistics Note 3
  • Temporary Call Number Type
  • Temporary Call Number
  • Remove Remote Transit Storage

Conditions that can be applied to the fields being changed by the "Change Physical Items" job:

  • Unconditionally
  • If Field Empty
  • If Field Not Empty


To change item records from a set using the "Change Physical Items" job:

  1. Create a logical or itemized set of physical items
  2. Run the "Change Physical Items" job on the set
    1. Go to Admin>Manage Jobs and Sets>Run a Job
    2. Select the Change physical items job
    3. Click Next
    4. Click on the radio button next to the itemized set created in step 1
    5. Click Next
    6. The Run a Job - Enter Task Parameters screen open
    7. Select the parameters to be changed and conditions on how the parameters should be changed
    8. Click Next
    9. Click Confirm when the pop-up confirmation message appears
    10. Click Submit

Editing the Location on a Set of Item Records

  1. Create a Physical Items set in Alma
  2. Go to Admin>Manage Jobs and Set>Run a Job
  3. Search by name for: "Change Physical Items"
  4. Click on the radio button next to the "Change Physical Items" job
  5. Click Next
  6. Click on the radio button next to the physical items set
  7. Click Next
  8. Run a Job - Enter Task Parameters screen opens
    • Click on the check box next to either Change permanent location information>Permanent location or Change temporary location information>Temporary location
    • Due Back: Select a date if the Change Type is set to Temporary
    • Select the library
    • Select the new location
  9. Click Next
    change location job
  10. Review the job
  11. Click Submit
  12. Click Confirm when the Confirmation Message appears