[Wactclc-alma] Analytics Reports and students without emails
Thomas, Kirsti
Kirsti.Thomas at seattlecolleges.edu
Thu May 23 17:49:21 PDT 2019
Traci & Elena asked for info on our process for setting pop-up notices when a user without an email address tries to check something out. We have a "user block" in Alma that's overrideable by all circ employees.
There are 4 things you need to do to make this work:
1) Set up a User Block in Alma Config
2) Create a bunch of Alma Analytics Reports
3) Create itemized sets from your Analytics reports and run jobs on those sets on a regular basis
4) Create and share instructions for circ staff on adding email addresses as an "internal" field that won't get overwritten by the daily patron load
User Block config:
Alma Config >> Fulfillment >> Patron Configurations >> User Block Description
Create a code and description for the block. We use:
Code: NOEMAIL
Description: No email address on file - Supervisor must add email address to patron record
Alma Config >> Fulfillment >> Patron Configurations >> User Block Definititions
Add your user block to this table and set who you want to override the block. We use:
Type: General
Overrideable: All
Blocked Action: 01
Network Block: True
(I'm not sure the Type or Network Block fields really do anything in our Alma instance)
The Blocked Action code controls whether the message shows up for only loan transactions (01), loan & renew transactions (02), or loan, renew and hold transactions (03)
Alma Analytics Reports:
You need at least 3 reports:
1) Report of all users with no email address
2) Report of users who don't have an email address and who don't have the "NOEMAIL" block
3) Report of users who have an email address and who do have an active "NOEMAIL" block
I put copies of the 3 reports we use here:
shared/Community/Reports/Consortia/WACTCLC/Seattle
Reports are called:
1) EXL_No_Email
2) Users without blocks and without email addresses
3) Users with NOEMAIL block and with email address
Copy and paste these reports to your own institution's Analytics folder.
You may have to tweak the 2nd and 3rd reports according to your own local settings. My reports filter out our test patron accounts, along with accounts used for ILL and Ex Libris admin.
Report 2 filters the Primary Identifier field based on Report 1. When you copy the reports to a new folder, you'll have to update the filter so it's looking for Report 1 in the right folder. See the screen shots below:
[cid:image004.jpg at 01D5118F.D3AFD890]
[cid:image006.jpg at 01D5118F.D3AFD890]
Create sets and run jobs:
Here are our instructions. (Note that these aren't step-by-step instructions!)
Check 2 reports 2-3 times a week (recommend MWF)
1. Add block for users without email addresses
Create Set: Users without email and without block YYYY-MM-DD
Add Set -- Itemized
Set Content Type: Users
Instructions when adding directly from Analytics works:
Add Contents from File to Set -- From Analytics
Analytic Folder: Seattle Colleges/Reports/Users
Name: Users without blocks and without email address
Click Save button (Don't click Download report)
[< Set Details General Information Set name Description Set content type Private Creation date updated by set ID Users without email and without block 2018-06-01 User C) No Yes 06/01/2018 PM, PDT Ex Libris Set type Status Created by Content Origin Q Look-up or select Itemized Active Ex Libris Add Members to Set C) Inactive Cancel Institution only Add Contents from File to Set Analytic Folder C) From File From Analytics Seattle Colleges/Reports/Users Name Users without blocks and without email address Users without blocks and without email address (with Download report @ Ex Libris, a ProQuest Company, 2018]
*****
Instructions when adding directly from Analytics *doesn't* work:
In Alma Analytics, check the report Users without blocks and without email address (with count)
Export report as Excel file
Make a note of how many records there are (at the top of the Excel spreadsheet). Later, when you run the update job, check the number of user records Alma says it's going to change against the number from the Analytics report.
Copy and paste Primary Identifier column into Notepad
Enter USERNAME on top line of file and delete Primary Identifier
Save as *.txt file
Import file as Itemized set
Naming convention for set is: Users without email and without block YYYY-MM-DD
[Set Details General Information Set name * Description Note Set content type * private Creation date Updated by Set ID Users without email and without block 2018-12-04 User Yes 12/04/2018 PM, PST Ex Libris Add Members to Set Active Cancel Save Set type Status Created by Content Origin Itemized O Inactive Ex Libris Institution only Add Contents from File to Set From File C) From Analytics File USERNAME Users_without_email_and_with... (6.61 KB) Users_without_email_and_without_block_2018_1 The maximum file size is 10 Ma]
*****
Run a Job
Update/Notify Users
Task Parameters:
Added/changed field: Internal
Add block type: No email address on file...
Make sure you're selecting the Internal button on the Added/changed field line *NOT* the Internal button on the Set account to line.
[cid:image011.png at 01D5118F.D3AFD890]
You can hold the Ctrl key and press the the dash/hyphen key multiple times to reduce font size in Alma.
Do the same with Ctrl and the plus (+) key to increase font size in Alma. This trick works for most web pages, not just Alma.
Reduce the font size until the line with Added/changed field isn't bleeding into the Set account to line anymore.
Delete Itemized Set when done (or keep for a few days to check and make sure changes aren't being overwritten)
Delete *.txt and Excel files when done!!!!!
2. Deactivate block for users with email addresses
Create Set: Users with NOEMAIL block and with email address YYYY-MM-DD
Add Set -- Itemized
Set Content Type: Users
Instructions when adding directly from Analytics works:
Add Contents from File to Set -- From Analytics
Analytic Folder: Seattle Colleges/Reports/Users
Name: Users with NOEMAIL block and with email address
Click Save button (Don't click Download report)
[< Set Details General Information Set name Description Set content type Private Creation date updated by set ID users with NOEMAIL block and with email address 2018-06-01 user C) No Yes 06/01/2018 PM, PDT Ex Libris Set type Status Created by Content Origin Itemized Active Ex Libris Add Members to Set C) Inactive Cancel Institution only Add Contents from File to Set Analytic Folder C) From File From Analytics Seattle Colleges/Reports/Users Name Q users with NOEMAIL Users with NOEMAIL block and with email address Users with NOEMAIL block and with email address (wit Download report @ Ex Libris, a ProQuest]
*****
Instructions when adding directly from Analytics *doesn't* work:
In Alma Analytics, check the report Users with NOEMAIL block and with email address (with count)
Export report as Excel file
Make a note of how many records there are (at the top of the Excel spreadsheet). Later, when you run the update job, check the number of user records Alma says it's going to change against the number from the Analytics report.
Copy and paste Primary Identifier column into Notepad
Enter USERNAME on top line of file and delete Primary Identifier
Save as *.txt file
Import file as Itemized set
Naming convention for set is: Users with NOEMAIL block and with email address YYYY-MM-DD
[Set Details General Information Set name * Description Note Set content type * private Creation date Updated by Set ID Users with NOEMAIL block and with email address 2018-12-04 User Yes 12/04/2018 PM, PST Ex Libris Add Members to Set Active Cancel Save Set type Status Created by Content Origin Itemized O Inactive Ex Libris Institution only Add Contents from File to Set From File C) From Analytics File USERNAME (5.4 KB) The maximum file size is 10 Ma]
*****
Run a Job
Update/Notify Users
Task Parameters:
Added/changed field: Internal
Disable block type: No email address on file...
Make sure you're selecting the Internal button on the Added/changed field line *NOT* the Internal button on the Set account to line.
[cid:image023.png at 01D5118F.D3AFD890]
You can hold the Ctrl key and press the the dash/hyphen key multiple times to reduce font size in Alma.
Do the same with Ctrl and the plus (+) key to increase font size in Alma. This trick works for most web pages, not just Alma.
Reduce the font size until the line with Added/changed field isn't bleeding into the Set account to line anymore.
Delete Itemized Set when done (or keep for a few days to check and make sure changes aren't being overwritten)
Delete *.txt and Excel files when done!!!!!
Note: When the Block is set as an External field (bad, because it will be overwritten during daily loads), then BULK_UPDATE appears in the Block External ID field in Alma Analytics.
If the Block External ID field is blank, then the block has been created (correctly) as an internal note field. Remember there's a 1-day lag between Alma and Alma Analytics.
Instructions on how to add the email address:
You can steal ours:
https://scedu-my.sharepoint.com/:w:/g/personal/kirsti_thomas_seattlecolleges_edu/EYFqkdJwl8JFqNfDzEgkRBUBydgD7KRYeqtGRPNrV3VEVQ?e=OYOBP8
Hope this helps!
Kirsti S. Thomas
Library Technical Service Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu
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