[Wactclc-primo] [EXTERNAL*]-Re: ctcLink transition - sets tied to primary ID or patron record

Wed Sep 29 17:19:54 PDT 2021

Dear Kirsti,
Wow, I did not realize this caveat.  Many thanks for alerting us to that!

For what it’s worth, here is the notice I sent to our library staff about “Alma Sets and ctcLink Conversion”  I’m posting it here in case it may be of any help to others going through ctcLink conversion (of course, some dates are specific to the Green River’s conversion date)

ISSUE:  Sets marked as “private” in Alma will NOT port over to your new Alma ID (the EMPLID you will be given during ctcLink transition) on October 11, 2021
SOLUTION TASK YOU NEED TO PERFORM:

  1.  OPTION 1 (recommended)
     *   Log in to Alma > Admin (left column) > Manage Sets > My Sets tab
     *   If you want to keep a full list of all the sets you have created, click the “export list” icon.

                                                               i.      this would be helpful if, after October 22 (to give some buffer time for ctcLink changes to be reflected in Alma), you want to duplicate those sets so that they appear back in your “my sets” tab (more instructions on this below)

[cid:image004.jpg at 01D7B556.36F8F820]

     *   for each set you have created, click the ellipses at the right and choose: Edit

[cid:image006.png at 01D7B556.36F8F820]

     *   Make sure the radio button near the “Private” option is set to “No” (which makes the sets “public”) and click save.
Do this for each set
This will ensure that you can see these sets in the “Public Sets” tab when you log in after October 11, 2021

[cid:image008.jpg at 01D7B556.36F8F820]

     *   optional: after October 22, (to give some buffer time for ctcLink changes to be reflected in Alma)  if you wish to see the sets you created back in your “My Sets” tab, you should be able locate them in the “Public Sets” tab, click on the ellipses to the right of the set and choose “Duplicate”
     *   optional: after October 22 if you desire to change those sets back to “Private” = “yes,”  you can do so.

  1.  OPTION 2 (I would not necessarily recommend this, but it is technically an option)
     *   If you do NOT change your sets to public (or “Private” = “no,” ) they will still technically exist under your old primary ID (your SID) in Alma
     *   To access those sets under your old primary ID, you could create an internal account with the old primary ID to re-gain access to any private sets. However, there are some caveats to this and internal accounts may not necessarily have all the privileges your normal Alma accounts do and you will need to access Alma through a different URL than the normal one you are likely familiar with, so it may not be the most convenient way to proceed.  If you have questions about creating an internal account, please Circulation know

Jennifer Rohan
Faculty Librarian
Holman Library<https://www.greenriver.edu/campus/campus-resources/holman-library/>, Green River College
253-931-6487
Chat with a Librarian 24/7<https://libguides.greenriver.edu/website/ask-a-librarian>

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu> On Behalf Of Thomas, Kirsti
Sent: Wednesday, September 29, 2021 10:35 AM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu>; WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-primo] [EXTERNAL*]-Re: ctcLink transition - sets tied to primary ID or patron record

CAUTION: This email originated from outside of Green River College. Please do not click any links or open attachments unless you know the sender and know the information is safe. Even if you know the sender, if the request or information seems unusual please check with the sender first before clicking a link or opening the attachment. If you are unsure, contact the IT Help Desk at x2222 or email ithelpdesk at greenriver.edu<mailto:ithelpdesk at greenriver.edu>.

Please do not give out or enter your Green River email, network login, password information on non-Green River websites.
Wade & Jennifer,

Seattle ran into the problem of not being able to see Alma sets marked “Private” after our switch to ctcLink. We were in the middle of a quarter and mostly just ended up re-creating any important sets because that was the fastest solution.

I think Wade’s idea of using an account with the old ID number set as the Primary Identifier is good—with a caveat!

If you have an existing user record with the old ID number in *any* identifier field—not just the Primary Identifier field—Alma won’t let you use that ID number in another user record.  You’ll get the message “Primary identifier already exists” when you try to save the new user record.

What you may have to do instead is:

  1.  Copy and save both the old ID and the ctcLink ID number to Notepad or Word
  2.  Toggle user account to Internal and save
  3.  Edit user account to paste the old ID number in the Primary Identifier field
  4.  Set an Alma login password for the user account (because you won’t be able to authenticate with the old ID number if you use LDAP or some other type of authentication)
  5.  Log out of Alma and log back in
  6.  Change sets to Public
  7.  Edit user account to paste the new ID number in the Primary Identifier field
  8.  Toggle account to External and save
  9.  Log out of Alma and log back in

Your Alma Analytics reports will stay associated with your user account, no matter what your ID number is.  If you have any reports that make use of the “Modified by” field, you’ll see that any modification that happened before people had ctcLink ID numbers will have their old ID numbers in the “Modified by” field. Modifications that happened after Wade added ctcLink IDs will have a name in the “Modified by” field  Hope this makes sense.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Tuesday, September 28, 2021 13:45
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: Re: [Wactclc-primo] [EXTERNAL*]-Re: ctcLink transition - sets tied to primary ID or patron record

Since those sets are ‘private’, there isn’t going to be any way to see what private sets others have created.

Just FYI, after ctcLink go-live, you can always create a new account in Alma with the old primary ID to re-gain access to any private sets, lists or analyses that were “lost”. Those things don’t actually go away. You just need an active Alma account with a primary ID that matches the one under which the thing was created. Just creating an internal account with the old ID number will work.

The following features are the ones tied to primary id:

In analytics
              -Any analyses saved in “My Folders”
In primo ve
              -Any saved items, saved lists, or saved queries
In alma
              -Managed sets marked ‘private’, saved queries marked ‘private’, normalization / merge / indication rules marked ‘private’ (MDeditor), bibliographic templates marked ‘private’ (MDeditor)

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Jennifer Rohan
Sent: Tuesday, September 28, 2021 12:46 PM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: Re: [Wactclc-primo] [EXTERNAL*]-Re: ctcLink transition - sets tied to primary ID or patron record

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hi Elena,
Yes, sets show up “My Sets” if the you as the user created them; however, they can still be set to either public or private within that tab.  I’m wanting to know if there is an easy way for me (with Alma admin privileges) to get a list of the private sets that exist so that I can tell those specific users to switch them to public sets before we transition to ctcLink (so that they don’t lose those sets in the transition).  Of course I could ask our staff to go in and click on each set to see if it was set to private or public, but that is a lot of manual work.  I was hoping to be able to easily identify them up front.

Jennifer Rohan
Faculty Librarian
Holman Library<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.greenriver.edu%2Fcampus%2Fcampus-resources%2Fholman-library%2F&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331199594%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=mukOU841NdVl3r3S51nEnP8sNJqgAHyyMDnNqc0ouzc%3D&reserved=0>, Green River College
253-931-6487
Chat with a Librarian 24/7<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibguides.greenriver.edu%2Fwebsite%2Fask-a-librarian&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331199594%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=UGtTrxuSlNMrJDHf4RRiodPqYvgby8ati%2BdnDZEHcN4%3D&reserved=0>

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Elena Bianco
Sent: Tuesday, September 28, 2021 11:38 AM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: Re: [Wactclc-primo] [EXTERNAL*]-Re: ctcLink transition - sets tied to primary ID or patron record

CAUTION: This email originated from outside of Green River College. Please do not click any links or open attachments unless you know the sender and know the information is safe. Even if you know the sender, if the request or information seems unusual please check with the sender first before clicking a link or opening the attachment. If you are unsure, contact the IT Help Desk at x2222 or email ithelpdesk at greenriver.edu<mailto:ithelpdesk at greenriver.edu>.

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Hi Jennifer:

I don’t know the answer to #2, but the answer to #1 is you go to Admin|Manage Sets| and then you can see the tabs at the top for My Sets, Public Sets and All Sets:

[cid:image001.png at 01D7B555.7F39A1D0]

Elena Bianco, Systems & Technical Services Librarian
Skagit Valley College
2405 E. College Way
Mount Vernon, WA 98273
(360)416-7624

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Jennifer Rohan
Sent: Tuesday, September 28, 2021 11:02 AM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: [EXTERNAL*]-Re: [Wactclc-primo] ctcLink transition - sets tied to primary ID or patron record

Wade,

1. Is there an easy way to identify which Alma sets are private (rather than clicking on each set to determine this).  When I export the sets as an Excel spreadsheet the private/not private indication is not a field that appears.

2. Is there a way to get a list from ExLibris as to what in Alma/Prim is tied to the primary ID (so that when the primary ID changes, which specific pieces of data are affected and will be lost)?  So far I know of these pieces:

  *   Analytics individual folders
  *   Private sets
  *   User saved record and saved searches in their library account
  *   are there others…?

~thanks

Jennifer Rohan
Faculty Librarian
Holman Library<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.greenriver.edu%2Fcampus%2Fcampus-resources%2Fholman-library%2F&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331209587%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=5KY%2B7N9uKGQRaNGUUTDGe1Ss220Txh4WbMFpQbFWkvM%3D&reserved=0>, Green River College
253-931-6487
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From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Jennifer Rohan
Sent: Monday, September 27, 2021 5:06 PM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: Re: [Wactclc-primo] ctcLink transition - sets tied to primary ID or patron record

CAUTION: This email originated from outside of Green River College. Please do not click any links or open attachments unless you know the sender and know the information is safe. Even if you know the sender, if the request or information seems unusual please check with the sender first before clicking a link or opening the attachment. If you are unsure, contact the IT Help Desk at x2222 or email ithelpdesk at greenriver.edu<mailto:ithelpdesk at greenriver.edu>.

Please do not give out or enter your Green River email, network login, password information on non-Green River websites.
Thanks much for confirming, Wade!

Is there a way to get a list from ExLibris as to what in Alma/Prim is tied to the primary ID (so that when the primary ID changes, which specific pieces of data are affected and will be lost)?  So far I know of these pieces:

  *   Analytics individual folders
  *   Private sets
  *   User saved record and saved searches in their library account
  *   are there others…?

Jennifer Rohan
Faculty Librarian
Holman Library<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.greenriver.edu%2Fcampus%2Fcampus-resources%2Fholman-library%2F&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331219575%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=vKiCqRtmyxCgO1lM%2BeSzV70FqLUzk1ENgvyqnJt8K%2FU%3D&reserved=0>, Green River College
253-931-6487
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From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Guidry, Wade
Sent: Monday, September 27, 2021 3:43 PM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: Re: [Wactclc-primo] ctcLink transition - sets tied to primary ID or patron record

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Good question, Jennifer.

I didn’t know the answer, so I just tested.

If your Primary ID in Ama changes, you *do* lose access to the sets you have set to private, ie those in “My Sets”

So, yes, if you have sets marked as private that you need continued access to *you should change them to public sets*.

Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331229573%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=fpCIPpDkjfoVnC7aS8Rib7kABUXlfd8LMCJPwWP9iAs%3D&reserved=0>

From: Wactclc-primo <wactclc-primo-bounces at lists.ctc.edu<mailto:wactclc-primo-bounces at lists.ctc.edu>> On Behalf Of Jennifer Rohan
Sent: Monday, September 27, 2021 1:29 PM
To: WACTCLC Primo discussions <wactclc-primo at lists.ctc.edu<mailto:wactclc-primo at lists.ctc.edu>>
Subject: [Wactclc-primo] ctcLink transition - sets tied to primary ID or patron record

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

I’ve alerted our library staff to move any reports from individual “My Folder” locations in Alma Analytics to the institutional analytics folder before ctcLink transition because the Alma Analytics “my folder” is tied to the user’s primary ID in Alma which changes in ctcLink.

One of our staff asked if that affected Sets in Alma.  Would we need to move sets from the “My Sets” to “Public Sets” so they wouldn’t be lost in ctcLink transition?
I am unclear if sets are tied to primary ID (which would mean we would have to move them) or patron record (which doesn’t change, so I’m assuming we would not have to move them)

Anyone had experience with this or Wade, please wade in on the discussion (pardon the pun, though I’m sure you’ve heard that all your life! 😊 )

[cid:image002.png at 01D7B555.7F39A1D0]

Jennifer Rohan
Faculty Librarian
Holman Library<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.greenriver.edu%2Fcampus%2Fcampus-resources%2Fholman-library%2F&data=04%7C01%7Cjrohan%40greenriver.edu%7C8bcc96f7621d41e9803808d9836f7fd0%7Cfa40663e972749789bce776cf824bca5%7C0%7C1%7C637685337331239565%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=cTRpjH90%2F7kMCuIrMXl6lSsy48k9pmHaG4hFwGwSUCo%3D&reserved=0>, Green River College
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