Alma Fulfillment

Records for Knox faculty, staff, and students are added or updated with a nightly automatic record load. This process does two things, depending on the records being loaded:

• Adds new user records 
• Updates existing user records with new or changed information, for example adds a preferred name, makes changes to the address, phone, etc.

Sometimes there are errors with the automatic patron record loads. Error reports are generated with each record load and either the Alma system administrator or the circulation manager will investigate the errors.

To add a patron record for a Knox faculty, student or staff person go to:
Fulfillment menu > Manage Patron Services 
and click on the Register New User button. Fill in the Quick User Management form, section by section:

User Information section

• First name
• Last name
• Primary identifier -- use the person's Knox ID
• Purge date -- enter a date five years in the future
• User group -- choose one: Staff, Faculty, or Undergraduate
• Expiration date -- use a date one year in the future
• other fields are optional -- fill in as necessary

User Management Information section

• Patron has institutional record -- set to YES. This action will display additional form fields.

Email Addresses section

• In the Email Types section choose "work" if the new user is an employee and choose "school" if the new user is a student
• Enter a vaild Knox email address

Addresses section

• In the Address Types section choose "work" if the new user is an employee and choose "school" if the new user is a student
• Address Line 1: enter the person's K-box number with the format: K-box xxx

• City: Galesburg
• State: IL
• Postal code: 61401

Click the UPDATE USER button when done.

Add the User's Barcode to the Record

• After adding the new user the user will appear in the Manage Patron services window. Click on the user's name or do a search for the user to bring up their record.
• Click on the Identifiers tab and click "Add Identifier".
• Tick the "add as external" box
• Idetifier Type should be Barcode
• Value: Fill in the user's barcode found on the back of their Knox ID
• Clidk ADD AND CLOSE. Then click SAVE.

To add a patron record for a community or local borrower go to:
Fulfillment menu > Manage Patron Services 
and click on the Register New User button. Fill in the registration form, section by section:

User Information section

• First name
• Last name
• Primary identifier -- use an ID we commonly use for local borrowers
• Purge date -- enter a date five years in the future
• User group -- choose "Local patron" from the drop-down list
• Expiration date -- use a date one year in the future
• other fields are optional -- fill in as necessary

User Management Information section

• Patron has institutional record -- set to NO
• Enter a password and enter it a second time to verify it (write down the password)
• Leave the "force password change on next login" unchecked

Email Addresses section

• Email types -- check the appropriate box
• Enter the email address
• If the patron has no email address, choose "Alternative" as the email type and enter this as the email: no-email@no-email.com

Addresses section

• Address types -- check the appropriate box
• Fill in all the required fields

Phone Numbers section

• Fill in phone number information

Click the UPDATE USER button when done.