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.

Patron record purges are managed by the Alma system administrator. Typically patron record purges happen once a year in the summer.

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.