1. Defining and using an external search profile with multiple targets for copy cataloging
Yoel Kortick
Senior Librarian
Alma Product Management

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3. Agenda Introduction and overview
Defining the external search resources
Add multiple search resources to one search profile
Copy Cataloging Option 1
Copy Cataloging Option 2

4. Introduction and overview
Copy cataloging in Alma is done by searching an external resource
After finding a desired record in an external resource is it possible to
Import and create a new record
Import and overlay an existing record
Import and merge with an existing record

5. Introduction and overview
This current presentation will focus specifically on setting up one search profile to search two or more external search targets simultaneously.
For more general information regarding searching external resources and copy cataloging see separate presentation ‘Resource Management - Defining and using an external search profile for copy cataloging’

6. Agenda Introduction and overview
Defining the external search resources
Add multiple search resources to one search profile
Copy Cataloging Option 1
Copy Cataloging Option 2

7. Defining the external search resources
Alma comes ready with an extensive list of pre-configured external search resources.
The library merely needs to identify the ones it wants to use and make them active.
In the next slides we show how this is done while simultaneously using both of the following resources:
German National Library
Katalog des Bibliotheksverbunds IDS Basel Bern

8. Defining the external search resources
Arrive to the resource Configuration Menu via ‘Alma > Resource Configuration > Configuration Menu’
Choose ‘Search Configuration > External Search Resources’

9. Defining the external search resources
If the ‘External Search Resource’ you wish to use does not appear in the existing list then click ‘Add External Resource’

10. Defining the external search resources
Fill in details of the ‘External Search Resource’ which you wish to add
Click “Find Resources”
Click “Select Resource”

11. Defining the external search resources
After clicking ‘Select Resource’ the user is presented with details of the resource and can add it.
Some resources require credentials
Call the resource whatever you want

12. Defining the external search resources
Do the same for the second resource (Katalog des Bibliotheksverbunds IDS Basel Bern)

13. Defining the external search resources
We call this resource “Katalog des Bibliotheksverbunds IDS Basel Bern” (which is the default name) and add it.

14. Defining the external search resources
Now both resources appear in the ‘External resource List’

15. Agenda Introduction and overview
Defining the external search resources
Add multiple search resources to one search profile
Copy Cataloging Option 1
Copy Cataloging Option 2

16. Add multiple search resources to one search profile
Now the multiple resources must be added to one single search profile
Arrive to the resource Configuration Menu via ‘Alma > Resource Configuration > Configuration Menu’
Choose ‘Search Configuration > External Search Profile’

17. Add multiple search resources to one search profile
Click “Add External Search Profile”
Give it a name and description. Here we give it name and description “German National Library and IDS Basel Bern” (a logical name because this profile will include both of these resources)

18. Add multiple search resources to one search profile
After clicking “Next” you will prompted to choose a resource which will be associated with this profile.
It is possible to choose multiple resources (in which case results will appear in multiple tabs: one for each resource).
Select the resources and click “Add to Selection”.

19. Add multiple search resources to one search profile
The resources will then appear in the list of resources which have been selected for this specific profile
Note that the order in which the resources will be searched can also be changed
Click ‘Save’ and you are ready to copy catalog from this profile

20. Agenda Introduction and overview
Defining the external search resources
Add multiple search resources to one search profile
Copy Cataloging Option 1
Copy Cataloging Option 2

21. Copy Cataloging Option 1
In this option we do not start from a pre-existing record in edit mode in the metadata editor.
We start from outside of the metadata editor and search beginning with blank search fields
Choose ‘Alma menu > Resource management > Cataloging > Search external Resources’
This will open the metadata editor with the search ready to begin

22. Copy Cataloging Option 1

23. Copy Cataloging Option 1
Choose the profile “German National Library and IDS Basel Bern” which has multiple targets
Note that the resources which exist simultaneously in one profile may exist separately ‘alone’ in other profiles

24. Copy Cataloging Option 1
Note that the search fields are blank

25. Copy Cataloging Option 1
Fill in the form as desired and click “Search”
Here we search for title contains phrase “knowledge organization”

26. Copy Cataloging Option 1
From the results we first see the records which were found in the German National Library. This is the resource that was listed first in the profile.

27. Copy Cataloging Option 1
By clicking the other tab (in this case ‘Katalog des Bibliotheksverbunds …’) we see the contents of the second tab

28. Copy Cataloging Option 1
We will now click “View” on the 2nd result

29. Copy Cataloging Option 1
And now we will import the record
Clicking “3” would bring me to ‘view’ mode for the 3d record
This would bring me back to the results list
We will now import the record

30. Copy Cataloging Option 1
The record opens in edit mode of the metadata editor. Like any record I can edit it and save to my repository.

31. Agenda Introduction and overview
Defining the external search resources
Add multiple search resources to one search profile
Copy Cataloging Option 1
Copy Cataloging Option 2

32. Copy Cataloging Option 2
In this option we start from a pre-existing record in edit mode in the metadata editor.
We start from inside of the metadata editor and the search fields will be pre-filled with data copied from the open record.
The intention is that cataloger is looking for similar or “better version” of existing record
Choose ‘Tools> Search external Resources’

33. Copy Cataloging Option 2
Here we have open in the metadata editor “Dewey an international perspective” with ISBN X. It is a very brief cataloging record with few fields.

34. Copy Cataloging Option 2
We select menu “Search External Resources”

35. Copy Cataloging Option 2
The search form opens filled in with fields from the record which is in edit mode
Fields copied from open record
This is the search profile with two resources
This will clear all fields
This will perform a search “as is”

36. Copy Cataloging Option 2
In our case we will manually remove some fields and leave the ISBN

37. Copy Cataloging Option 2
Now I have several options for each record in results
And I can view records in both resources by clicking each tab
This is the record found in the ‘German National Library’

38. Copy Cataloging Option 2
This is the record found in the ‘Katalog des Bibliotheksverbunds …’

39. Copy Cataloging Option 2
Options from the ‘Search External resources’:
View = Opens in view mode and includes option to perform other features from view mode
Import = Imports record as new record
Copy & Overlay = Imports record and overlays (replaces) record in left pane
Copy & Merge = Imports record and merges (combines) with record in left pane
Merge Preview = Shows what the merge will look like before actually performing it

40. Copy Cataloging Option 2
We will now perform “Copy & Overlay” on the record from ‘Katalog des Bibliotheksverbunds …’

41. Copy Cataloging Option 2
We have overlaid the existing record
Proof that it was overlaid is that it has the fields from the incoming record (in this case from ‘Katalog des Bibliotheksverbunds …’).

42. Copy Cataloging Option 2
Before ‘Copy & Overlay’
After ‘Copy & Overlay’