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JCU Library Experience Procedures ALMA: Fulfilment

Proxy Account

Proxy accounts

Purpose: 

  • The process for creating user accounts for Community members in Alma.

Alma Roles required:

  • Client Services Staff profile
  • User Manager (required so staff can toggle new Alumni from external to internal)

Responsibility 

  • Client Services Team leader / Supervisor

Creating a proxy allows a patron to borrow items on behalf on another patron.

(e.g. A teaching assistant who would like to check out a few items on behalf of a faculty member, or a student wants a friend to pick up books for them. Confirm that it the client whose account is going to be used has authorised this person to act as their proxy).

Both patrons need to have accounts in Alma

Set up a proxy account

A proxy account has to be set up first

  1. In Admin > Manage Users
  2. Search for patron who is going to act as proxy (the person at the desk)

  1. Click on their name
  2. Select Proxy For tab

  1. Click Add Proxy For 

  1. In the drop down search for the person they want to borrow on behalf of and Add User
  2. Go back to Manage Patron Services and use above procedure to check our books.

Checking items out to a proxy

  1. Fulfillment> Manage Patron Services
  2. Scan in borrowers barcode (this is the person at the desk)
  3. check the box for Use Proxy, and then click Go.
  4. Another drop-down menu will appear allowing you to select the client this patron has a proxy account for. If no names appear in the proxy for box (see image) then you need to create a proxy account as below (Set up Proxy Account)

  1. Click Go again
  2. The borrowers account will open (check their name appears in the right pane) with a note saying Proxy by

  1. Check out books and click Done.

Removing a proxy

  1. In the user record
  2. Go to proxy tab

  1.  Click on ellipsis [...] next to proxy name and select delete

Notes & Blocks

Notes & Blocks

Purpose: 

  • To be able to add and Remove Blocks and Notes

ALMA Roles

  • Fulfilment Operator
  • Circulation Operator

Responsibility 

  • All Frontline Staff

Notes are use either to communicate information to clients or other Library staff

  • IF you would like patrons to see the notes check the User viewable option
  • IF you check the pop up note box then staff will see it when they access their accounts.

Blocks can be use to both communicate information to clients and to prevent client from borrowing if neccessary. 

  • Specific must be placed on their account to achieve this. Please see Library Experience Team Leader

ADDING A BLOCK

  • Open ALMA
  • Go to Fulfilment → Checkin/Checkout →  Managing Patron Services
  • Search for the client’s name/ jcnumber/ student number
  • Click GO once you have found the correct patron
  • Click on the ID (jcnumber, barcode ID) on the right hand side

  • Click on the Blocks tab

  • Click on add Block which will bring up a pop up box

  • Choose your Block Description e.g. Put to Debt Collector, Advised re: Card

  • Click Add and Close button.
  • Click Save

DELETING OR EDITING A BLOCK

  • Open ALMA
  • Go to Fulfilment → Checkin/Checkout →  Managing Patron Services
  • Search for the client’s name/ jcnumber/ student number
  • Click GO once you have found the correct patron
  • Click on the ID (jcnumber, barcode ID) on the right hand side

  • Click on the Blocks tab

  • Find the Block you want to remove

  • Click on the Ellipse [...] and select Edit or Delete from the list:

Editing a Block: 

  • If you select Edit you are able to change the Block Description add notes or change if the block is external or not.

  • Click Update Block to save the block.
  • Click Save a the top of the page to save the account

Deleting a Block:

Please note if you select Delete it will instantly delete the block, it will not ask you to confirm whether or not you want to delete the block so make sure that is what you want to do. 

ADDING A NOTE

  • Open ALMA
  • Go to Fulfilment → Checkin/Checkout → Managing Patron Services
  • Search for the client’s name/ jcnumber/ student number
  • Click GO once you have found the correct patron
  • Click on the ID (jcnumber, barcode ID) on the right hand side

  • Click on the Notes tab

  • Click on Add Note which will bring up a pop up box

  • Add Note message

  • Choose type of message e.g. Library, Address, card
  • Check User Viewable (if applicable)
  • Check Pop up note ((if applicable))
  • Click Add and Close button.
  • Click Save

DELETING OR EDITING A NOTE

  • Open ALMA
  • Go to Fulfilment → Checkin/Checkout → Managing Patron Services
  • Search for the client’s name/ jcnumber/ student number
  • Click GO once you have found the correct patron
  • Click on the ID (jcnumber, barcode ID) on the right hand side

  • Click on the Notes tab

  • Find the Note you want to remove

  • Click on the Ellipse [...] and select Edit or Delete from the list:

Editing a Note: 

  • If you select Edit you are able to change the Note text, type of note and whether or not its a User viewable or Pop up note

  • Click Update Note at the top of the page to save the note

  • Click Save a the top of the page to save the account

Deleting a Note:

Please note if you select Delete it will instantly delete the block, it will not ask you to confirm whether or not you want to delete the block so make sure that is what you want to do. 

If you are unable to delete a Note/ Block

Patron may have an expired account or the account may have been toggled from student to staff or back after the note was added.

  • Locate patron from Admin - Manage users
  • Click the Open For Update button at the top of the page. 

  • Click the Yes button to open up the account for update

  • You should now be able to edit or delete a note or block.

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