Alma - Configuring the automated job export

Modified on Wed, 18 Jun at 11:37 AM

This method is designed for muticampus libraries that are not compatible with the BrowZine publishing profile option. Non-multicampus libraries should still configure their automation using the BrowZine publishing profile in Alma, which Ex Libris custom developed to our unique specifications.

Please make sure you have already configured a SFTP Connection to our server at sftp.thirdiron.com. If you have not done so, please refer to the instructions here: Alma - Configuring a SFTP Connection

Once the SFTP Connection(s) have been set up, follow the instructions below to schedule the automation component. Note that you will need to follow these instructions for EACH campus that has an instance of BrowZine/LibKey.

1. Go to Admin -> Manage Jobs and Sets -> Run a Job

2. Select “Export Electronic Portfolios”

3. Select your defined logical electronic titles set.

* Note that the below illustration is a sample only. This Alma customer created a custom set and named it “eJournals”. If you have not created a similar set, the recommended parameters when defining the set are:

"Electronic Titles where All titles (Material Type equals "Journal")"

If you need additional assistance in defining a set, please refer to the Ex Libris Manage Search Queries and Sets documentation, under the "Creating Logical Sets" section.

*** CONSORTIA MEMBERS ***

Use the Combined Sets filter to configure Alma to add the Network Zone (NZ) search results to the Institution tab (IZ).

If you do not see this option in the Set definition panel, contact Ex Libris to enable this feature for you.

4. Configure the export task parameters:

* Physical Format: TXT schema

* Number of records in file: One File

* Export into folder: Private

* FTP configuration: BrowZine FTP (or whatever you named your SFTP Connection to the sftp.thirdiron.com server)

5. Review and Confirm

Schedule the job in the "Schedule" panel using the following settings:

* Frequency: Weekly

* Every: 1 week(s)

* On: Saturday (our server pulls in the new data on Sundays so a Saturday setting ensures data currency)

* At: 10:00 (the time is not critical so you can adjust as needed to accomodate other tasks)

* Schedule Name: any name of your choosing - we recommend using "CAMPUS NAME - BrowZine" so that it's clear as to which campus this scheduled job belongs to.

You can set "Email Notifications" if you wish to be notified when the job runs to our SFTP server each week.You are also welcome to setup a notification to come to support@thirdiron.com, which will alert us as well, although our automated system will attempt to look for an updated file each Sunday regardless.

Hit Submit once done.

6. Hit Confirm when the confirmation window pops up

7. You should be deposited on the Scheduled Manual Jobs tab after you confirm, but if not you can navigate to

Admin > Monitor Jobs > Scheduled Manual Jobs to edit or delete schedules.

8. Once the schedule has been confirmed, please email us at support@thirdiron.com to confirm this has been set up so that we can "turn on" the automated updates on our end. Note that our scheduler will not run until we are notified that the Alma configuration is complete.

Running the job manually

If you ever need to run a manual update outside of the weekly automated schedule, you can do so by using the "Run Now" feature in the Options menu (three dots next to the scheduled job item).

This might be done after making a sizable/important collection change that you wish to have reflected on our end right away (you must also notify us at support@thirdiron.com to request a manual Alma refresh so that we know to trigger the corresponding update from our end to harvest the newly exported data).

If you have any questions, please contact us at support@thirdiron.com.