FAQs

To change or add information to a group of bib records by a batch process (running a job) you will need to:

1. Create a local normalization rule in the MD Editor
2. Test the normalization rule on a bib record in the MD Editor to make sure the rule works as expected
3. Create a normalization process
4. Create a set of records the changes will be applied to
5. Run a job on a set of records using the normalization process 

See the Normalization Rules Guide for more information: 

STEP 1: Create a local normalization rule in the MD Editor (requires cataloger, catalog manager, or catalog administrator roles)

1. Open the MD Editor
2. Click on the Rules tab
3. Click on New and confirm that the "Placement Options" for the "Placement of new rules" is set to local
4. Select New > Normalization
5. The Normalization rule properties screen displays
   • Name*: start the name with the campus 3-letter identifier
   • Description*: copy and paste the name or add more descriptive information about the rule 
   • Type: [Select Drool - default]
   • Access Level: [Select Shared]
   • Click Save   
6. The MD Editor main pane opens
7. Begin writing the rule using the norm rule format
   • Rule "name of rule"
     when
     Condition or Conditions (using Boolean terms)
     Action or Actions
     end
8. Click Save
   • *Correct any syntax errors if they display upon saving
9. Test the rule
10. Click "X" to close the rule

STEP 2: Test the normalization rule on a bib record in the MD Editor

1. Open a bib record in the MD Editor
2. Click on the Split Editor icon (F6)
3. Click on the right side on the main pane of the MD Editor
4. Click on the Rules tab
5. Click on the Normalization rule type
6. Search for the rule
7. Expand the folder the rule is in
8. Right-click Edit from the Normalization rule
9. Click Preview to see the results of the normalization rule
10. Click Apply Changes (if is is correct and want to apply changes or Click Back to Normalization Rule to return back to the rule or to edit the rule to refine it
    1. Click the Save button under the Normalization Rule if you edit the rule
11. Click X to close the rule from the MD Editor
12. Release the bib record from the MD Editor

STEP 3: Create a normalization process (requires catalog administrator or general systems administrator roles)

1. Go to Configuration > Resources > Cataloging > Metadata Configuration
2. Click on the MARC21 Bibliographic link under active profiles
3. Click on the Normalization Processes Tab
4. Click Add Process
   1. Name the Process
   2. Add a description
   3. Status is Active
   4. Click Next
   5. Click Add Tasks
      1. Click in the box next to MARCDroolNormalization
      2. Click Add and Close
   6. Click Next
   7. Select the normalization rule from the Drool File Key drop-down menu
   8. Click Save
   9. Return to the Alma homepage

Step 4: Create a set of records

1. Create one of the following sets:
   1. Logical Set
      1. Perform a repository search for the set of records to be changed
      2. Click Create and Filter Set
      3. Logical Set Details screen opens
         1. Name the set
         2. Add a description (optional)
         3. If you want others to use the set then make sure 'Private' is unchecked
         4. Make sure Status is Active
         5. Click Save
   2. Itemized Set - it can be created from an exported repository search, excel file, or analytics
      1. Go to Admin > Manage Sets
      2. Click Create Itemized Set
      3. Itemized Set Details Screen opens
         1. Name the set
         2. Add a description
         3. Set Content Type: either All Titles or Physical Titles
         4. If you want others to use the set then make sure 'Private' is unchecked
         5. Make sure Status is Active
         6. Add Items to the Set
            1. Upload the file if the file radio button is clicked
            2. Select the analytics report if the Analytics radio button is selected
         7. Click Save

STEP 5: Run a job on a set of records using the normalization process (catalog manager or cataloger administration role required)

1. Go to Admin > Run a Job
2. Search the job by selecting Name and the name of the normalization process created in Step 2
3. Click on the radio button next to the job
4. Click Next 
5. Click on the radio button next to the set the job will be applied against
6. Click Next
7. The Drools File Key for the normalization process is automatically populated
8. Click Next
9. Review the job
10. Click Submit
11. Click Confirm when the confirmation message pops-up

Ex Libris Documentation:

• Running Manual Jobs on Defined Sets
• Working With Normalization Rules
• How to Implement a Normalization Rule