FAQs

Alma's Offline Circulation Utility can be used to track loans and returns while Alma is offline. The Offline Circulation Utility can be downloaded here:

• https://developers.exlibrisgroup.com/wp-content/uploads/2015/08/setup_offcirc.zip

The Offline Circulation Utility generates a file of loans and returns that can be uploaded to Alma once it is back online.  In order to upload that file, you'll need the Circulation Desk Operator role. Uploading that file will update user and item records accordingly. 

Notes:

• Please avoid installing multiple instances of the Offline Circulation Utility at the same circulation desk. If a user checks out an item at one workstation and returns it to a different workstation, the Alma will not be updated properly if the file containing the return is uploaded before the file containing the loan. 
• Once you upload the OffCirc.dat file to Alma, be sure to delete that file. If you don't, you could inadvertently upload old transaction data the next time Alma is offline. 
• Uploading the OffCirc.dat file will not trigger any loan or return notices.
• The circulation desk you're logged in to when you upload the OffCirc.dat file matters​. Items housed in locations attached to other circulation desks will not be reshelved. They will be placed In Transit to those circulation desks.

Using the Offline Circulation Utility while Alma is Offline

1. If the user would like to check an item out, click the Loan button.  If the user would like to return an item, click the Return button.  If you click the Return button, the Borrower field will disappear.

2. If you are checking an item out, enter the user's identifier in the Borrower field (you can use any identifier in the user's Alma record), enter the item's barcode in the Item Barcode field, and then click the Loan button. If you are returning an item, enter the item's barcode in the Item Barcode field and then click the Return button. The transactions will appear in the transactions window at the bottom of the Offline Circulation Utility.

Loan:

Return:

3. Once you have finished checking out and/or returning the user's items, click the Save to File button. The transactions will be saved to the OffCirc.dat file in C:\Alma Offline Circulation\OffCirc\files, and they'll be cleared from the transactions window. 

Uploading the Offline Circulation Utility File once Alma is Online

Note: The circulation desk you're logged in to when you upload the OffCirc.dat file matters​.  Items housed in locations attached to other circulation desks will not be reshelved.  They will be placed In Transit to those circulation desks.

1. Go to Fulfillment | Advanced Tools | Offline Circulation

2. Click the folder icon next to the File Name field, navigate to C:\Alma Offline Circulation\OffCirc\files, select the OffCirc.dat file, and then click the Upload and Validate File Content button. A new job will be added to the job list at the bottom of the screen (the status will initially be "Pending"). Click the Refresh button until the job finished running (

4. Check the Entities Failed column to see if the job produced any errors. If the Entities Failed value isn't 0, click the ellipsis next to the job and then click View Report. You'll then see a report of the transactions that produced errors.

5. Delete the OffCirc.dat file from C:\Alma Offline Circulation\OffCirc\files. The Offline Circulation Utility will generate a new OffCirc.dat file the next time you use it. If you do not delete this file, the transactions it contains will be uploaded again the next time you use the Offline Circulation Utility.