FAQs

We cannot currently guarantee that all files delivered via Alma resource sharing will meet the user's accessibility needs, so we recommend that all libraries that borrow digitally via Alma add a field to the Alma resource sharing request form where users can indicate they need a fully accessible file.  The best field to use is the Level of Service field.  Using that field will allow you route the request differently in Alma and review and remediate the file before it is delivered to the user.  Here's an example of what adding that field to the resource sharing request form looks like.

When a user selects "yes", Alma will route the request to a resource sharing partner that will send an email to library staff.  Library staff will then be able to clone that account to a departmental user record.  Once the request is filled, staff will be able to remediate it and then deliver it to the requester through the original request.

How Do I Add a "Needs Fully Accessible File" Field to the Digital Resource Sharing Request Form?

When you add the Level of Service field to Alma's resource sharing request form, it will appear for all requests, including physical requests.  This will likely confuse users.  There is no way to hide the Level of Service field for physical requests using standard Alma configuration, so that will need to be done using JavaScript.  SLS can do this work for your library, so please submit a ticket to info@sunyolis.libanswers.com if you'd like to add the Level of Service field to your resource sharing request form for digital requests only.  If you would like to adjust any of the language in the above image, please include that in your ticket.  

If you asks SLS to add the Level of Service field to your resource sharing request form, we will also configure the following things for your library.

• A resource sharing partner that will send an email to library staff whenever a request is assigned to it
• Rota template and rota assignment rule to assign all requests where "Level of Service = Yes" to that resource sharing partner
• A user account to clone requests where "Level of Service = Yes" to
• An ILL user group for that user (this will be used to exclude cloned requests from copyright counting)

Please include the email address and names you'd like to use for this partner, user account, and user group in your ticket.

How Do I Process a Request for a Fully Accessible File?  

1. When a user requests a full accessible file, the request will be assigned to a "User Needs Accessible File" partner, and the Ful Outgoing Email Letter will be sent to the email address listed in that partner.  Once you receive that email, go to the main Alma page, search for the request External Identifier listed in the email subject, click the ellipsis next to the request, and then click the Duplicate link.  A new request will open.  

2. Replace the value in the Requester field with the departmental user that will receive the unremediated file, select "Copyright approved" from the Copyright Status dropdown, add the External Identifier of the original request to the Request Note field, and then click the Save button.  The new request will be automatically sent out for fulfillment, and you will receive the Document Delivery Notification Email once the request has been filled.

3. Once you've had an opportunity to remediate the file you received via the duplicated request, retrieve the External Identifier of the original request from the notes field of the duplicated request, search for the original request, click the ellipsis next to the request, and then click the Upload File link.  The Document Delivery window will open.

Note: You may want to add the Request Note field to the Document Delivery Notification Email to make finding the External Identifier of the original request easier.

4. Click the Browse link, select the remediated file, wait for the file to finish uploading, and then click the Send button.  The remediated file will be delivered to the requester, and the request will be completed.