Overview of Alma Normalization Rules

Normalization Rules are used to edit MARC 21 bibliographic or holdings records according to a predefined rule. You can use Normalization Rules to add, remove or replace MARC fields. You can apply normalization rules to a single bib record or to a set of records. Rules may be used to replace, add, or remove, fields, subfields and indicators with other fields, subfields and indicators or add text.

The first example is how to change one bib record.

I am going to do a Repository Advanced Search for Physical Titles and Add Condition of Subjects (LC):

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For this example, the search is for all physical titles that have an LC Subject Heading that equals cookery. I have picked this search because I want to locate all the records with this subject heading so that I may change it to the proper LC subject heading which is now cooking.

In the Alma Sandbox, the search finds 12 records:

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First we will create the normalization rule and then run it on one record. Even if you want to do a batch change, you must first test it on one record to make sure the rule syntax is set up properly and is making the change you desire.

Open the Metadata Editor:Alma > Resource Management > Cataloging > Open Metadata EditorClick on Rules Tab:

There are three classifications of rules: private, shared, and community. Private will only be seen by you. Shared will be seen by anyone at your library (only those individuals that have the Catalog Administrator role can create or edit normalization rules). Community refers to normalization rules that have been created and shared by other Alma users throughout the world.

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To create a new normalization rule. This example is changing the LC Subject Heading of Cookery to Cooking.

In the MD Editor, click on File > New > Normalization rules:

This box will pop up:

Fill in the Name and Description fields. Pick Private or Shared and remember to select Enabled. Click Save. Please note: the only time you would want the enabled not checked is if you are still working on the rule.

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Ex Libris has a document that lists various normalization rules with conditions and consequences. Although the rule may not be exactly what you need, many can be altered to fit your circumstances. I have sent this document to you today.

Example 05 looks as if it might be suitable to be altered for our normalization rule purposes. Link to document: https://knowledge.exlibrisgroup.com/@api/deki/files/42165/Rules_-_Normalization_rule_examples.docx

Example 5 Rule:

rule "Replace text United States with USA in 650 $$z (unconditional)" when (TRUE) then replaceContents "650.z.United States" with "USA"end

So instead of United States, I am replacing Cookery and instead of USA I am replacing Cooking:

The altered Normalization Rule below. Click Save:

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I’m going to search for pedant because that was a title in my original search and click on Edit Record:

The record will open in MD Editor. Click on Split Screen Mode

Put cursor in right panel

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Click on Rules tab:

Find the Rule you wish to use and click Edit:

The rule will appear in the right panel and click the Preview button:

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Check to see if the rule worked as intended. Click Apply Changes if it worked properly. If it did not work properly click on Back to normalization rules and investigate what the issue may be. Because this example worked click on Apply Changes:

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Normalized Record Below:

Remember to Save and Release Record:

Normalization process on a set of bib records. The rule has already been created. Now you must add the rule to a process.

We’ll go back to the former search we did and save the query as a set. You may wish to save this to an excel spread sheet as well for future reference. So click on tools and a spreadsheet will open and you can manipulate the data as you wish.

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The Set Details box opens.

Fill in the Set Name. I am marking No next to private and keeping the Status at Active. Click Save:

You will see a message that says your set was successfully saved:

Some jobs in Alma are out of the box such as withdraw items, change physical items or delete portfolios. Because there is no out of the box job for what I want to do, I will need to create a normalization process. Normalization processes are used to correct or update metadata

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records. After creating a normalization process, the process can be applied by running a job that uses this process.

To get to this area in Alma here is the path:

Alma > Resource Management > Resource Configuration > Configuration Menu > Cataloging > Metadata Configuration > MARC 21 Bibliographic > Normalization Processes tab > Add Process button.

I am going to pick the MARC21 Bibliographic profile:

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And the normalization process wizard will begin. Fill in the Name and Description. Click Next:

Because we are changing bib records, we need to pick Marc Drool Normalization and click on the area below that says Add to Selection:

Click Next:

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From the drop down box labeled Drools File Key select the normalization process you just made and click Save:

Now that the normalization process has been created, we are going to run a job on the set we made. Here is the path:Alma > Admin > Manage Jobs and Sets > Run a Job

Because there are several jobs to search, I will type 650 in the find box to easily find the proper job to run:

And the job appears. Click radio button and click next:

Select the set that you wish to run the job on and click next:

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The message below says the selected set contains 11 members. Make sure the drools file key is on the proper setting. Click Next:

You will see the review and confirm screen. If after review you think it is what you wish to submit, then click the submit button:

You will then see a confirmation message asking you if you wish to make changes on a specific number in the set. If you chose to do so, click confirm. Notice that is says that this cannot be reversed.

Job is running:

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I clicked refresh, and the job is done running. Smaller jobs run very quickly. Even larger jobs run relatively quickly.

Click on History tab. It lets you know the status, start and end time, job ID, etc.

You may click on the actions button and select report or events. The report tells me that it was successful and processed 11 records with no exceptions.

So now let’s check to make sure. I will run the same search and there are no records found which is a good indication that the change was made.

From the spreadsheet that you saved select some titles to search for and look at them in the metadata editor.

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Below are links to documentation and videos that may assist understanding normalization rules and normalization processes.

Documentation:

Working with Normalization Rules from Ex Libris Knowledge Basehttps://knowledge.exlibrisgroup.com/@api/deki/pages/33003/pdf/Working%2bwith%2bNormalization%2bRules.pdf?stylesheet=default

Working with Normalization Processes from Ex Libris Knowledge Base (information pertaining to this begins on page 27)https://knowledge.exlibrisgroup.com/@api/deki/pages/33073/pdf/Configuring%2bCataloging.pdf?stylesheet=default

Videos:

Alma 305 Normalization Rules (4 minutes)https://knowledge.exlibrisgroup.com/Alma/Training/Discover_Alma/Alma_300-level_Classes/Alma_305%3A_Normalization_Rules

Normalization Routine Syntax for Deletion or Content Change (10 minutes)https://www.youtube.com/watch?v=VSP4vMBMrTU&hd=1

Alma Administration Fundamentals (13 minutes) – please note that for me this did not work properly in Chrome—I needed to view it in Firefoxhttp://exl-edu.com/01_Alma/Alma%20Essentials/Administration%20Fundamentals/ALMA-AF-RM-03/story_html5.html?lms=1

Normalization Rules in Alma (41 minutes)https://knowledge.exlibrisgroup.com/Alma/Training/Extended_Training/Normalization_Rules_in_Alma

Normalization Rules Advanced from Ask the Expert Series (60 minutes)https://knowledge.exlibrisgroup.com/Alma/Training/Ask_the_Alma_Expert/9975_Normalization_Rules_(Advanced)

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