Create PO line API: How the bibliographic record is determined?
See also a real example at Example of new order from OASIS matching and using existing bibliographic record in Alma.
The Create New order API is mainly used for creating a PO line in Alma, representing an order that was done in a vendor system. As part of the PO line details, the relevant metadata is sent to Alma. Alma will try to match it with existing bibliographic records. If a matching bibliographic record exists- the new PO line will be related to that record. If not – a new bibliographic record will be created including the supplied metadata.
Alma will try to match the record as following:
- If mms_id is supplied – the match will be done based on it.
- If mms_id was not supplied – the match will be done based on the match rule that is defined on the “New Order API” profile (see below for details).
Note that if no profile was defined, match will be done based on ISBN/ISSN. - If there is single matching record, it will be considered a match.
- In case of multiple matching records:
If one of the matching records contains only the inventory type of the order, it will be considered a match.
If more than one of the matching records contain only the inventory type of the order, no preference will be based on inventory type.
If one of the matching records contains mixed inventory and there are no matching records that contain only the inventory type of the order, it will be considered a match.
In all other cases, no preference will be based on inventory type: If there is a multiple matches, Alma will randomly pick one of the records. - If no match is found – a new bibliographic record will be created.
Note: CZ is not a part of the match mechanism (just IZ and NZ)
Defining an Integration profile with your preferred match rule:
- On the General Configuration page (General > General Configuration > Configuration Menu), click Integration Profiles under External Systems. The Integration Profile List page opens.
- Select Add integration profile of type New Order API.
- In the Action tab, define the rules for normalization, validation and matching:
For YBP ,”035 (Other System Identifier) Match Method” should be defined in order to match based on YBP number or OCLC number.
Notes:
1. It is possible to define multiple profiles for multiple vendors, see Using multiple integration profiles for more details.
2. If no profile is defined, the default behavior is to match based on ISSN/ISBN.
3. The default behavior is to prefer record with the same inventory type (electronic/physical). If a profile is defined, this behavior should be configured:
3. The default behavior is to prefer record with the same inventory type (electronic/physical). If a profile is defined, this behavior should be configured:
Network member institution
If your institution is a network member, you can choose whether to use the network zone by the API or not:
If you choose to use the network zone, the following behavior will be applied:
- If one match is found in NZ which linked to CZ, Alma will use this match and will create the PO line with a cached version of the CZ bib.
- If two matches are found in NZ, and just one of them is linked to CZ, Alma will ignore the match in CZ and will create a local bib linked to the second match.
- If a multi match is found, of bibs linked to CZ and not linked to CZ, Alma will choose randomly a bib which is not linked to CZ. You can define the behavior in case of no match – create new BIB in the NZ or in the IZ:
