The CARLI Interactive Inventory Scanning Tool, initially developed by Georgetown University and refined by CARLI staff, is a valuable asset provided by CARLI for I-Share Libraries. CARLI centrally hosts and maintains this tool, offering support and updates. For inquiries or feedback, users are encouraged to contact CARLI Support.
This tool is engineered to process barcodes as they are scanned, utilizing the Alma API for real-time, read-only data retrieval from your Institution Zone (IZ). This seamless integration allows for efficient inventory management.
The system is versatile, supporting Library of Congress Classification, Dewey Decimal Classification, and “Other” call numbers (indicator 8). Items lacking first indicator settings are also handled gracefully, categorized as “No call number information available”.
A webinar hosted by the CARLI Resource Sharing Committee on May 9, 2023, provided in-depth insights into leveraging this tool effectively.
Exploring Inventory Tool Options: A Comparative Overview
When it comes to inventory management, CARLI provides several tools, each with unique features. Understanding these differences is crucial for selecting the right tool for your needs.
The built-in Alma Shelf Report is a robust option. It allows users to submit a file of scanned barcodes to assess item placement, identify misshelved items, and detect missing items. Unlike other tools, it can pinpoint missing items within a specified range. This report is comprehensive in call number type support.
The Alma Batch Inventory Report Tool, another CARLI offering, processes an Excel file of barcodes. It then displays a browser-based spreadsheet highlighting item discrepancies and order issues. This spreadsheet is downloadable as a CSV file and is compatible with Library of Congress Classification and Dewey call numbers.
The Interactive Inventory Tool, the focus of this guide, provides real-time feedback. As barcodes are scanned, results are instantly displayed in a browser-based spreadsheet. This interactive nature allows for immediate issue identification and correction. Like the Shelf Report, it supports all call number types.
The table below summarizes the key features of these inventory tools, helping you make an informed decision.
Comparison chart of Alma Inventory Tools: Alma Shelf Report, Alma Batch Inventory Report Tool, and Interactive Inventory Tool, highlighting features like call number types, output format and processing method.
Getting Started with CARLI Interactive Inventory Tool
To begin using the CARLI Interactive Inventory Tool, navigate to https://alma-inventory-interactive.carli.illinois.edu and select your institution from the list. This will grant you access to the tool’s interface.
Barcode Handling and Input Methods
The tool is designed for real-time barcode processing. To operate effectively, ensure the tool is open on your computer or tablet while you scan barcodes using a scanner. Manual barcode entry is also supported.
For processing lists of barcodes, the ellipsis option offers flexibility. You can paste barcodes directly or upload them from a .csv file, streamlining bulk inventory tasks.
Barcodes should adhere to a 4-20 digit format, using only letters and numbers. For institutions with different barcode formats, CARLI Support is available for consultation and potential adjustments.
Understanding API Call Limits
Each institution has a daily aggregate API call threshold, resetting at 7 pm Central time daily (midnight GMT). This limit applies to all API activity from your institution, not just inventory tools. Exceeding this threshold will result in errors for subsequent API requests.
Your institution’s API limit is accessible via the Ex Libris Developer Network under Build My APIs > Reports > Analytics. CARLI staff can assist I-Share libraries in accessing the Developer Network or provide this information upon request.
Ex Libris aims for these thresholds to accommodate “reasonable use” of APIs. In specific cases, institutions may request an increase to their limit. Contact CARLI Support for assistance with this process.
Navigating the Add Barcode Pop-Up Window
Screenshot of the Add Barcode pop-up window in the CARLI Interactive Inventory Tool, showing fields for Library, Location, Last Barcode Scanned, Barcode input and action buttons.
The “Add Barcode” pop-up window is central to interactive scanning.
Library: Select the specific library for the section being inventoried. The tool will identify items from different libraries as invalid locations, ensuring accuracy within your chosen scope.
Location: Specify the library location for the inventory section. Similar to the library selection, this ensures location-specific inventory checks and flags mismatches.
Last Barcode Scanned: This field displays the most recently scanned barcode, also highlighted in bold in the spreadsheet for easy reference. Buttons for “Bad Call Num,” “Bad Title,” “Bad Volume,” and “Multiple Issues” allow manual flagging of problems related to the last scanned item. The circular arrow icon refreshes the last item’s information.
Barcode: This is the primary field for barcode input. Scan the next barcode here. The ellipsis button allows access to bulk barcode input via pasting or .csv file upload.
Add Barcode: Click this button to process the entered barcode and update the spreadsheet.
Done: Select “Done” when you have completed your barcode entries to close the “Add Barcode” window and finalize your scanning session.
Utilizing Bulk Barcode Addition
Screenshot of the Bulk Add Barcodes window in the CARLI Interactive Inventory Tool, showing options to paste a list of barcodes or load from a CSV file.
The “Bulk Add Barcodes” window streamlines the process for handling multiple barcodes at once.
For direct input, paste your list of barcodes into the Barcode List field. Alternatively, for file-based upload, select Load Barcodes from CSV File to import barcodes from a .csv file.
Click Add Barcodes to process the entire list or file. Select Cancel to close the window without processing.
Understanding the Spreadsheet Interface
The spreadsheet is the primary display for inventory results, offering detailed information and status updates in real-time.
Legend: Clicking the “Legend” link (typically in the upper left) opens a key explaining the various statuses and color codes used within the spreadsheet. Select “Done” to close the legend once reviewed.
Add Barcode: This link re-opens the “Add Barcode” window, allowing you to continue interactive scanning.
End Session – Download CSV File: Select this option to finalize your session and download the spreadsheet data as a CSV file. The file is named using the format first_call_number–last_call_number.csv. Note that color-coding from the interactive spreadsheet is not preserved in the downloaded CSV. After downloading, a “Clear Barcode Table Window” will appear. Select “OK” to clear the exported barcodes from the tool’s table, preparing for a new session.
Items Spreadsheet: The item list is displayed in reverse chronological order, with the first scanned item at the bottom and the most recent at the top.
Screenshot of the results spreadsheet in the CARLI Interactive Inventory Tool, displaying columns for Barcode, Location Code, Call Number, and other item details.
Spreadsheet Columns Explained:
- Barcode: Displays the scanned barcode for each item.
- Location Code: Shows the location code associated with the item.
- Call Number: Presents the item’s call number. Red text indicates an out-of-order item relative to the preceding item. Blue text signifies a duplicate call number within the scanned set.
- Volume: Displays volume information, if available for the item.
- Title: Shows the title of the item.
- Process: Indicates any active process flags on the item, such as “MISSING” or “LOST”.
- Temp Location: Shows any temporary location assigned to the item, if applicable.
- Bib supp: An “X” in this column indicates that the bibliographic record is suppressed.
- Hold supp: An “X” here means the holding record is suppressed.
- Record num: Displays the item ID for each item.
- Status: Shows the status assigned by the CARLI tool, as defined in the Legend.
- Status Note: Provides details on whether the item was found and any errors encountered during processing.
- Timestamp: Records the date and time when the item was scanned.
Understanding Statuses with the Legend
The Legend is crucial for interpreting the spreadsheet statuses and color-coding.
Screenshot of the Legend pop-up window in the CARLI Interactive Inventory Tool, defining statuses like “Valid Item”, “Invalid Location” and their corresponding colors.
Access the Legend by clicking the “Legend” link in the upper left corner of the tool interface. It provides definitions for each status and their visual representations in the spreadsheet, ensuring you can effectively interpret inventory results.
