Library teams often rely on IT support for even the simplest operational updates whether that’s batch-editing records, sending patron notices, or moving data between Alma and campus systems. This dependence slows down progress and limits agility.

Library Open Workflows addresses this challenge with a secure, low-/no-code solution built directly into Alma on the Clarivate Higher Education platform. It enables staff to automate and streamline everyday tasks without servers, custom scripts, or technical intervention while using Alma’s existing APIs, webhooks, and Cloud Apps within a unified, hosted environment.

What it is

Library Open Workflows offers a visual, drag-and-drop interface that enables libraries to design and run automations, either to streamline operations within Alma or to integrate Alma with third-party services.
Typical use cases range from batch record updates and notices to cross-system integrations with tools like Google Workspace or Microsoft 365. Workflows can be initiated manually by staff, scheduled to run automatically, triggered through supported Alma webhooks, or launched via simple, secure cloud-app hosted forms. This means no programming is required for typical use cases.

A dedicated Alma node provides access to Alma’s standard APIs in a simplified format, supporting a wide range of read and write operations for data management. Libraries can also extend functionality using available connectors for services such as Google Workspace, Microsoft 365 (including Teams), Slack, Dropbox, or FTP, allowing integrations that fit seamlessly into existing workflows.

Optional code blocks are available for more advanced logic, but most automation can be created without scripting, making the tool accessible for staff with varying levels of technical experience.

What libraries are doing with it today

Early development partners are already using Library Open Workflows to streamline recurring and high-impact library processes, including:

• Waiving aged fines (for example, items older than five years) using an Analytics report as input.
• Transforming and standardizing metadata for union catalog alignment, exchanging records in bulk through API based workflows
• Accelerating serials receiving by simplifying item creation, often integrating Alma with spreadsheet-based workflows
• Sending targeted notifications and performing batch item updates without relying on custom code or local infrastructure.
• Generating reports and statistics to support data-driven collection management and resource analysis.

Participating libraries have noted that the interface is intuitive and easy to learn, even for staff with limited technical experience. They report that workflows can be created and adjusted quickly, allowing teams to respond faster to operational needs and dedicate more time to user-facing services.

How it works (at a glance)

• Build visually: Create flows by connecting steps on a drag-and-drop canvas; add conditions, loops, inline data transformations, and embed code if needed for exceptional use cases.
• Use Alma safely: Interact with all Alma and Primo APIs through a dedicated node; easily map form inputs to API parameters; view outputs in real-time on the canvas to validate results.
• Trigger flexibly: Start flows manually, scheduled, via webhook (from pre-designated Alma actions), or by presenting web forms to library staff—the dedicated Cloud App allows form submission by any staff, regardless of workflow builder permissions.
• Connect your stack: Drop-in prebuilt connectors for common external services (Google Workspace, Microsoft, Slack, Dropbox, FTP, etc.). Integration with OpenAI, GitLab, GitHub, and other advanced services is available (OpenAI requires separate subscription and secure configuration).
• Share, reuse, and extend: Start from out-of-the-box workflow examples; export/import workflows in standard file formats; share with other Alma institutions or contribute designs back to the community. Workflows are always stripped of credentials and sensitive data for secure exchange.

Technical notes: Workflows must include at least one Ex Libris-developed node and cannot be run for general campus automations outside the library’s Alma and Primo environments. No backend development or new API “creation” is needed—users consume and orchestrate existing APIs.

Why it matters

• Reduces reliance on IT resources: Routine integrations can be created and maintained without dedicated developer time or additional infrastructure, making automation more accessible for teams of any size. Premium service engagements (priced per project) are available for libraries seeking assistance with more complex workflow designs.
• Provides centralized oversight and access: Libraries can view and manage all automations, integrations, and permissions through a single, consolidated interface. Workflow data and actions are securely hosted within the Clarivate (Ex Libris) cloud and protected under the same security and compliance framework that supports Alma.
• Supports privacy and control: Workflows and outputs are isolated based on Alma role assignments, allowing both individual and institutional oversight. Shared or exported workflows exclude credentials and sensitive data, and all actions are logged for transparency and audit purposes.
• Designed for consortia: A central office with a Library Open Workflows subscription can oversee and manage workflows across consortial members. Individual institutions can request additional support for specialized automations. All workflows remain hosted on Clarivate platform infrastructure, supporting interoperability, compliance, and collaborative management.

A quick example: look up a user and act

Library staff can create a simple form (for example, including fields such as User ID and Comments) that triggers an automated workflow:

1. The workflow passes the User ID to the Alma API node.
2. It retrieves the corresponding user record and displays the result within the workflow canvas for verification.
3. The process can then continue to additional actions such as updating fields, sending a notification email, writing details to an external file, or branching based on defined conditions.

This pattern—form → Alma API → action—illustrates how Library Open Workflows can streamline common library activities such as sending notices, correcting records, or running batch updates.

Getting started

• Availability: General availability is planned for the next quarter. Libraries interested in using Library Open Workflows can begin internal planning now. Pricing and subscription management are available through iQuest, with flexible models supporting research institutions, national libraries, community colleges, and consortia.
• Onboarding: Comprehensive self-service documentation, onboarding materials, and workflow examples will be available through the Ex Libris Developer Network and the Customer Center at launch. No mandatory implementation or training fees apply. Administrators will require a dedicated Alma role to provision and manage workflows from within the Alma admin interface.
• Optional assistance : For libraries seeking additional guidance, Ex Libris offers premium services to help design or scale advanced workflows. Pricing is determined based on project scope and complexity.
  Community-driven resources including the Library Open Workflows Forum and the Ex Libris Idea Exchange provide collaborative support, peer examples, and best practice discussions.

Technical overviewl: All workflows and user privileges adhere to Ex Libris security and privacy standards. Workflows can be safely exported or imported in JSON or ZIP format for cross-institutional sharing.

All workflow data remains securely hosted within Clarivate’s controlled cloud environment. Predefined and example workflows, including those demonstrating integrations such as OpenAI (where separately licensed) and FTP—are available for immediate use and adaptation.

Bottom line:

Library Open Workflows enables academic libraries to streamline automations and integrations that enhance the reliability and efficiency of daily operations, without added IT complexity.

Its flexible, role-based, and secure architecture allows libraries of all sizes to create and manage workflows with agility and confidence, supported by the same trusted framework that underpins Alma.

For demonstrations, tailored use cases, or access to community resources, contact the Library Open Workflows team.