Conversational AI is changing how people interact with technology, making it easier to access information and complete tasks using natural language. Now, that same experience is available for operational workflows in Alma.

Managing acquisitions funds and ledgers can mean moving between screens, reports, and records to answer everyday questions. Alma AI Assistant for Acquisitions Funds & Ledgers offers a conversational way to do that work in Alma. Staff can ask questions in natural language, get answers based on current Alma data and, depending on the context, continue with a relevant follow-up question or supported action.

Staff remain in control throughout the process, reviewing the information and confirming any action before it is applied.”Alma AI Assistant introduces a new way for library staff to interact with Alma. By combining conversational AI with real-time operational intelligence, we’re making it easier to access information, complete guided tasks, and stay focused on the work that matters most – all while keeping librarians at the center of every decision.”

— Tamar Fuches, Senior Manager, Product Management, Clarivate

Ask questions in natural language

When staff need to check a balance or look up fund information, they can simply ask the assistant and get an answer based on current Alma data.

For example, users can ask:

• Which funds have a negative available balance?
• What are the top 10 funds by available balance?
• Which fund has the highest available balance?

Depending on the question, the assistant can respond directly or ask for more detail before returning an answer. Responses also include links to the relevant Alma records, so staff can check the information behind the answer before moving on.

Review and confirm supported actions

Once the assistant has returned the information, the user can keep working in the same conversation. For supported workflows, it can suggest a relevant next step or help prepare an action for review.

For example, after identifying a fund with a negative available balance, the assistant can suggest follow-up questions or offer the option to transfer money into that fund.

Negative fund balance + contextual follow-up questions and transfer action

Alma AI Assistant identifies a fund requiring attention and suggests relevant follow-up questions and actions based on the context.

The librarian can continue the conversation to gather the information needed to take action. In this example, they ask which fund has the highest available balance and use that information to select a source fund for the transfer.

The Assistant then helps the librarian prepare the transfer by collecting the required information and presenting the proposed action for review. The librarian reviews and confirms the transfer before it is applied, remaining in control throughout the process.

 Proposed $12,000 transfer ready for confirmation

Before the transfer is completed, the librarian reviews the details and confirms the action.

Once the transfer is completed, the conversation can continue. For example, the librarian can immediately ask for the updated fund balance and receive a response based on the latest operational data.

Updated available balance after the transfer

After the transfer, the librarian can continue the conversation and immediately check the updated fund balance.

By combining real-time insights, contextual recommendations, and guided actions in a single conversational experience, Alma AI Assistant helps streamline everyday acquisitions workflows while keeping librarian expertise and judgment at the center of the process.

Real-time operational intelligence

Timely decisions depend on timely information.

Alma AI Assistant provides responses based on live operational data, helping library staff quickly access current information about acquisitions funds and ledgers.

Whether reviewing available balances, identifying overspent funds, or exploring ledger information, users receive answers that reflect the current state of their Alma environment. This real-time operational intelligence helps simplify everyday work and supports faster, more informed decision-making.

Designed to empower librarian expertise

Alma AI Assistant is designed to support the expertise of library staff by providing timely operational insights and guided assistance. Librarians remain at the center of every workflow, using their knowledge and judgment to review information, validate results, and make decisions with confidence.

When guided actions are available, users review and confirm them before they are applied, ensuring transparency and maintaining control over operational workflows. Responses also include links to the relevant Alma records, making it easy to validate information before taking action.

By combining AI assistance with human expertise, Alma AI Assistant helps simplify routine tasks while supporting informed decision-making.

Responsible AI you can trust

Responsible AI is fundamental to the Alma AI Assistant experience.

Customer prompts and institutional data are not used to train AI models. The assistant is built to provide a secure, transparent, and trustworthy AI experience with appropriate security measures an human oversight, helping libraries confidently adopt AI while maintaining control over their institutional data.

Together with human oversight and transparent validation, these principles ensure AI supports library operations in a way that is both practical and responsible.

The beginning of Alma’s AI journey

Alma AI Assistant for Acquisitions Funds & Ledgers marked an important milestone in the evolution of AI within Alma.

As Alma’s first conversational AI assistant for operational workflows, it introduced a new way for library staff to interact with the platform – using natural language to access information and complete guided operational tasks.

While the initial release focuses on acquisitions funds and ledgers, it also establishes the foundation for future AI assistants that will support additional workflows across Alma. As these capabilities continue to evolve, libraries will benefit from a growing AI experience designed to make everyday work simpler, more efficient, and more intuitive.

Looking ahead

AI is creating new opportunities to make everyday library operations more intuitive, helping staff access information faster and complete routine tasks more efficiently.

Alma AI Assistant for Acquisitions Funds & Ledgers represents the first step in this journey, bringing together conversational AI, real-time operational intelligence, guided actions, and responsible AI within Alma.

As the Alma AI experience continues to evolve, additional AI-powered capabilities will strive to  build on this foundation to support more workflows, while continuing to keep librarian expertise and judgment at the center of the experience.