Introduction
When the Bavarian State Library (Bayerische Staatsbibliothek – BSB) migrated its systems to the cloud with Alma, the goal was to modernize infrastructure and free staff from the overhead of local database management, scripts, and manual jobs. Alma provided a robust, cloud-based platform for core library operations.
Yet, some specialized workflows still required IT support and scripting, creating queues of routine requests. Library Open Workflows (LibOW) offered a complementary solution. With its cloud-based environment for automating and customizing workflows, the State Library could enable staff across departments to design and run processes independently, while IT focused on more advanced technical challenges. Recognizing the potential of this new approach, BSB became one of the first Development Partners for LibOW — helping to shape the platform while gaining early access to its capabilities.
Chief Information Officer
Flexibility, Faster Learning, and Real-World Impact
For System Librarian Peter Heller, LibOW stood out during a presentation at IGeLU (The International Group of Ex Libris Users) 2024. While Alma jobs efficiently handle large-scale updates, they apply uniform values across records. At BSB, some updates required greater variation. With LibOW, staff could process a single list where each line carried different values — all in one workflow.
“For us at BSB, the flexibility struck me immediately — it added a level of customization and efficiency that supported our day-to-day work.”
That flexibility quickly translated into practical wins. One of the most popular examples was a workflow related to PO Lines.
“It was quick to build, but saved my colleagues a number of mouse clicks every time they dealt with an item. One coworker even thanked me with a box of chocolates — it showed just how meaningful these small automations can be.”
While the early learning curve was sometimes challenging, adopting LibOW became easier thanks to community resources. Power Hours provided inspiration, blog posts gave practical examples, and within months documentation had expanded significantly.
Partnering with Ex Libris
BSB’s experience was shaped not only by the software itself, but also by close partnership with Ex Libris. As a Development Partner, BSB worked side by side with Ex Libris, receiving quick responses to questions and seeing their feedback incorporated directly into new LibOW releases. This role gave staff the opportunity to contribute ideas that not only improved their own workflows, but also helped shape the evolution of LibOW for the Alma library community.
Shaping Collaboration Beyond IT
From the outset, BSB made LibOW a collaborative effort. Administrators from nearly every department joined the project, tested workflows, and shared feedback.
This inclusivity shifted ownership. Workflows were no longer the exclusive domain of IT. Librarians and administrators gained the confidence to create and test their own solutions, leading to more creativity, faster problem-solving, and stronger cross-department collaboration. The broader Ex Libris community further accelerated this progress by exchanging examples and success stories.
Conclusion
For the Bavarian State Library, Library Open Workflows has been a catalyst for cultural change. Building on the solid foundation of Alma, LibOW empowers both coders and non-coders, breaks down silos, reduces bottlenecks, and encourages innovation across departments.
The results are clear:
- Staff are more engaged and capable.
- IT can concentrate on strategic initiatives.
- The library benefits from shared expertise within the global community.
At the library, LibOW isn’t just improving workflows — it’s helping reimagine what is possible for libraries.
