Electronic Resource Workflows SBCTC July 6 2016 Inventory Model Common Workflows OrderingActivation Activate From the Community Zone Local Electronic Collection amp EOD import profile ID: 700246
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Slide1
Justine Burchell| Implementation Consultant
Electronic Resource Workflows
SBCTC – July 6, 2016Slide2
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
2Slide3
Inventory Model
3
Collection Level Information
Service Level InformationPortfolio Level InformationSlide4
Inventory Model – Side note (Discovery & Delivery)
PCI
DiscoveryAlma DeliveryPCI will allow patrons to discover citations with citation metadata. Primo then contacts Alma to see if it can deliver full-text. PCI, Primo, and Alma work together. 4Slide5
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
5Slide6
Activate
From the Community Zone
Use when…
Resource is available in the Community ZoneBib metadata is goodYou want to subscribe to automatic CZ updates to bibliographic records, linking information, and content (collection is updated when portfolios are added/deleted)Steps:Locate
the collection or portfolio you want to order in the CZ & order.
Follow the standard ordering workflow.
Activate
the purchased electronic resource.
*You
can order & activate or just activate, if you’re not using acquisitions.
6Slide7
Activate from the Community Zone – Step 1
Order
the…
Electronic collection if you will be billed on one line-item for the whole collection. Each portfolio if you will be billed for each title in the collection. 7Slide8
Activate from the Community Zone – Step 2
Follow the standard ordering workflow.
8Slide9
Activate from the Community Zone – Step 3
“Manage Electronic Resource Activation”
Actions >> Edit Resource (This is editing the collection)
Actions>>Activate (This activates the service level)9Slide10
Activate from the Community Zone – Step 3
Manage Electronic Resource Activation” part 2
Linking Parameters (See
Linking Parameters)Proxy (See Proxies)Recommended: apply the proxy at the Service Level10Slide11
Activate from the Community Zone – Step 3
If you subscribe to the entire collection, click
“Activate All”
If you already have a spreadsheet with your subscribed portfolios, click “Activate electronic collection and selected portfolios via Excel file upload.If you want to activate portfolios later, click “Manual Activation”If you choose this option, see the next slide for portfolio options.11Slide12
Add portfolios (Edit Service>>Portfolios Tab)
If you subscribe to the entire collection, click “Add all portfolios from Community”If you want to cherry-pick which portfolios are in your subscription, click “Add portfolios from Community”
If you want to add portfolios via a spreadsheet, click “Load Portfolios” (we’ll address ‘Add Local Portfolio later)
Activate from the Community Zone – Step 3bSlide13
Add portfolios via the portfolio loader (Edit Service>> Portfolios Tab)
Portfolio Loader modes:
Incremental – file contains only the portfolios that
have been updated/deleted/newFull – file contains the complete list of portfolios; the portfolio loader will update/delete/add portfolios according to the fileTo add portfoliosComplete/Incremental - AddIf the ISSN exists in CZ, it will be matched with the record in the CZ and become a CZ (global) portfolio. If the ISSN does not exist in the CZ, it will become a local portfolio. See the next slide for tips on how to create the file.
Activate from the Community Zone – Step 3bSlide14
Use
the “Extended Export” button to get a file of all the available CZ portfolios, in portfolio loader format (Edit Service>>Portfolios Tab)
Edit the file
Activate from the Community Zone – Step 3bSlide15
Activate from the Community Zone – Optional
If a selective package in the Community Zone does not have a specific portfolio you need, create a local portfolio.
Add
portfolios (Edit Service>>Portfolios Tab>>Add Local Portfolio)Create a new title orUse existing titleOptionally, create an order for the portfolio (Search for the portfolio and then click “order”Slide16
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
16Slide17
Local Electronic Collection & EOD Import Profile
Use when…
No CZ resource/CZ record is poor
Good metadata from the vendor Vendor supports EODSteps:Create a local electronic collection Use the New Order type of import profile to import bibliographic records from the vendor, creating a standalone portfolio for each title with its own PO line and access details. 17Slide18
Local Electronic Collection & EOD Import
Profile – Step 1
Create a Local Electronic Collection (RM>>Add Local Electronic Collection)
Collection Level & Service Level Information18Slide19
Local Electronic Collection & EOD Import
Profile – Step 1
Collection Level Information >> Additional Information Tab
Link to a bib for collection-level discoverability in Primo19Slide20
Local Electronic Collection & EOD Import
Profile – Step 1
Service Level Information – Activation Tab & Linking Information Tab
Activate the service & input the proxy information (Linking Information Tab)20Slide21
Local Electronic Collection & EOD Import
Profile – Step 2
Create a New Order Import Profile
In the Inventory Information tab, select the option to create portfolios as part of a collection. (A PO line will be created for each portfolio).In the Inventory Information tab, select Activate to make these portfolios available to users on import.Run the import profile.*If the vendor later sends a second load of records that includes URLs linking to each title, use the Update Inventory type of import profile to update each portfolio. (Use the Vendor reference number field to match).21Slide22
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
22Slide23
Local Electronic Collection & Repository Import
Use when…
No CZ resource/CZ record is
poorGood metadata from the vendor Vendor DOES NOT support EODSteps:Create a local electronic collection Import the records using the Repository import profile. Search for the resource and select Order (optional)23Slide24
Local Electronic Collection &
Repository Import– Step 1
Create a Local Electronic Collection (RM>>Add Local Electronic Collection)
Collection Level & Service Level Information24Slide25
Local Electronic Collection &
Repository Import – Step 1
Collection Level Information >> Additional Information Tab
Link to a bib for collection-level discoverability in Primo25Slide26
Local Electronic Collection &
Repository Import – Step 1
Service Level Information – Activation Tab & Linking Information Tab
Activate the service & input the proxy information (Linking Information Tab)26Slide27
Local Electronic Collection & Repository Import – Step 2
Create a repository import profile
Select
Part of an electronic collection Activate the resource27Slide28
Local Electronic Collection & Repository Import – Step 3
Order the resource
If
you will be billed on one line-item for the whole collection. Search for each portfolio and create multiple orders if you will be billed for each title in the collection. If you haven’t already, activate the collection via the link in the above screenshot.28Slide29
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
29Slide30
Local Electronic Collection
Use when…No
CZ resource/CZ record is
poorInadequate metadata from the vendorSteps:Create a local electronic collection Add titles (portfolios) to the electronic collection. Either…Bulk import local titles into the collection via the portfolio loader or from a setAdd local portfolios one by one. Order the Resource
Activate the purchased electronic resource.
30Slide31
Local Electronic
Collection– Step 1
Create a Local Electronic Collection (RM>>Add Local Electronic Collection)
Collection Level & Service Level Information31Slide32
Local Electronic
Collection– Step 1
Collection Level Information >> Additional Information Tab
Link to a bib for collection-level discoverability in Primo32Slide33
Local Electronic
Collection– Step 1
Service Level Information – Activation Tab & Linking Information Tab
Activate the service & input the proxy information (Linking Information Tab)33Slide34
Add portfolios via the portfolio loader (Edit Service>> Portfolios Tab)
Portfolio Loader modes:Incremental – file contains only the portfolios that have been updated/deleted/new
Full – file contains the complete list of portfolios; the portfolio loader will update/delete/add portfolios according to the file
To add portfoliosComplete/Incremental - AddIf the ISSN exists in CZ, it will be matched with the record in the CZ and become a CZ (global) portfolio. If the ISSN does not exist in the CZ, it will become a local portfolio. See the next slide for tips on how to create the file.Local Electronic Collection – Step 2 (Option 1)Slide35
Use
the “Extended Export” button to get a file of all the available CZ portfolios, in portfolio loader format (Edit Service>>Portfolios Tab)
Edit the file
Local Electronic Collection – Step 2 (Option 1)Slide36
Local Electronic Collection – Step 2 (option 1)
Load portfolios via a set
This method may be helpful when cleaning up P2E recordsSlide37
Local Electronic Collection – Step 2 (option 2)
Create local portfolios and add them to the collection one-by-one.
Record…
Linking informationProxy informationPortfolio level date coverage/embargo informationTest Access (Access is always tested at the portfolio level)Slide38
Local Electronic Collection – Steps 3 & 4
Order the collection if
you will be billed on one line-item for the whole
collection. Order each portfolio and create multiple orders if you will be billed for each title in the collection. Activate the Resource38Slide39
Inventory Model
Common Workflows – Ordering/ActivationActivate
From the
Community ZoneLocal Electronic Collection & EOD import profileLocal Electronic Collection & Repository import profileLocal Electronic CollectionMaintenance & TroubleshootingCommunity Zone Task ListCommunity Zone – Unlink/LinkPortfolio LoaderChange Electronic Portfolio Batch JobImport Profile“Edit Service”
39Slide40
Maintenance & Troubleshooting –
Community
Zone
View changes to Community Zone linked recordsSlide41
Community Zone – Unlink/Link
If you’re not happy with the quality of the descriptive records, you can use your
own bibliographic records but stay
connected to the CKB updates“ignore_cz_records” is set to “False”Create a repository import profile (no inventory)Set Import Profiles > choose profile > Match Profile tab > “Unlink bibliographic records from community zone” to ‘yes’)Create a file of the bibs to unlinkCreate a set in AlmaRun the job “Export bibliographic records”Run the import profileSlide42
Community Zone – Unlink/Link
A local portfolio can be linked to the CZ
if
you want updates to linking information from the CZOption 1Locate local bib using an advanced search of electronic portfolios (“is standalone” equals “yes”) Click “Link to community” Option 2Locate a CZ collection to which you’ve added standalone portfolios.Click “Link to CommunitySlide43
Maintenance & Troubleshooting – Portfolio Loader
Complete
– Delete.
The portfolios that remain are the portfolios that are in the input fileIncremental – Delete. The portfolios that remain are the portfolios that were not in the input fileComplete - UpdateUpdate existing local portfolios with the information listed in the Excel file (for portfolios linked to the Community Zone, only the override information in the portfolio is updated)Incremental – UpdateUpdate the details of all electronic collection portfolios that are listed in the file.
To get a file to edit, you can…Click “extended export” (.xls) of a specific collection in Alma
Or, create
a set of portfolios and export the content of the set using the “Export Electronic Portfolios” job
43Slide44
Maintenance & Troubleshooting – Sets & Jobs
“Change Electronic Portfolio Information” Job
Possible uses:
Remove proxy prefix from migrated P2E electronic portfoliosChange the Electronic Material TypeActivate PortfoliosCreate Public/Authentication NotesSlide45
If you
have established vendor relations for e-book collections update feeds, use an import profile to load the provided MARC records and update the relevant portfolios
Maintenance & Troubleshooting – Import ProfilesSlide46
Check Linking Parameters
Make sure there aren’t any (unneeded) parser/URL over-rides
Maintenance & Troubleshooting – “Edit Service”Slide47
THANK YOU
Justine.Burchell@exlibrisgroup.com