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    Best Practice Toolkit: Linking Standalone Portfolios to Community Zone

    What is it?

    We recommend ordering from the Community Zone or associating a local collection with a community zone collection. This places management of links and vendor updates in the hands of Ex Libris. Customers will not have to maintain their local collections to handle these changes on a one-by-one basis if they are associated with Community Zone collections.

    Purchase from the Community Zone

    You have found the electronic collection and titles in the Community Zone and have verified that the titles you are ordering have adequate bibliographic metadata.

    Attach a PO line to the Community Zone collection or title and follow the Acquisitions purchasing workflow.


    1. Locate the collection or portfolio you want to order in the Community Zone. Use an electronic collection if you will be billed on one line-item for the whole collection. Use individual portfolios and create multiple orders (from an electronic portfolio search result and not from a title search result) if you will be billed for each title in the collection. Once you have found your item in the Community Zone, select Order in the results entry.
    2. Follow the standard ordering workflow. See additional information on purchasing (Explanation of Purchase Types Workflow and Inventory and Manually Creating a PO Line).
    3. Activate the purchased electronic resource. For information on activating a portfolio or an electronic collection, see Activating Electronic Resources.


    Linking a set of standalone portfolios to a Community Zone (CZ) collection to receive portfolio updates from the CZ:

    In order to link a set of standalone portfolios to a CZ collection, first create a local collection:


    1. Go to Alma > Resources > Inventory > Add Local Electronic Collection
    2. In the Electronic Collection Editor, add a Public name (mandatory) and other fields (as desired)
    3. Select Save and Continue
    4. Select the desired options on the Activation tab, and Save
    5. Select the desired options on the Additional tab, and Save

    Once created, select the Edit Service link from the action [...] menu:

    1. Select the Portfolios tab
    2. Select Add > Add from Set
    3. Choose the set of portfolios you wish to link to the community zone
    4. Submit and Confirm

    Once the portfolios have been added and the job is complete

    1. From the top right-hand corner of the Electronic Service Editor, choose Save or Cancel to be returned to your recently created local electronic collection
    2. Select the Link Local Portfolios to Community link from the action [...] menu
    3. From Electronic Collection Name menu, search and select the desired Community Zone electronic collection
    4. To maintain your local bibs and receive portfolio updates from the CZ, select "NO" for the Use the community bibliographic records
    5. Click the Link button in the top right-hand corner and then Confirm