How to Maintain an Electronic Collection Using Portfolio Loader

1. Access the Electronic Service Editor: 

• Updating an existing portfolio: To access the Electronic Service Editor, open the existing electronic collection containing the portfolio(s) you want to edit. From the More actions menu, select Edit Service. In the Portfolios tab, click Load Portfolios.
• Creating a new portfolio: To access the Electronic Service Editor, see: How to Create Local Electronic Resources

1. The Activation Wizard: File Upload page appears.
2. In Select File, click Browse to select the file.
   Only Excel file types (.xls or .xlsx) are supported.
3. In Select Loading Policy, select one of the following Loading Policy Types:
   • Complete - Loads a complete set of portfolios, overwriting any existing portfolios.
     

     ► Click here to view the options available when this is selected:

     • Add local portfolios – Process the portfolios (in the input Excel file) in the following manner:
       • If a match is found in the Community Zone for the portfolio, the portfolio is added and linked to the Community Zone.
       • If a match is not found in the Community Zone for the portfolio (based on the identifier), a match is attempted in the Institution Zone and, if found, the portfolio is added as a local portfolio in the electronic collection. Otherwise, a new local portfolio record is created and added to the electronic collection.
     • Update portfolios – Update existing local portfolios with the information listed in the Excel file for the matching portfolios when this option is selected. For portfolios linked to the Community Zone, only parser parameters and coverage information is updated when this option is selected.
     • Delete portfolios – Select this option to indicate that:
       • If the portfolios exist as part of the collection (local or linked to the Community Zone) and they do not exist in the excel, then they will be deleted.
       • If portfolios are in the Excel file but not in the Community Zone-linked electronic collection, they will be activated from the Community Zone (if they exist in the Community Zone)
       This differs from how Alma processes the Excel file contents when the Delete option for the Incremental loading policy type is selected (see the description below).
       The Delete portfolios option provides the following additional options to enable you to specify how you want to handle bibliographic records when deleting portfolios results in bibliographic records without inventory:
       • Delete bibliographic record(s)
       • Suppress bibliographic record(s)
       • Do nothing

   • Incremental - Loads a file that includes only the incremental changes to the portfolio list of a specific electronic collection. With this option, you can load only the portfolios that have been updated since the last load.
     When you select Incremental, the page refreshes to display the incremental options.

     ► Click here to view the incremental options:

     • Add New – This option adds new portfolios to existing collections in the following cases:
       • When the electronic collections are linked to the Community Zone and Add New is selected, this operation attempts to match titles in the Excel file with portfolios of the same collection in the Community Zone, and if found, activates the relevant portfolios. If no match is found, local portfolios are created.
       • When the electronic collection is local and Add New is selected, the portfolio loader adds the titles in the Excel file as local portfolios.
     • Update – This option updates the details of all electronic collection portfolios that are listed in the file.
     • Delete – When this option is selected, any portfolios that are in the Excel file that match the portfolios in the electronic collection will be deleted from the repository.
       This differs from the Delete portfolios option under the Complete loading policy type.
       The Delete option provides the following additional options to enable you to specify how you want to handle bibliographic records when deleting portfolios results in bibliographic records without inventory:
       • Delete bibliographic record(s)
       • Suppress bibliographic record(s)
       • Do nothing

4. In Record Format, select the type of records to create.
   This field appears only if your institution supports multiple record formats (enabled by Ex Libris).
5. Select the appropriate validation policy,

   ► Click to view the validation policy guidelines:

   • Files up to ~2 MB can be validated online.
   • For files bigger than ~2 MB and up to 10 MB, select the Validate offline option. 
     Select one of these options:
     • Load file if there are no errors – If the validation completes (offline) with no errors, the portfolio records in the Excel file are uploaded and activated. If any lines have errors, the job completes successfully but no lines are uploaded or activated.
     • Load file – ignore lines with errors – If the validation completes (offline) with errors, the portfolio records in the Excel file with errors are ignored and the remaining portfolio records are uploaded and activated.

6. Select Next.
   If there are validation errors in the Excel file, the Activation Wizard: File Upload page specifies that errors exist. Correct the errors in your original Excel file and re-import/upload the file.

If the file has no validation errors, the Activation Wizard: Activation Summary page appears, displaying the number of portfolios to be activated as well as the number of portfolios to be created locally.