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    Managing Electronic Resources

    Translatable
    To manage electronic resources, you must have the following roles:
    • Electronic Inventory Operator
    • Electronic Inventory Operator Extended (required for delete operations)
    • Repository Manager
    You create and maintain electronic collections and standalone portfolios using various editors and processes.
    For an introduction to Electronic Resources, see the Electronic Resources Conceptual Background video.
    See Electronic Resources – Scenarios and Workflows to guide you in determining which workflow to follow when creating or acquiring electronic resources.

    Managing Electronic Collections

    Electronic collections organize electronic resources for delivery and publication. Resources can include electronic journals, portfolios, databases, or e-books, among others. They can be accessed through a service such as full-text, using bibliographic records and URLs, or by a combination of these.
    Electronic collections are available (to be published to Primo or viewed in Primo VE) after they are activated. The exception to this is database type electronic collections, which are available to be published as soon as they are defined by a URL and an associated unsuppressed bibliographic record.
    You can define portfolios as standalone entities or as part of an electronic collection. The procedure for adding electronic collections and their associated portfolios is provided in Adding a Local Electronic Collection. The procedure for adding a portfolio independent of adding an electronic collection is provided in Managing Local Portfolios.

    Adding a Local Electronic Collection

    For a demonstration on creating an electronic collection, see the Add an Electronic Collection video (3:47 mins).
    You create and activate local electronic collections from Community Zone records if your resources exist in the Community Zone, or directly from vendor resources if you obtain your resources from a publisher or publisher aggregator or agent. For more information specific to database type electronic collections, see Working with Database Type Electronic Collections.
    Adding an electronic collection includes adding services, which describe the access to the collection's portfolios. Database collection types do not include portfolios and do not require services.
    To add a local electronic collection:
    1. On the Electronic Collection Editor page (Resources > Create Inventory > Add Local Electronic Collection), enter the basic collection information.
      Electronic_Collection_Editor_Page_NewUI_02.png
      Electronic Collection Editor Page
      Initial Collection Information
      Option Description
      Public name The name to display in the discovery search results.
      For local electronic collections, this name can be modified later (after the electronic collection has been saved) from the Electronic Collection Description tab using the Electronic Collection Editor.
      Public name (override) The name to display in place of the public name for this electronic collection.
      Description The description to display in the search results (not editable).
      Internal description A description for internal reference only.
      Collection type One of the following:
      • Selective Package – Only the portfolios that you select from a package are activated.
      • Aggregator Package – The entire package of portfolios is added to your collection and activated automatically.
      • Database – Your collection begins with an online database record.
      Service Type
      • Full Text  – Display the full text of the e-resource,
      • Selected Full Text – The provider displays full text for some of the articles of the journal, but not for all of them.
      • None – Used only for databases without titles, such as abstracting or indexing databases. 

      Note that choosing Full Text or Selected Full Text has no functional implication. If you choose None, portfolios cannot be added.

      Library The owning library associated with the electronic collection.
      Ownership determines the organizational unit that manages the resource. It does not, however, determine or have an effect on who has access to the resource. Library ownership is not required.
      Electronic resource ownership defaults to the institution level.
    2. Select Save and Continue.
      • If you selected service type None, the Electronic Collection Editor page appears. Continue with step 10.
      • If you selected service type Full Text or Selected Full Text, the Activation tab on the Electronic Service Editor page appears.
        Activation_Information_Tab_on_the_Electronic_Service_Editor_Page_NewUI_04.png
        Activation Tab on the Electronic Service Editor Page
    3. Enter the activation information.
      Activation Tab Options
      Field Description
      Service activation status Select Available if you want the service to be active, or Not Available otherwise.
      This field is ignored if either or both of the Active from date / Active until date fields are set.
      Activate new portfolios associated with service automatically?
      Whether new portfolios are automatically activated when they are added to this service. This option is available for aggregator and selective packages.
      When you set this to Yes, portfolios that were inactive prior to this change remain inactive. After changing this setting to Yes, new portfolios are automatically activated, but no change is made to any existing portfolios.
      When you use this option, the resulting automatically activated portfolios can be retrieved by using the Portfolio added to auto-active package report type in the Community Zone Updates Task List (Resources > Manage Inventory > Community Zone Updates Task List). See Portfolio added to auto-active package for more information.
      Active from date A start date for the activation. If no start date is entered, activation starts from the current date (today).
      The activation from and until date fields override the Service activation status field.
      Active until date An end date. If no end date is entered, activation continues indefinitely.
      Service temporarily unavailable message
      Select Yes or No to generate a service temporarily unavailable message either on the current date or on a specific date (see Service unavailable as of date). Note that this does not deactivate the service.
      This message is generated for all associated portfolios.
      Service unavailable message as of date A date for when the service temporarily unavailable message is generated. If not entered, the current date (today) is used.
      Service unavailability reason The reason to appear in the service temporarily unavailable message.
      Use the OpenURL Link Resolver to preview on the Electronic Services page what will appear in the discovery interface for patrons.
    4. Select the Service Description tab and review or edit the information as described in the table following the figure below.
      Service_Description_Tab_on_the_Electronic_Service_Editor_Page_NewUI_04.png
      Service Description Tab on the Electronic Service Editor Page
      Service Description Tab Options
      Field Description
      Service Type This field has no functional implication.
      See the Initial Collection table.
      Public description See the Initial Collection table.
      Internal description See the Initial Collection table.
      Public description (override) This field is not currently functional.
    5. Select the Linking tab and review or edit the information as described in the Linking Tab Options table, below.
      Linking_Information_Tab_on_the_Electronic_Service_Editor_Page_NewUI_04.png
      Linking Tab on the Electronic Service Editor Page
      Linking Tab Options
      Option Description
      General Linking Information
      Parser The destination service. (Example: AIP::SCITATION)
      If the target URL of each portfolio is exactly the value of the jkey = statement in the portfolio parser parameters, use a Bulk::BULK Parser.
      Parser (override)

      A parser to override the value in the Parser field.

      Parser parameters The linking/access information for the service. For example:
      Parser parameters (override)
      An override to the Parser parameters if an alternative one is specified by the service.
       
      To remove the override and restore this field for multiple records in batch, in the Portfolio Loader replace the value of this field with the value “NULL”. For details, see Restore Community Zone linking parameters (remove override of parser).
      URL Type The type of URL that is used for this service:
      • Dynamic URL – Select a linking URL dynamically at the service level based on the list of conditions defined in the Dynamic URL field.
      • Parser Parameters – An override for the parser’s parameters in the Parser parameters (override) field.
      Dynamic URL A list of IF conditions to determine the service’s linking URL when you select Dynamic URL as the URL Type. Select Test dynamic URL syntax to verify the syntax of the IF statements.
      Linking level The linking level or unit to which the electronic collection will link such as volume, issue, or article.
      Service is free? Whether or not the service is free.
      Crossref supported This field displays whether or not CrossRef is supported in the Community Zone's electronic service for this resource. See www.crossref.org for more information regarding the CrossRef DOI (Digital Object Identifier) service.
      For records linked to the Community Zone, this field is set by Ex Libris in the Community Zone.
      For local electronic collections, you may select Yes/No. This setting is optional for local electronic collections. When you select Yes, confirm that the parser program that you select supports adding in the DOI to the URL. If it does not, setting this to Yes serves no purpose.
      Crossref enabled Select Yes, No, or Inherit to indicate your preference for using the CrossRef service.
      • Yes – Get the DOI and use it for linking. You must also have your CrossRef information configured properly. See Alma Resolver Augmentation for information about configuring an Alma integration profile for DOI.
      • No – Do not use the functionality related to CrossRef for linking this electronic resource.
      • Inherit – Use the policy as defined by the previous (upper) level in the hierarchy. For a portfolio, the electronic service level policy is used. For an electronic service, the policy defined in Community Zone electronic service (as indicated in the Crossref supported field, above).
      Proxy enabled Whether a proxy is enabled
      See Resolver Proxies for information about proxy relationships among portfolios, electronic collections, and services.
      Proxy selected A proxy profile. When you specify Yes for Proxy enabled, identify which proxy profile is used for authentication (of users outside the library’s network) to access the online database you have created. If you specify Yes for Proxy enabled and you make no selection here, Alma automatically uses the default proxy you configured.
      The procedure To configure a resolver proxy definition type of integration profile: in the Resolver Proxies section describes how to configure a default proxy profile.
      Availability rules
      Select the Service display condition rules link to view the rules automatically created by the system.
      See Display Condition Rules for more information.
      Link Resolver Plugin
      Link Resolver Plugin A link resolver plugin, if needed.
      Linking Parser Parameters
      Linking Parser Parameters The values, if needed, for the parameters configured in the parser parameter fields on the Linking tab. See the table below for more information.
      For the $$U_SHIBBOLETH parameter, the relevant entity ID must be specified. In addition, the value Yes must be entered for $$SHIBBOLETH.
      Some electronic collections require parameters that are specific to your library. For SFX customers, this information is migrated from SFX. For non-SFX customers, you must enter the values for the electronic collections to which you subscribe.
      See the following table for a description of which parameters require information for which electronic collections. Note that this table is not exhaustive. Additional electronic collections that are not listed in this table may require information for their parameters. For more information, see the SFX Target and Alma E-Collection Configuration Guide and, in particular, the Introducing E-Collection Configuration for Alma chapter of this guide for its usage with Alma.
      Library-Specific Parameters
      Collection Parameters Explanation
      ABC CLIO Databases USERNAME
      PASSWORD
      An ABC representative can provide you with your user name and password.
      CCC (Copyright Clearance Center) service BILL, ID, INST, MAIL, and SOURCE A CCC representative can provide you with the details for each of the following linking parameters:
      • BILL – The email address used for billing.
      • MAIL – The email address used for sending an article.
      • SOURCE – The university system code, which is provided by CCC.
      • INST – The campus name code (for example, Fullerton), which is provided by CCC.
      • ID – The libraryUserID of EZProxy users, which is provided by CCC.
        If the university system and the institute are the same, the Get It Now service expects the SOURCE and INST parameters to have the same value.
      Testing access to CCC Get It Now services (using the test access action in the staff search results) will not lead the staff user to an article because the electronic resource from which test access is performed is at the journal level.
      Ebook Central Perpetual and DDA Titles CUST_ID Library’s code assigned by EBL. No input is required.
      Eureka CUSTOMER_ID A Eureka representative can provide you with your customer ID.
      Factiva NAMESPACE, PASS, USER
      Or:
      SID
      A Factiva representative can provide your namespace, user, and password information.
      Or:
      Specify your XSID value.
      When linking to Factiva with your XSID, there is no need to provide the other parameters.
      See the SFX Target and Alma E-Collection Configuration Guide for additional parameter details.
      All Gale Databases LOC_ID
      ART
      DATABASE
      A Gale representative can provide you with your institution’s LOC_ID.
      The ART parameter must be yes.
      The DATABASE parameter is only relevant for the following collections:
      • Galegroup IT Custom Journals
      • Galegroup IT Custom Newspapers
      • Galegroup Military Intelligence
      • Galegroup Religion Philosophy Collection
      Journals at Ovid USERNAME
      PASSWORD
      Libraries can connect to Ovid Journals using IP authentication or login credentials. If your library uses a user name and password, provide these values.
      IPAUTH If your institution is authenticated by IP authorization, type yes (in lowercase letters) in the Value column. In this case, there is no need to provide a user name and password.
        For other Ovid parameter information, see the SFX Target and Alma E-Collection Configuration Guide.
      CSA Databases USERNAME Provide your library’s user name and access values.
      ACCESS
      ProQuest Databases CLIENTID A Client ID is necessary for users in a collaborative network implementing a Network Zone. In other cases, the Client ID is not necessary for linking to ProQuest databases, but may enable additional services, depending on your institution’s license with ProQuest.
      A ProQuest representative can provide you with your Client ID.
      For the Chadwyck electronic collections based on the ProQuest platform, refer to the SFX Target and Alma E-Collection Configuration Guide for parameter details.
      Westlaw SPONSORCODE A Westlaw representative can provide you with your customer code.
    6. Select the Portfolios tab.
      Portfolios_Tab_on_the_Electronic_Service_Editor_Page_NewUI_04.png
      Portfolios Tab on the Electronic Service Editor Page
      From the Portfolios tab, you can perform the following actions:
      Electronic Service Editor Page
      Action Description

      Add Local Portfolio

      Add a local portfolio to the service. Select Add and select Add Local Portfolio. The New Portfolio page appears. See Adding a Standalone Portfolio and the New Portfolio Page Options table for more information. When you have completed the information on the New Portfolio page, select Save and Done. Alma saves the portfolio and refreshes the Portfolios tab of the Electronic Service Editor page with options for activating (and deactivating) the portfolio.

      You can add the portfolio information later by doing one of the following:

      Load Portfolios Select an Excel-formatted file to load multiple portfolios. For more information, see Adding, Editing, or Removing Portfolio Information in Bulk
      Add from set Add portfolios from an existing set. Select to open available sets, then select one. Note that this is not an option for collections that are linked to the Community Zone.
      After adding at least one portfolio, the following additional actions are available:
      Actions (for each portfolio) Select the following operations for a portfolio:
      • Edit – Open the Electronic Portfolio Editor in edit mode. For more information, see Editing a Portfolio Using the Electronic Portfolio Editor.
      • View – Open the Electronic Portfolio Editor in view-only mode.
      • Test Access – Display the portfolio on the Electronic Services page (or when selecting Display in a new window if direct linking is enabled).
      • Remove – Delete the portfolio. In the confirmation dialog box, select whether to:
        • Delete the bibliographic record
        • Do nothing
        • Suppress the bibliographic record
      • Deactivate – Deactivate the portfolio.
      • Duplicate – Duplicates the local portfolio information (internal description, PO line, override information such as coverage, authentication note, and public note) from the local portfolio from which you selected this action and opens the Electronic Portfolio Editor page with the duplicated information for you to edit.
      Activate Selected Activate the selected portfolios
      Deactivate Selected Deactivate the selected portfolios
      Deactivate All Deactivate all portfolios in the list
      Activate All Activate all portfolios in the list
      Delete Selected Delete the selected portfolios. In the confirmation dialog box, select whether to:
      • Delete the bibliographic records
      • Do nothing
      • Suppress the bibliographic records
      Tools   Tools_Icon_Extended_Export_and_Excel_02.png
      • Extended Export – Export the list of portfolios with extended information to Excel
      • Excel (Current View) – Export only the fields appearing in the list of portfolios to Excel
      The export can include inactive (Not Available) portfolios.
      For more information, see Portfolio Loader.
    7. In the Notes tab, you can enter an authentication note (a note related to authentication (to display in the discovery system) and a public note (information about the service (to display in the discovery system). For more information, see Notes Tab.
    8. You can view information about changes to the service on the History tab (for more information, see History Tab). There is no information on this page when the service is first created. Each change includes the following information:
      • Date
      • Operator – The user who made the change.
      • Field Name – The field that was changed
      • Old Value
      • New Value
    9. To restrict access to the resource(s) based on location, select the Group Settings tab and enter the necessary information. You must first configure inventory management groups (see Configuring Distributed Access to Electronic Resources).
      1. Select Add Settings for Group. The Available For Information dialog box appears.
      2. Select the group to which to restrict the resource.
      3. For Proxy Enabled, select:
        • Yes – Add a proxy when resolving this resource. Specify the proxy in the Electronic Collection Proxy selected.
        • No – Do not add a proxy when resolving this resource
        • Resource Default – Use the proxy definition from the resource. See Resolver Proxies for information on the hierarchy of proxy relationships among portfolios, electronic collections, and services. The default resource is determined by this hierarchy.
      4. Add a public name for the resource, and authentication or public notes, as required.
      5. Select Save Settings
    10. Select Save to save all the entries and changes on the Electronic Service Editor page. The Electronic Collection Editor page appears.
      electronic_collection_editor_additional_tab_service_updated.png
      Electronic Collection Editor
    11. Review the tabs on the Electronic Collection Editor page and confirm your settings. See the table below for an explanation of the Electronic Collection Editor page tabs and fields.
      Electronic Collection Editor Tabs and Fields
      Option Description
      Collection Name The electronic collection name.
      Collection ID The electronic collection ID.
      Electronic Collection Description tab:
      See the Initial Collection table.
      General tab – Summary and Inventory Information section:
      (Most of this information is relevant only for Database type electronic collections.)
      Electronic collection type Select a different electronic collection type if you decide to follow a more service-oriented ordering model.
      Interface name The vendor interface for this database.
      A link to the vendor interface description is provided when an interface name is entered.
      Services The services information, if it is available.

      Process type

      The current process type of the collection such as Acquisition.

      Access type

      Access type can be specified by one of the following options that identifies the licensing rights for the electronic collection:

      • Current – This is the default option. For the electronic collection that you are creating, this identifies the licensing arrangement for which you are currently subscribing, paying.
      • Perpetual – For the electronic collection that you are creating, this indicates that the titles of the collection have permanent access during the period of a license agreement.
      • Current and perpetual – For the electronic collection that you are creating, this identifies the licensing arrangement that includes both current and perpetual resources.
      Access type data is also available in Analytics.
      See Electronic collection access type and Access type (Portfolio) for more information.
      Access type (Electronic Collection)

      COUNTER Platform

      Use this parameter to indicate the platform by which you want usage data tracked for a specific electronic collection for Alma Analytics usage data and cost-per-use reports.

      The list of options for this parameter comes from the list of platforms included in the loaded COUNTER reports. In order to have values appear in this list, you must have loaded COUNTER reports.

      Note that if you leave the COUNTER Platform parameter blank, there is no change in the way that the usage data is tracked for Analytics reporting. That is, no platform-specific data is tracked for the electronic collection.

      General tab – Acquisitions and License Information section:
      (Most of this information is relevant only for Database type electronic collections.)
      PO line The main PO line created for the database type electronic collection being added.
      When adding a database type electronic collection, you may skip this option and process the order information later after saving the database inventory record.
      PO line details A link to the main PO line details, if available.
      Activation date The date on which the resource was marked as activated. Note that this is not necessarily the same as Activation from date (defined in the Activation tab).
      Expected activation date The expected activation date.
      License The vendor license for the collection that you are adding.
      View license details A link to the license details when an active license is selected.
      Additional PO Line
      A list of any additional PO lines associated with this collection. Select a link to view information about the PO line. To associate other PO lines as additional PO lines for this collection, search for or enter the PO line number in the Quick Add section and select Add PO Line. To remove a PO line as an additional PO line, select Delete in the additional PO line's row.
      General tab – Historical License Information section:
      This section appears only if a license was defined. Lines are added to this section each time the license changes. Select View to open the License Details page for this license.
      Additional tab – Electronic Collection Information section:
      Source For future use.
      Source ID For future use.
      Creator For future use.
      Alternative title For future use.
      Electronic Collection Level URL
      This is the URL entered for the local electronic collection. Up to 1,000 characters (longer URLs are trimmed).
      For a Community Zone record, this may be the URL identified in the Community Zone for the (activated) electronic collection. See Working with Electronic Collection Bibliographic Records and URLs Added to the Community Zone for more information.
      For a database type of electronic collection, this field and the Additional descriptive information are required for the electronic collection to be active and published to Primo.
      Both this field and the Additional descriptive information must be specified for the Institution Zone icon to become active.
      Electronic Collection Level URL (override) This is the URL entered to override the URL provided in the Electronic Collection Level URL field entered for the local electronic collection. See Working with Electronic Collection Bibliographic Records and URLs Added to the Community Zone for more information.
      Electronic Collection is free? Whether the collection is free.
      Electronic Collection Proxy Enable Whether to enable a proxy.
      Electronic Collection Proxy Selected A proxy profile. When you specify Yes for Electronic Collection Proxy Enable, identify which proxy profile is to be used for authentication (of users outside the library’s network) to access the online collection. If you specify Yes for Proxy enabled and you make no selection here, Alma automatically uses the default proxy.
      See Resolver Proxies for information regarding how to create a proxy profile. The procedure To configure a resolver proxy definition type of integration profile: in the Resolver Proxies section describes how to configure a default proxy profile.
      Language The language of the collection.
      Category The subject that the online collection handles (optional). This field has no functional use.
      Additional descriptive information The MARC bibliographic record to link to this collection.
      The MARC bibliographic record selected for this option appears in the discovery (Primo) search results. This is the MARC bibliographic record that the library’s cataloger has created specifically for the collection being added. This field is required for publishing to Primo.
      This field and Electronic Collection Level URL are required for the database to be active and published to Primo.
      Both this field and Electronic Collection Level URL must be specified for the Institution Zone icon to become active.
      Number of portfolios
      The number of portfolios in the portfolios list. Select this link to open the Porfolios List page connected to the electronic collection.
      Character set The character set information.
      Additional tab – Services section:
      Add Local Service Add a service to the electronic collection that you have open. See Adding a Local Electronic Collection, starting with the bullet under step 2 that references the Electronic Service Editor page for more information regarding adding a service.
      Refresh Use this function to follow the progress of a background job that is deleting services. When you select Refresh, the service information that appears in the Services section is updated.
      Refresh
      Service rows
      The following actions are available for each service row:
      • Edit
      • View
      • Portfolio List
        This opens the Portfolios tab on the Electronic Service Editor page.
      • Deactivate
      • Delete
        This initiates a batch process to delete the service. You are prompted with a Delete confirmation message where you can select how to handle bibliographic records with no inventory when your delete request is processed. Your options are Do nothing, Delete bibliographic record(s), or Suppress bibliographic record(s).
        Select Confirm to process your delete request, and check the History tab on the Monitor Jobs page (see Viewing Completed Jobs) to view the results of your job. A job submitted confirmation message appears.
        See Delete Electronic Service Job Report on the Viewing Completed Jobs page for more information.

      Notes tab: For more information, see Notes Tab.

      Authentication note A note related to authentication (to display in the discovery system).
      Public note Information about the database (to display in the discovery system).
      Group Settings tab – See the Group Settings tab explanation above in the step for editing the Group Settings tab. Also see Configuring Distributed Access to Electronic Resources.
        The following changes in this dialog box apply for services:
      • A service does not have a public name
      • Enter any required linking parameter values. These parameters are defined on the Linking tab of the service. The values are used by the OpenURL link resolver to create correct links. For detailed information, see the Library-Specific Parameters table above and the SFX Target and Alma E-Collection Configuration Guide including the Introducing E-Collection Configuration for Alma chapter of this guide for its usage with Alma.
      History tab – Information on this tab is only relevant when editing the electronic collection.
       

      This is a read-only tab that displays a list of changes that were made to the electronic collection or the electronic collection's group settings (for institutions where the multi_campus_inventory_management customer parameter set to true).

      Select one of the following radio buttons to indicate the historical information that you want to view:

      • Portfolio changes
      • Group Settings changes

      For each change that is saved, the following information appears on the History tab.

      Only changes made in the UI or by the Synchronize Changes from CZ job appear in this tab; changes made by any other job do not.
      • Date of the change
      • Operator that made the change
      • Group Name   
      • Name of the field that was changed
      • Old (previous) value
      • New value
      For fields/columns that are blank or empty, a dash appears in the History tab columns.
      For more information about this History tab, see the History Tab for Electronic Resources video (4:26 mins).
      CDI tab – This tab appears only when the collection is indexed in CDI (i.e. In CDI = Yes).
      CDI Search activation status (only available when the CDI model is Fully Flexible) When set to Active, display all collections that have been activated for search in CDI. When set to Not Active, display all collections that have not been activated for search in CDI.
      We subscribe to only some titles in this collection Select Yes to indicate a selective subscription or No to indicate a non-selective collection. Selecting No for non-selective collections will cause the Full Text Available indicator to appear for non-selectively subscribed collections, and improve the full text availability indication for non-ID (ISSN/ISBN) content that is harder to match to customer subscriptions.
      Do not show as Full Text available in CDI even if active in Alma Select this option to suppress this collection when publishing holdings information to CDI.
      View-Only Fields The following view-only fields from the registration system are also displayed on the tab:
      • CDI Collection ID – Used when publishing the CDI holdings file of the institution.

      • Number of records – number of records currently indexed in CDI. The number is updated in Alma for each collection twice a year.

      • CDI update frequency – estimated update frequency of the collection in CDI. Values can be weekly, monthly, quarterly or yearly. The update frequency is based on the average update frequency of the last 12 months and is updated in Alma for each collection twice a year.

      • Full Text Rights in CDI – values are:

        • Open Access – All collections that do not require a subscription to access full text.

        • Subscription (Collection Level) – All collections that require a subscription for full text and are set to available on the collection level. They do not use the link resolver for selectively setting the collection content to available.

        • Subscription (Linkresolver) – All collections that require a subscription for full text and the availability setting is performed selectively on the item level, based on your link resolver activations.

      • Newspapers – values are:

        • Yes – All collections with content that is available in both the Newspaper Search interface and the Regular Primo search interface.

        • Yes, Newspapers Search only – All collections with content that is available exclusively via the Newspaper Search interface, not via the Regular Primo search interface.

        • No – All collections that are not available using the Newspaper Search interface because they do not contain newspapers.

      • In CDI – Yes indicates that at least 80% of the content of the collection is searchable in CDI. No indicates the data in the collection is not searchable or less than 80% of the content is searchable in CDI.

        For most of the collections, a data feed is received directly from the provider. For collections that are not directly indexed from the provider, CDI will automatically use the metadata from other collections in the index and the content will still be searchable.

      • Resource Types – Lists up to 5 of the most frequently index resource types for the collection. This list is updated in Alma for each collection twice a year.

      • CDI Search Rights – Select Free for all collections whose content can be searched for free or Subscription for all collections that require a subscription for searching their content.

      • CDI Full Text Linking – Indicates which type of link (collection level or link resolver) is needed to provide full text for a collection. Valid values are Link via Link resolver and Link in record.

    12. When you have completed your review, select Save or Contribute to Community (see Community Zone Contribution Guidelines for more information).

    Modifying an Electronic Collection

    To modify an electronic collection:
    1. Search for the electronic collection that you want to update.
    2. Select Edit Collection from the row actions list. The Electronic Collection Editor page appears.
    3. Update the fields on each tab of the Electronic Collection Editor page to match your requirements. For information on all tabs, see the Electronic Collection Editor Tabs and Fields table.
    4. Select Save to save your changes to the electronic collection.

    Modifying an Electronic Service

    When adding a service, Alma uses a wizard to obtain relevant information. You can use the Electronic Service Editor page to update this information on tabs that correspond to the steps of the wizard.
    To modify a service:
    1. Search for the electronic collection that has the electronic service that you want to update.
    2. Select Edit from the row actions list. The Activation tab of the Electronic Service Editor page appears.
    3. Update the fields on each tab of the Electronic Service Editor page to match your requirements.
    4. Select Save to save your changes to the service.

    Working with Database Type Electronic Collections

    Electronic collections that rely primarily on an online database are set up somewhat differently from the primarily service-based package types.
    Incorporating online databases in your inventory involves adding the database records to your inventory and performing inventory-related tasks. These collections are activated for patron discovery automatically once they have a defined URL and an associated unsuppressed bibliographic record.
    To add a local database to the inventory:
    1. Open the Electronic Collection Editor page (Resources > Create Inventory > Add Local Electronic Collection).
    2. Enter the initial database information. For more information, see the Initial Collection table.
      • For Collection Type, select Database.
      • For Service Type, select None (this is selected by default).
    3. Select Save and Continue. The Electronic Collection Description tab in the Electronic Collection Editor appears.
    4. Enter the information as described in the Electronic Collection Editor Tabs and Fields table. For the database to be available in Primo, you must enter at least a collection level URL and the additional descriptive information (the bibliographic record) on the Additional tab.
    5. After completing the information on the tabs, select Save. The Repository Search page appears with the database record that you added (see the figure below). With this record, you can process other tasks related to the online database such as placing an order.
    To place an order for a database type of electronic collection
    1. Locate the database type of electronic collection for which you want to place an order.
    2. Select Order from the row actions list. The PO Line Owner and Type page appears.
    3. Enter the Purchase Type and PO Line Owner and select Create PO Line.
    4. Enter the PO line information for the online database. (See Creating PO Lines for additional information regarding these fields.)
    5. When you have completed entering the PO line information, select Order Now.
      When you have completed the order, the Purchase Order Lines in Review page appears and your usual acquisitions workflow can be completed.
      Once the order is complete, an electronic resource activation task is automatically added to the Electronic Resource Activation Task List. See Activating Electronic Resources for additional information. For a continuous order, you must select Done for this order in the task list to allow Alma to renew the order.
    To confirm/verify the appearance of the database type of electronic collection in the discovery interface:
    1. Complete an All titles repository search for the online database.
      Locating the online database inventory record with an All titles search requires that the online database record includes a repository link. The repository link is entered on the Additional tab in the Additional descriptive information option.
    2. Select View It from the row actions list.
    3. Optionally, select Display in a new window.

    Linking a Local Electronic Collection to the Community Zone

    You can link local electronic collections (including services and portfolios) to the Community Zone. This enables you to view the Community Zone updates for these electronic collections/portfolios.
    When you initially link an electronic collection to the Community Zone, you can link the electronic collection, the service, and all the local portfolios. Once an electronic collection is linked to the Community Zone, you can link any local portfolios that are part of the electronic collection to Community Zone portfolios that are part of the electronic collection (see Linking a Local Portfolio that is part of a Community Zone-Linked Collection to the Community Zone for related information).
    This is the first step in the process of linking resources to the Community Zone.
    Alma executes the Link local electronic resources to the Community Zone job to process your linking request to the Community Zone. The results are available on the Monitor Jobs page (see Viewing Completed Jobs). For more information, see Viewing the Link Local Electronic Resources to the Community Zone Job Report.
    For more information about linking local electronic collections to the Community Zone, see the Link a Local Electronic Collection to a Community Zone Collection video (6:11 mins).
    To link a local electronic collection to the Community Zone:
    1. Search for a local electronic collection that you want to link to the Community Zone.
    2. Select Link to Community. The Link Electronic Resources to Community page appears. The page contains a general header with the electronic collection name, type of collection (selective package, aggregator package, or database), and vendor interface name (when available) and the following sections:
      • Local Information – Within this section, the following information is provided:
        • Service type (full text, selected full text, or none)
        • Total number of portfolios
        • Number of local portfolios
      • Community Information – Use this section to identify the name of the electronic collection to which you want to link in the Community Zone. Once you have specified this information, the Type, Interface name, and Service type information is updated based on the information provided by the Community Zone link.
      • Bibliographic Records Configuration – Use this section to identify how you want Alma to use the bibliographic record information available in the Community Zone. If you select Yes and a portfolio match is found in the Community Zone, the bibliographic record associated with the linked portfolio is the Community Zone bibliographic record. If you select No and a portfolio match is found in the Community Zone, the portfolio that is linked to the Community Zone portfolio will use the local bibliographic record. The match routine for this job uses either the ISSN or the ISBN identifier to confirm a match between the local portfolios in the electronic collection being linked with portfolios in the Community Zone.
    3. Using the browse capability of the Electronic collection name option, locate the electronic collection in the Community Zone to which you want to link.
    4. Select an electronic collection from the list of results.
      The Link Electronic Resources to Community page appears with your selection and related information.
      The fields in the Community Information section and the Bibliographic Records Configuration sections are dynamically updated once you have selected the electronic collection name from the Community Zone.
    5. Select Yes or No for the Use the community bibliographic records option and select Link. A dialog box appears with a summary/warnings regarding the linking selections that you made.
    6. Review the information in the dialog box and, if everything is okay, select Confirm. Alma displays a success message that the linking job (your request) was submitted. (This is the linking job that Alma automatically runs when you process a Community Zone link request, as described in the previous steps.)

    Managing Local Portfolios

    To manage local portfolios, you must have the following roles:
    • Electronic Inventory Operator
    • Electronic Inventory Operator Extended (required for delete operations)
    A portfolio is the specific coverage, services, and link information relevant for a particular electronic title. Portfolios may be defined as standalone entities or as part of an electronic collection. Alma enables you to create and update portfolios separately from the workflow used to add local electronic collections. For more information on adding local electronic collections, see Adding a Local Electronic Collection.

    Electronic Material Types

    Portfolios have an electronic material type. For electronic collections added by Ex Libris, the electronic material type of its associated portfolios are assigned automatically for the Electronic material type originating from Bib (to be deprecated) parameter. When you add a local standalone portfolio, you can select the material type. The possible types are:
    • Book
    • Journal
    • Dissertation
    • Proceeding
    • Conference
    • Report
    • Document - This type is sometimes used for portfolios in electronic collections in the Community Zone when the type is not otherwise know. If you see this type in a collection and believe that it is incorrect, please open a Salesforce case to correct it.
    • Series
    • Newspaper
    • Transcript
    • Database
    • Wire
    • CD-ROM
    • Manuscript
    • Sound Recording
    • Map
    • Other Visual Material - Includes slides and pictures.
    • Musical Score
    • Streaming Video
    • Streaming Audio
    • Data Set
    • Website
    • Video
    • Master Thesis
    • Government Document

    Adding a Standalone Portfolio

    You can add local standalone portfolios one at a time.
    After you add a portfolio, you can locate it using the repository search and link it to a matching portfolio in the Community Zone. For more information, see Link to Community.
    For more information about linking a standalone portfolio to an existing electronic collection using the Alma Electronic Resource Editor, refer to the Add a Single Standalone Portfolio to a Collection video (2:26 mins).
    To add a local portfolio:
    1. Open the New Portfolio page (Resources > Create Inventory > Add Local Portfolio).
    2. Enter the required portfolio information as described in the following table, when Portfolio Type is set to Standalone. (For a portfolio that is part of an electronic collection, see Adding Portfolios Individually to an Electronic Collection.)
      New Portfolio Page Options (Standalone and Electronic Collection)
      Field Description
      Descriptive Information:
      Creation Type Select to either create a new title or use an existing title.
      Record Type This parameter is available if Creation Type is Create new title. Select either One Time or Continuing.
      If you select One Time, the LDR of the created record will have m in pos. 7. If you select Continuing, the LDR of the created record will have s in pos. 7. Note that 008 and pos. 23 will be o (online)
      Placement of new record This parameter is only available in a collaborative network. For information, see Selecting Where to Create New Bibliographic Records.

      Choose Title

      When you select Use an existing title, use the Choose Title parameter to select an existing title.

      Select the Select from a list icon to open the Repository Search page and select a bibliographic record.

      Title

      Enter a new title. This is required when you have selected Create a new title as the Creation Type.

      This identifies the name of the local portfolio that you are creating and is used to create the title (245 field) in the bibliographic record for the portfolio that you are creating.

      Alternative Title 1 Additional information if you created a new title.
      Alternative Title 2
      ISSN
      e-ISSN
      ISBN
      e-ISBN

      Record Format

      This field appears only if your institution supports multiple record formats such as MARC 21, KORMARC, UNIMARC, or CNMARC.

      From the drop-down list, select the type of format to be used when creating the bibliographic record for the portfolio that you are creating.

      Language (new portfolios only)

      When creating a new portfolio, select the portfolio language from the drop-down list. The default value is English for MARC 21 and blank/empty for KORMARC, UNIMARC, and CNMARC. Note that this parameter is only available when creating a new portfolio.

      The language information that you select for this parameter is placed in the new bibliographic record's 008 (positions 35-37) for MARC 21 / KORMARC and the 101 0# $a for UNIMARC / CNMARC.

      This parameter is optional. When it is left blank, the system places the following information in the bibliographic record that is created:

      • MARC 21: eng
      • KORMARC: empty (the 008, positions 35-37 are left blank)
      • UNIMARC / CNMAR: empty (the 101 0# $a is left blank)
      General Information:

      Portfolio Type

      Standalone or Part of an electronic collection.

      Electronic Collection (for part of an electronic collection)

      Enter the name of the electronic collection to which you want to link the local portfolio that you are creating. Select the Select from a list icon to open the search page and select the electronic collection from the repository.

      When you create a portfolio as a step in creating an electronic collection, the electronic collection link defaults to the one being created.
      Service (for part of an electronic collection) Enter the service (such as Full Text) for the selected electronic collection. When you select an electronic collection from the repository, the Service parameter is completed using the service identified for the electronic collection that you selected.
      Interface name (for standalone) Select a vendor interface for the standalone portfolio. Use the Select from a list icon to search from the available list of vendor interfaces.

      Library

      Enter the owning library. Ownership determines the organizational unit that manages the resource. (It does not determine who has access to the resource.) Library ownership is not required.

      Electronic resource ownership defaults to the institution level.
      When you select an electronic collection from the repository, the Library parameter is completed using the library identified for the electronic collection that you selected.

      COUNTER Platform

      Specify a COUNTER Platform for tracking usage information.

      See COUNTER Platform for more information.

      Coverage Information:
      Date Information:
      From Year Coverage field that indicate the content that was purchased/activated. These fields affect service resolution (such as Primo). Coverage appears in the repository search results (available from/until). This identifies the portfolio threshold.
      Until Year
      From Month
      Until Month
      From Day
      Until Day
      From Volume
      Until Volume
      From Issue
      Until Issue
      Embargo/Rolling Year:
      Operator A moving wall of availability.
      Number of Years
      Number of Months
      Inventory and Linking Information:
      Parser
      (for part of an electronic collection)
      The necessary linking information (if these details are not the same as the electronic collection linking information).
      Example: EBSCO_HOST::ebsco_am
      This defaults to the parser information available with the electronic collection that you selected in the General section. For detailed information, see the Library-Specific Parameters table above and the SFX Target and Alma E-Collection Configuration Guide including the Introducing E-Collection Configuration for Alma chapter of this guide for its usage with Alma.
      Service parser parameters
      (for part of an electronic collection)
      The electronic collection’s parser parameters.
      Example:db_host=poh&ebscohosturl = http://search.ebscohost.com & linkurl=http://openurl.ebscohost.com/linksvc/linking.aspx & shib=$$SHIBBOLETH & customer_id=$$CUSTOMER_ID
      This defaults to the service’s parser parameters available with the electronic collection that you selected in the General section.
      Parser Parameters
      or
      URL
      Enter one of the following optional parameters as needed:
      • The portfolio-level parser parameters (part of an electronic collection), if this setting is different from the Service Parser Parameters previously identified (above). Alma uses the portfolio-level parser/parser parameters when they are different from the service-level parser/parser parameters.
      • The URL (standalone or part of an electronic collection) for accessing the portfolio. This URL overrides the URL created based on the parameters taken from the electronic collection, service, and portfolio.
      Proxy Enabled Whether the proxy is enabled.
      See the Resolver Proxies section for information regarding proxy relationships among portfolios, electronic collections, and services.
      Proxy Selected A proxy profile option from the drop-down list. When you specify Yes for Proxy enabled, you must identify which proxy profile is used for authentication (of users outside the library’s network) to access the online database you have created. If you specify Yes for Proxy enabled and you make no selection from the Proxy selected drop-down list (that is, you leave the option blank), Alma automatically uses the default proxy you have configured.
      See the Resolver Proxies section for information regarding how to create a proxy profile. The procedure: To configure a resolver proxy definition type of integration profile describes how to configure a default proxy profile.
      Availability Status Whether the portfolio is active or inactive.
      Electronic material type The electronic material type from the drop-down list of options; see Electronic Material Types.
      Notes:
      Authentication Note Additional information related to authentication
      Public Note A note regarding the portfolio that appears to patrons.
      Internal Description Additional information for staff regarding the portfolio.
    3. Select one of the following Save options.:
      • Save and Done – Save the portfolio information and close the New Portfolio page.
      • Save and Create Duplicate – Save the portfolio information and repopulate the New Portfolio page with the same information for you to edit for the next portfolio.
      • Save and Create New – Save the portfolio information and reopen the New Portfolio page for you to enter the next new local portfolio, thereby saving the steps of opening the New Portfolio page again manually.
      To view a video of the Save options, see Efficient Creation of Multiple Portfolios for a Bibliographic Record (4:00 mins).
      Once you save a portfolio, you can test the link access using the OpenURL Link Resolver that displays results on the Electronic Services page. See Using the OpenURL Link Resolver Debugger Tool.

    Adding Portfolios Individually to an Electronic Collection

    You can add portfolios individually to electronic collections at any time.
    To add a portfolio to an electronic collection:
    1. Open the New Portfolio page (Resources > Create Inventory > Add Local Portfolio).
    2. Enter the required portfolio information as described in the New Portfolio Page Options (Standalone and Electronic Collection) table in Adding a Standalone Portfolio, making sure that Portfolio Type is set to Part of an Electronic Collection and the associated electronic collection and service are specified. (For a standalone portfolio, refer to Adding a Standalone Portfolio.)
    3. Select one of the Save options.

    Adding a Set of Standalone Local Portfolios to a Local Electronic Collection

    By adding a set of standalone local portfolios to a local electronic collection service, you can more easily manage portfolios (activate, deactivate, export, and delete as a group versus individually, one at a time). Once portfolios are grouped into an electronic collection, you can use the portfolio loader capabilities to maintain the portfolios. (See Adding, Editing, or Removing Portfolio Information in Bulk for information about using Load Portfolios.)
    Note that adding portfolios using a set is not an option for collections that are linked to the Community Zone.
    To add a set of local standalone portfolios to a local electronic collection:
    1. Create a set of local standalone portfolios.
    2. To add the set of standalone portfolios to an existing local electronic collection, do the following or skip to step 3 to add portfolios to a new electronic collection.
      1. Complete a search to locate the existing local electronic collection.
      2. Select Edit Service and continue with step 4 below.
    3. To add the set of standalone portfolios to a new local electronic collection:
      1. On the Electronic Collection Editor page (Resources > Create Inventory > Add Local Electronic Collection), enter the Public name for the electronic collection and other details.
        You can specify the service type — Full Text, Selected Full Text, or None — on the Electronic Collection Editor page (eliminating additional steps to make this specification). Note that there is no functional implication to selecting Full Text or Selected Full Text. If None is selected (for databases), portfolios cannot be added.
      2. Select Save and Continue. The Electronic Service Editor page appears.
    4. Select the Portfolios tab.
    5. Select Add from set. The Add From Set page appears.
    6. Search/select the set name (that you created/saved in step 1).
    7. Select Submit and select Confirm for the confirmation message. The Electronic Service Editor page shows a job submitted message, and a System Job Notification message is emailed with the job details.
    8. Select Save. The Electronic Collection Editor page appears with an electronic collection successfully updated message.
    9. Select Portfolio List from the row actions list to view the standalone portfolios added to the electronic collection.
    For end-result examples of where the Electronic Collection name appears in your search results in Alma and Primo related to the local portfolios that you’ve added to an electronic collection, see the Adding a Local Electronic Collection presentation.

    Removing a Local Portfolio from an Electronic Collection

    You can remove a local portfolio from an electronic collection. By removing a local portfolio from an electronic collection, you turn it into a standalone portfolio.
    To remove a local portfolio from an electronic collection:
    1. Complete a repository search for the electronic collection containing the local portfolio that you want to remove.
    2. In your search results containing the local portfolio to remove, select Edit Service.
    3. Select the Portfolios tab. The electronic collection contents appear.
    4. Select the portfolio you want to remove and select Delete Selected, or select Remove from the row actions list.
    5. Select Save.

    Adding, Updating, or Removing Portfolio Information in Bulk Using an Excel File

    You can create, update, and delete portfolios for an electronic collection in batch mode by uploading an Excel spreadsheet that contains a list of portfolios. For information about the Excel spreadsheet (portfolio loader), see Portfolio Loader. The Excel file maximum size is 10 MB.
    The file upload wizard enables you to select whether to load the complete set of portfolios or just the ones that have been updated since the last load.
    To add, update, or delete multiple portfolios using a batch process:
    1. From the Portfolios tab on the Electronic Service Editor page, select Load Portfolios.
      The Activation Wizard File Upload page appears.
    2. In the Select File section, enter the name and path of the Excel file (with either the .xls or .xlsx extension) you prepared, or select Browse to select the file.
    3. Select one of the following Loading Policy Types in the Select Loading Policy section:
      • Complete – Loads a complete set of portfolios, overwriting any existing portfolios. The following options are 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 portfolios are in the Community Zone-linked electronic collection and not in the Excel file, they will be deleted. These portfolios become local and are deactivated.
          • 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 choose Incremental, the page refreshes to display the following 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 (see the description above).
          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
          For this example, select Complete and Add local portfolios.
      For more information on the Alma portfolio loader, see Portfolio Loader.
    4. For 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, according to the below 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 as described in the previous steps.
    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.

    Setting Up a Continuous Update for Elsevier Portfolios Using an Integration Profile

    You can upload and continuously update Elsevier electronic holdings in Alma for your specific institution using an integration profile.
    This feature can be configured in place of the manual, multi-step workflow of contacting Elsevier for your specific institutional holdings, converting the provided feed to meet the Portfolio Loader format, and then uploading the holdings using the Portfolio Loader.
    This feature ensures that your institution-specific electronic holdings for Elsevier collections are up-to-date and reflect your purchases.
    For more information, see Upload Electronic Holdings from Elsevier.

    Editing a Portfolio Using the Electronic Portfolio Editor

    During the creation of a portfolio, Alma uses the New Portfolio page to add portfolios to an electronic collection or to create standalone portfolios. The Electronic Portfolio Editor page allows you to view and update this information on the following tabs:
    To modify an electronic portfolio:
    1. Search for the electronic portfolio that you want to update. The brief results display for the electronic portfolio.
    2. Select Edit Portfolio. The Electronic Portfolio Editor page appears.
    3. Update the fields on each tab as required. See the table below for a description of the portfolio parameters.
      Electronic Portfolio Editor Page
      Field Description
      Electronic Portfolio Information:
      Resource Description The title of the electronic portfolio. Select the title to display the simple view of the MARC bibliographic record for the portfolio.
      Collection Name (Electronic Collection only) The electronic collection name that the portfolio is a part of. Select the collection name link to open the Electronic Collection Editor page to view and edit the electronic collection information.
      Collection ID (Electronic Collection only) The ID of the electronic collection record that the portfolio is a part of.
      View all the collection's portfolios Use this link to open the Electronic Service Editor to view and/or edit the information on this page. It defaults to opening the Portfolios tab that lists all the portfolios.
      Interface Name (Standalone only) The vendor interface name for standalone portfolios.
      Service type The electronic service type for the electronic collection. Select the service type link to open the Electronic Service Editor page to view and edit the electronic service information.
      Service ID The ID of the electronic service type record.
      View all the collection's services Use this link to open the Electronic Collection Editor to view and/or edit the information on this page. It defaults to opening the Additional tab that contains the Services section.

      Bib material type

      This identifies the material type that is stored with the bibliographic record for this resource.

      Portfolio ID The record ID for the portfolio.
      Base Status

      New for June!

      Read-only fields that display relevant information of the electronic collection in which the portfolio is included. See Collection Activation Tab Options

      These parameters are displayed only for portfolios included in electronic collections; they are not displayed for stand-alone portfolios. 

      Activate from
      Activate to
      Site Down
      Site Down Date
      Site Down Date
      Selective Indication

      New for June!

      Read-only fields that display relevant information of the electronic service linked with the portfolio. See  See Collection Activation Tab Options

      These parameters are displayed only for portfolios included in electronic collections; they are not displayed for stand-alone portfolios. 

      Interface Public Name
         
         
         
      General tab:
      Portfolio availability Whether the portfolio is active.
      When active (Available), the current date is entered in the Activation date field. When inactive (Not Available), the Expected activation date field is enabled.

      Electronic material type originating from Bib (to be deprecated)

      (previously known as Electronic material type)

      For portfolios linked to the Community Zone, this read-only field displays the material type copied from the portfolio's bibliographic record and stored in the portfolio record when the portfolio was created in the Community Zone.

      If at a later time the material type is changed in the bibliographic record, the material type in this field does not get automatically synchronize and, therefore, will not match the material type specified in the bibliographic record.

      This parameter is being deprecated. A new Electronic material type parameter (see Electronic material type) is provided for you to manually specify the electronic material type on the portfolio level. For advanced searches that use the Material Type (Electronic Portfolio) search criteria, the value in the new Electronic material type parameter overrides the material type specified in the Electronic material type originating from Bib (to be deprecated) parameter.

      Electronic material type

      Use this parameter to select the material type for this portfolio. You may use this parameter to identify the electronic material type for both local and Community Zone linked portfolios.

      Previously (prior to the July 2018 release), you could only manually specify electronic material type for local portfolios.

      When you perform an advanced search using Material Type (Electronic Portfolio) for your search criteria, the value stored in this parameter (Electronic material type) is used for locating the records with a matching material type. The value in this parameter overrides the value stored in the Electronic material type originating from Bib (to be deprecated) parameter.

      Note that if you want to search for material type at the bibliographic record level (not the portfolio level), you need to use the Material Type search criteria on the Title level in advanced search.

      See Electronic Material Types for more information.

      The material type appears only in the Get It and Details tabs in Primo.

      Activation date The date on which the portfolio was activated.
      Expected activation date When the portfolio is inactive, an expected date of activation.
      Interface name (Standalone only) Choose a vendor interface from the Select Vendor Interfaces page.
      Library The name of the owning library.

      Electronic collection access type

      The access type inherited from the electronic collection appears. See Access type (Portfolio) for more information.

      Access type

      Access type can be specified by one of the following options that identifies the licensing rights for the electronic portfolio (which can be different from the access type inherited from an electronic collection:

      • Blank – Select this option to use the inherited access type from the electronic collection.
      • Current – For the electronic portfolio that you are editing, this identifies the licensing arrangement for which you are currently subscribing, paying.
      • Perpetual – For the electronic portfolio that you are editing, this indicates the right to permanently access the title during the period of a license agreement as represented in the perpetual access coverage date/embargo range.
      • Current and perpetual – For the electronic portfolio that you are editing, this identifies the licensing arrangement that includes both current and perpetual resources.

      See the Perpetual Date Information section and the Perpetual Embargo/Rolling Year section for more information.

      Electronic collection COUNTER platform

      This parameter shows the COUNTER Platform specified at the electronic collection level. If the electronic collection to which the portfolio is linked has a platform specified, then it is inherited from the electronic collection to the portfolio and is the default platform for the portfolio.

      If you want to override the electronic collection's selection, select a different platform from the drop-down list for COUNTER Platform parameter. See COUNTER Platform below.

      COUNTER Platform

      Use the COUNTER Platform parameter in the Electronic Portfolio Editor to indicate the platform by which you want usage data tracked for a specific portfolio. The platform that you select for this parameter overrides the electronic collection's COUNTER Platform selection when the electronic portfolio is linked to the electronic collection and a COUNTER Platform is specified at the electronic collection level. See Electronic collection COUNTER Platform.

      The list of options for this parameter comes from the list of platforms included in the loaded COUNTER reports. In order to have values appear in this list, you must have loaded COUNTER reports.

      Note that if you leave the COUNTER Platform parameter blank and no COUNTER Platform specification was selected at the electronic collection level for the portfolio, there is no change in the way that the usage data is tracked for Analytics reporting. That is, no platform-specific data is tracked for the electronic portfolio.

      Linking tab:
      Parser (Service Level) (Electronic Collection only) The destination service specified for the electronic collection. For detailed information, see the Library-Specific Parameters table above and the SFX Target and Alma E-Collection Configuration Guide including the Introducing E-Collection Configuration for Alma chapter of this guide for its usage with Alma.
      Service Parser Parameters (Electronic Collection only) The linking/access information for the service.
      Parser Parameters (Electronic Collection only) The linking/access information for this portfolio.
      URL (Electronic Collection only) The URL for accessing the portfolio. The URL can be specified as an alternative to the Parser Parameters (override) option.
      (Standalone only) The URL for accessing the portfolio.
      The URL parameter cannot be edited. For standalone portfolios, if the URL is incorrect, use the other URL parameters (Static URL or Dynamic URL) to override the URL parameter.
      URL Type The type of URL that is used for this portfolio:
      • Dynamic URL – Alma selects a linking URL dynamically at the portfolio level based on the list of conditions defined in the Dynamic URL field.
      • Static URL – Override the linking URL with the static URL defined in the Static URL parameter.
      • Parser Parameters – (Electronic Collection only) An override for the parser’s parameters in the Parser parameters (override) field.
      Dynamic URL A list of IF conditions that Alma uses to determine the service’s linking URL. The Test dynamic URL syntax button allows you to verify the syntax of the IF statements.
      Static URL This URL overrides the URL created based on the parameters taken from the electronic collection, service, and portfolio.
      Example: http://link.aip.org/link/?
      Parser Parameters (override) (Electronic Collection only) Either the parser parameters to override the electronic collection parser parameters or enter a URL for accessing the portfolio.
      Example: url1=http://link.aip.org/link/? & url2=http://publish.aps.org/ & url3=http://link.aps.org/abstract/ & agg=sfx
      For information on library-specific parameters, see the Library-Specific Parameter table.
      Proxy enabled Whether a proxy was enabled (Yes/No).
      See the Resolver Proxies section for information regarding proxy relationships among portfolios, electronic collections, and services.
      Proxy selected A proxy profile. When you specify Yes, identify which proxy profile to use for authentication (of users outside the library’s network) to access the online database you have created. If you specify Yes and make no selection from the Proxy selected drop-down list (that is, you leave the option blank), Alma automatically uses the default proxy you have configured.
      See Resolver Proxies for information regarding how to create a proxy profile. The procedure To configure a resolver proxy definition type of integration profile: in Resolver Proxies describes how to configure a default proxy profile.
      Test access Select to test access to the resource.
      Crossref Supported,

      New for June!

      Read-only fields that display relevant information of the electronic collection in which the portfolio is included. See Collection Linking Tab Options

      These parameters are displayed only for portfolios included in electronic collections; they are not displayed for stand-alone portfolios. 

      Crossref Enabled,
      Proxy Selected,
      Link Resolver section
      Linking List section
      Coverage tab:
      Which coverage statement will be applied? Newly activated resources come with a global coverage statement that you can accept entirely (ONLY global), select portions based on your institution’s preferences (ONLY local), or require a BOTH/AND or an OR/EITHER presence of coverage.
      Specify the coverage statement within an electronic collection:
      • ONLY local: Full text is displayed if the issue date of the article is included in the local coverage added to the portfolios.
      • Global AND local: Full text is displayed if the issue date of the article is included in the local coverage added to the portfolios AND in the coverage defined in the Central Knowledge Base.
      • Global OR local: Full text is displayed if the issue date of the article is included EITHER in the local coverage added to the portfolios OR in the coverage defined in the Central Knowledge Base.
      • ONLY global: Full text is displayed if the issue date of the article is included in the coverage defined in the Central Knowledge Base.
      Coverage tab - Global Date Information section:
      From Year The coverage fields that indicate the content that was purchased/activated. These identify the portfolio threshold.
      These fields affect service resolution (such as Primo). Coverage appears in the repository search results. For example, if the resource is available from 1980, enter 1980 in the From Year field.
      From Month
      From Day
      From Volume
      From Issue
      Until Year
      Until Month
      Until Day
      Until Volume
      Until Issue
      Coverage tab - Local Date Information section:

      From Year

      The coverage fields that indicate the content that was purchased/activated. These identify the portfolio threshold.

      These fields affect service resolution (such as Primo). Coverage appears in the repository search results. For example, if the resource is available from 1980, enter 1980 in the From Year field.

      This is the local coverage (your institution's coverage) information that you want to override the global coverage (coming from the Community Zone) information specified in the Date Information section.

      When coverage date information is added to an electronic resource (as in the Electronic Portfolio Editor, for example), and only the year and month content has been entered, the system defaults the From Day to the first of the month and the Until Day to the thirty-first of the month.
      Select Add Date Information to add specific date and volume ranges of coverage.
      From Month
      From Day
      From Volume
      From Issue
      Until Year
      Until Month
      Until Day
      Until Volume
      Until Issue
      Coverage tab - Global Embargo/Rolling Year section:
      Operator A moving wall of availability. Enter these details to match the specifics of your portfolio. For example, if the portfolio is available from 1980, but the last five years are not available, enter 1980 in the From Year (as indicated above), select Greater than from the Operator drop-down list, and enter 5 in the Number of Years box.
      Number of Years
      Number of Months
      Coverage tab - Local Embargo/Rolling Year section:

      Operator

      A moving wall of availability. This is similar to the the Global Embargo/Rolling Year section but applies to one of the following selected local coverage statement options:

      • Only local
      • Global and local
      • Global or local
      Number of Years
      Number of Months
      Coverage tab - Perpetual Date Information section:

      From Year

      The information in this section identifies the dates, volumes, and/or issues that are part of the perpetual coverage for the portfolio.

      Select Add Date Information to enter this information.

      The Perpetual Date Information section only appears when Perpetual or Current and perpetual are selected for the access type. See Access type (Portfolio) for more information.

      The information in the Perpetual Date Information section is for staff information purposes. If you want this same information available for discovery, you need to add it to the Local Date Information section.
      From Month
      From Day
      From Volume
      From Issue
      Until Year
      Until Month
      Until Day
      Until Volume
      Until Issue
      Coverage tab - Perpetual Embargo/Rolling Year section:

      Operator

      A moving wall of availability. This is similar to the the Global Embargo/Rolling Year section but applies to one of the following selected local coverage statement options:

      • Only local
      • Global and local
      • Global or local

      The Perpetual Embargo/Rolling Year section only appears when Perpetual or Current and perpetual are selected for the access type. See Access type (Portfolio) for more information.

      The information in the Perpetual Embargo/Rolling Year section is for staff information purposes. If you want this same information available for discovery, you need to add it to the Local Embargo/Rolling Year section..

      Number of Years
      Number of Months
      Acquisitions tab:
      Electronic collection PO line (Electronic Collection only) The main PO line for the electronic collection.
      PO line The main PO line for the portfolio.
      PO line details The portfolio's main PO line details, if available.
      Electronic Collection License (Electronic Collection only) The license of the electronic collection.
      License The active license for the portfolio.
      View License Details Select the license link to view details about the portfolio's license.

      PDA

      Use this to associate migrated electronic books to a PDA program. Select the Browse icon to display the Patron Driven Acquisition List page and select a PDA from the list to assign to the portfolio.

      The PDA information that you specify and save appears in the Other details tab in the Electronic Portfolios search results.

      PDA_and_Licenses_Names_Appear_in_the_Other_Details_Tab_08.png

      Other Details Tab
      To assign a PDA to a set of electronic portfolios, run the Change electronic portfolio information job. See Performing Global Changes on Portfolios Using a Job for more information.
      For more information about assigning a PDA to an electronic portfolio, refer to the Assign a PDA to Electronic Portfolios video (5:08 mins).
      View PDA details Select the PDA link (ID) to view details regarding the patron-driven acquisition.
      Additional PO Line
      A list of any additional PO lines associated with this portfolio. Select a link to view information about the PO line. To associate other PO lines as additional PO lines for this collection, search for or enter the PO line number in the Quick Add section and select Add PO Line. To remove a PO line as an additional PO line, select Delete in the additional PO line's row.

      ProQuest Ebook Central Purchase Model Section

       

      For the ProQuest electronic portfolio that you are editing, this section identifies which of the following purchase methods apply to that portfolio:

      • Owned
      • Subscription
      • DDA Candidate

      ProQuest_Ebook_Central_Purchase_Model_02.png

      ProQuest Ebook Central Purchase Model

      Notes tab - For more information, see Notes Tab

      When notes are entered and saved, the Notes indication icon (Notes_Indication_Icon_02.png) appears in the portfolio search results.

      Authentication note A note related to authentication (to display in the discovery system).
      Public note Information about the database for patrons. (The note appears in the discovery system.)
      Internal description Information for staff users. (The note appears only to staff.)
      Use the Quick Add section to add any additional notes for the staff users.
      Group Settings tab:
        Enter inventory management group settings (Available For Information) for the portfolio that you are editing.
      Inventory management group settings are provided at the following levels:
      • Electronic Collection
      • Electronic Service
      • Portfolio
      See the Group Settings tab explanation above in the step for editing the Group Settings tab in Adding a Local Electronic Collection for more information.
      The following inventory management group settings can be configured for a portfolio:
      • Group - The name of the group to which the settings apply.
      • Date
      • Embargo/Rolling Year
        A moving wall of availability (Embargo/Rolling Year) can be specified for the group that you selected. See the description above.
      • Fields
        • Proxy enabled
        • Proxy selected
        • Authentication note
        • Public note
        Unlike the inventory management group settings for electronic collections and electronic services, a portfolio does not have a public name.
      Select Add Date Information to add specific date and volume ranges of availability. The date, volume, and issue settings appear.
      Related Portfolios tab
       

      This tab displays a list of all portfolios that are linked to the same bibliographic record as the electronic portfolio that you are editing and provides each portfolio's coverage information across providers for all access types (Current, Perpetual, and Current and Perpetual).

      With each portfolio's coverage information centralized under one tab, you can more easily make purchase decisions related to your preferred coverage.

      Perpetual information that is viewable in the Related Portfolios tab can be entered into the Coverage tab for portfolios with the access type Perpetual and Current & Perpetual.

      With the appropriate permissions, you can Edit and View each portfolio listed in the Related Portfolios tab.

      The following columns of information are provided on this tab: Availability, Portfolio ID, Access Type, Interface Name, Collection Name, Coverage, Perpetual Coverage, Available For Groups, Identifier, Title, Material Type, and MMS ID.

      When there are related portfolios, the Related Portfolios indication icon (Related_Portfolios_Indication_Icon_02.png) appears in the portfolio search results.

      History tab
       

      This is a read-only tab that displays a list of changes that were made to the electronic portfolio or the electronic portfolio's group settings (for institutions where the multi_campus_inventory_management customer parameter set to true).

      Select one of the following radio buttons to indicate the historical information that you want to view:

      • Portfolio changes
      • Group Settings changes

      History_Tab_Group_Settings_Changes_04.png

      History Tab Radio Buttons

      For each change that is saved, the following information appears on the History tab.

      Only changes made in the UI or by the Synchronize Changes from CZ job appear in this tab; changes made by any other job do not.
      • Date of the change
      • Operator that made the change
      • Group Name
      • Name of the field that was changed
      • Old (previous) value
      • New value
      For fields/columns that are blank or empty, a dash appears in the History tab columns.
      For more information about this History tab, see the History Tab for Electronic Resources video (4:26 mins).
    4. For single, standalone portfolios, optionally select Attach to an electronic collection to link to an existing electronic collection using the Electronic Portfolio Editor. This button only appears for standalone portfolios. See the procedure Linking a Standalone Portfolio to an Electronic Collection for more information.
    5. Optionally, select Relink to another bibliographic record when a portfolio is associated with an incorrect descriptive record; or perhaps, there is a better descriptive record for a portfolio and you want to relink it to a different bibliographic record. For more information, see Linking a Portfolio to a Different Record.
    6. Select Save.

    Linking a Portfolio to a Different Record

    For more information linking an electronic portfolio to a different bibliographic record, see the Relink Electronic Portfolio to a Different Bibliographic Record video (2:35 mins).
    To relink a portfolio to a different bibliographic record:
    1. Using Repository Search, locate the portfolio that you want to relink and open it in the Electronic Portfolio Editor.
    2. Select Relink to Another Bibliographic Record. The Relink Confirmation dialog box appears.
    3. Browse for the bibliographic record (choose the title) to which you want to relink the portfolio.
      The Repository Search page appears so that you can perform a search for the bibliographic record to which you want to link. You can select the Community tab and the Network tab (in a collaborative network) to locate a different bibliographic record to which to link the electronic portfolio.
      For more information about relinking a portfolio’s bibliographic record to a different bibliographic record in the Community Zone or Network Zone, see the Change Bibliographic Record of a CZ or NZ Record video (01:51 minutes).
    4. Select the tab (Institution, Network, or Community) to match your requirements and complete your search for the bibliographic record to which you want to link.
    5. Select the bibliographic record to which you want to relink. The Relink Confirmation dialog box appears with the title that you selected.
      When you search for the bibliographic record to link to using the Community or Network tabs, Alma determines whether the selected bibliographic record is already localized. If the selected record is not localized, Alma localizes the selected bibliographic record and processes the relinking as usual.
    6. Select one of the following options for Handling bibliographic records without inventory:
      • Delete bibliographic record(s)
      • Do nothing
      • Suppress bibliographic record(s)
      With these options, you indicate how you want to handle the unlinked bibliographic record.
    7. Select Confirm.

    Linking a Standalone Portfolio to an Electronic Collection

    To link a standalone portfolio to an electronic collection (from the Electronic Portfolio Editor):
    1. Using Repository Search, locate the standalone portfolio that you want to link to an electronic collection and open it in the Electronic Portfolio Editor.
      To assist your search, use the Is Standalone electronic portfolio search option in Advanced Search.
    2. Select Attach to an Electronic Collection. The Select a Collection and Service dialog box appears.
    3. Browse to select the electronic collection to which you want to add the portfolio.
    4. Select the electronic collection to which you want to add the portfolio.
    5. In the Select a Collection and Service dialog box, select the type of service and select Confirm.

    Editing a Portfolio in an Electronic Collection Using the Electronic Service Editor

    You can manage your work with electronic portfolios on an individual level or as part of a collection. This section describes modifying a portfolio that is part of a collection using the Electronic Service Editor.
    To modify a portfolio in an electronic collection using the Electronic Service Editor:
    1. Complete a search for an electronic collection.
    2. Select Edit Service. The Electronic Service Editor opens to the Activation tab.
    3. Select the Portfolios tab. In addition to the information here, you can see other services and related electronic resources by selecting the View all services link above the tabs. This opens the Electronic Collection Editor page that contains the total number of portfolios, how many of the portfolios are active, and the active from/until dates by service type.
    4. Select Edit from the row actions list for the portfolio that you want to edit.
    5. See Editing a Portfolio Using the Electronic Portfolio Editor for information about editing the electronic portfolio.

    Performing Global Changes on Portfolios Using a Job

    In addition to uploading bulk changes to portfolios using an Excel file (see Adding, Editing, or Removing Portfolio Information in Bulk), inventory operators can make global changes to portfolios by creating a set of portfolios and then running a job on the set. Alma supports the following types of global changes to portfolios using a job:
    • Remove local coverage
    • Set a proxy
    • Update URLs (such as removing the EZproxy prefix, for example)
    • Associate portfolios with a license
    • Activate/deactivate portfolios
    • Delete portfolios (with the appropriate permissions)
    To perform global changes on portfolios:
    Run the Change Electronic Portfolio Information or Delete Portfolios jobs, as described in Running Manual Jobs on Defined Sets.

    Deleting Local Portfolios

    You must have the role of Electronic Inventory Operator Extended to delete portfolios
    There are multiple methods for deleting portfolios. This section describes the following methods:
    • Deleting portfolios by running a job
    • Manually deleting a local standalone portfolio
    • Manually deleting a local portfolio that is part of a local or Community Zone electronic collection
    When a portfolio is deleted, electronic resource activation tasks associated with the portfolio are also deleted.
    Global portfolios deleted in the Community Zone become local and deactivated (as opposed to local and active).
    Deleting a particularly large number of portfolios can affect system performance when done interactively using the Delete link provided with electronic collections search results. The preferred method for deleting a large number of portfolios is to run a batch job.
    To delete portfolios in bulk:
    To manually delete a local standalone portfolio:
    1. Locate the portfolio that you want to delete using repository search.
    2. Select Delete. The Delete confirmation pop-up window appears.
    3. Select the Handling bibliographic records without inventory option that you prefer and select Confirm. A success message appears when processing is complete.
    To manually delete a local portfolio that is part of a local or Community Zone electronic collection:
    1. Using a repository search, locate the electronic collection to which the portfolio belongs and select Edit to open the Electronic Collection Editor.
    2. In the Additional tab, select Portfolio List from the row actions list in the Services section to display a list of all the portfolios that are included in the collection.
    3. Select the portfolio that you want to delete and select Delete Selected. The Delete confirmation pop-up window appears.
    4. Select the Handling bibliographic records without inventory option that you prefer and select Confirm. When processing is complete, Alma displays a success message.

    Linking a Local Portfolio that is part of a Community Zone-Linked Collection to the Community Zone

    You can link local portfolios that are part of a Community Zone-linked electronic collection to the Community Zone. This enables you to view Community Zone updates to these electronic portfolios. Alma executes a job to process your linking request to the Community Zone and provides a report of the results on the Monitor Jobs page (see Viewing Completed Jobs).
    To link local portfolios to the Community Zone from the Electronic Service Editor page when the portfolios are part of a Community Zone-linked service/electronic collection:
    1. Locate the Community Zone-linked electronic collection that contains the local portfolios you want to link to the Community Zone.
    2. Select Edit Service for the electronic collection containing the local portfolio that you want to link to the Community Zone. The Electronic Service Editor page appears.
    3. Select the Portfolios tab.
    4. Select Link Local Portfolios to Community. The Link Electronic Resources to Community page appears.
    5. In the Bibliographic Records Configuration section, select Yes or No for the Use the community bibliographic records option and select Link. Alma displays a confirmation dialog box with a summary/warning of the linking actions.
    6. Review the information that is provided and if everything is acceptable, select Confirm. When the linking job is successfully completed, all the local portfolios on the Portfolios tab (from step 3) are linked to the Community Zone.

    Associating a License to a Portfolio

    You can associate license information with individual portfolios that are part of an electronic collection. With the appropriate role, you can access the options to specify a license for an individual portfolio; or when one is not specified at the portfolio level, Alma associates the electronic collection license (when one has been identified for the electronic collection) with the portfolio.
    In addition to the capability provided in the Electronic Portfolio Editor to support this feature, the following related options also provide support for the license feature:
    • Other details
      The name of the license appears in the Other details tab (see Working with the Portfolio List for additional information). Select the name link to display the details of the license information.
      PDA_and_Licenses_Names_Appear_in_the_Other_Details_Tab_06.png
      Other Details License Information
    • View It/Alma Link Resolver Show license link
      When you use the View It link (from the Electronic Titles search results) to display a resource’s information using the OpenURL Link Resolver, the Show (Hide) license link in the OpenURL Link Resolver window displays the license information defined at the portfolio level.
    • Acquisitions license details Inventory tab
      In Acquisitions, the filter in the Active Resources section and the History of Resources section of the Inventory tab for license details provides filter options for both electronic collections and portfolios. The Resource Type column displays the electronic collection or portfolio information in the Inventory tab.
      For related information, see Managing Licenses and Amendments.
    For more information about managing licenses, see the Manage License of an Electronic Portfolio video (2:47 mins).
    To associate a license to an individual portfolio that is part of an electronic collection:
    Associate the license on the Acquisition tab of the Electronic Portfolio Editor page. For more information, see Editing a Portfolio Using the Electronic Portfolio Editor.

    Working with the Portfolio List

    The persistent search box does not appear at the top of this page; this is a known issue.
    The Portfolio List for <electronic collection name> displays the portfolios that are associated with an electronic collection. The Portfolio List appears when you select Portfolio List from the electronic titles or electronic collection search results (see Searching in Alma) or when you select the number link for Number of Portfolios on the Additional tab in the Electronic Collection Editor.
    From the Portfolio List, you can perform the following actions depending on your role/permissions and the link/location from which you opened the list such as Institution, Community, or Network tab:
    • Edit (Institution) – Open the Electronic Portfolio Editor page to edit the portfolio record. For more information, see Editing a Portfolio Using the Electronic Portfolio Editor.
    • View (Institution) – Open the Electronic Portfolio Editor page to view the portfolio record. Information accessed through this option is read only.
    • Activate/Deactivate (Institution and Community) – Activate/deactivate an electronic portfolio. To activate/deactivate multiple resources, select the check box for each resource and select Activate or Deactivate from the drop-down list and select Execute. In addition, when accessing the Portfolio List from the Community tab, select Localize selected to activate multiple portfolios.
    • Order (Institution and Community) – Open the PO Line Owner and Type page to initiate a purchase order (see Creating PO Lines). This includes the ability to order a portfolio from an e-collection that is already locally activated.
    • Link to Community (Institution) – Link portfolio to the Community Zone.
    • Create E-Activation Task (Institution) – Create an electronic activation task for the resource.
    • Test access (Institution) – Test the access to an electronic portfolio.
    • Delete (Institution) – Delete childless bibliographic records.
    • Send to Ex Libris (Institution and Community) – Submit a request.
    • View It (Network) – Opens the electronic portfolio in the UResolver page.
    • Document Delivery – Opens the Create Request page.
    In addition, you can run the Extended Export and Excel export as described below.
    Portfolio_List_Export_Options_04_TC.png
    Portfolio List Export Options
    • Extended Export – Export all portfolios in the electronic collection to an Excel file. See Portfolio Loader for a list of all the information (Excel columns) that is exported.
      The date columns (such as the Activation Date column) can be sorted as a date (not just a string of text) using the Excel Sort & Filter options.
      If the collection contains more than 5,000 portfolios, portfolios for each type of service are stored in separate files and the job is run in the background. You can use the Monitor Job page (see Viewing Running Jobs) to monitor the job’s progress and view the Excel files. Collections with fewer portfolios are also saved to an Excel file, but the job is run in the foreground and portfolios for each type of service are stored in separate tabs in the Excel file.
      The portfolio loader supports the matching of Community Zone portfolios based on the Community Zone portfolio ID and not just the ISSN or ISBN.
      The localized field in the Excel file indicates that a Community Zone portfolio has been localized/activated for your institution.
      Sample Extended Excel Export
      For more information about Extended Export, see the Export Tasks From CZ Updates Task List video (3:43 mins).
    • Excel (current view) – Export the list of portfolios to an Excel file.

    Moving Portfolios to a Different Electronic Collection

    Local portfolios and portfolios activated from the Community Zone can be moved from their current electronic collection to another electronic collection one at a time or using a set of portfolios. See the following sections for more information:

    Moving a Single Portfolio to a Different Electronic Collection

    Prior to moving a portfolio from one electronic collection to another electronic collection, you need to identify the current electronic collection in which it resides and identify the electronic collection to which you want to move it.
    To move a single portfolio from one electronic collection to another electronic collection:
    1. From the Portfolio List page or the Portfolios tab on the Electronic Service Editor page, select Move from the list of actions.
    2. Enter the Destination electronic collection and Destination service type information. Any key characteristics of the portfolio to be moved are noted in the Move Portfolio pop-up window. Read this information carefully before continuing.
      Destination_Electronic_Collection_and_Service_Type_04_TC.png
      Move Portfolio Destination Electronic Collection and Service Type Information
    3. Select Move. The portfolio is moved.

    Moving a Set of Portfolios to a Different Electronic Collection

    Prior to moving a set of portfolios, you need to identify the current electronic collection in which they reside, create a set, and identify the electronic collection to which you want to move them.
    To move a set of portfolios from one electronic collection to another electronic collection:
    1. From the Portfolios tab on the Electronic Service Editor page of the source Electronic Collection of the set of portfolios, select Move Set of Portfolios.
    2. Enter the Set name, Destination electronic collection, and Destination service type information. Any key characteristics of the set of portfolios to be moved are noted in the Move Portfolio pop-up window. Read this information carefully before continuing.
      Move_Portfolio_Set_Name_Destination_Electronic_Collection_and_Service_Type_Information_04_TC.png
      Move Portfolio Set Name, Destination Electronic Collection, and Service Type Information
    3. Select Move. A job to move the portfolios runs. You can review the job report.
    4. Select the Select to download report link next to Detailed counters report. The same portfolio ID appears in a new row of the Excel file report for each transaction or status change.
      Detailed_Counters_Report_Excel_02_TC.png
      Detailed Counters Report Excel File