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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 (required for assigning electronic resource activation tasks to others)
    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

    Alma provides and uses electronic collections to organize and prepare 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) after they have been 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 (Resource Management > Inventory > Add Local Electronic Collection), enter the basic collection information. See the table below for a description of the parameters.
      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.
      Internal description A description for internal reference only.
      Collection type Select one of the following types:
      • 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 Select one of: Full Text (display the full text of the e-resource), Selected Full Text (display selections from the full text), or None (the only option for database types). 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. Click Save and Continue.
      • If you selected service type None, then the Electronic Collection Editor page appears. Continue with step 10.
      • If you selected service type Full Text or Selected Full Text, the Electronic Service Editor page appears with the Activation Information tab preselected.
        Electronic Service Editor Page, Activation Information Tab
    3. Enter the activation information, as described in the following table.
      Activation Information Tab Options
      Field Description
      Service activation status Select Available if you want the service to be active, or Not Available otherwise.
      Activate new portfolios associated with service automatically?
      Select Yes or No to identify whether new portfolios should be automatically activated when they are added to this service. This option is available for aggregator and selective packages.
      In cases where you have had this parameter set to No and then, subsequently, set this parameter to Yes, the portfolios that were inactive prior to the change to Yes will remain inactive. In other words, this setting to automatically activate new portfolios means that the automatic activation will be initiated from that point and going forward. It does not affect any activation activity previous to this setting change.
      Activation from date Enter a start date for the activation. If no start date is entered, activation starts from the current date (today).
      Active until date Enter 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 Enter a date for when the service temporarily unavailable message is generated. If not entered, the current date (today) is used.
      Service unavailability reason Enter 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. Click the Service Description tab and review or edit the information as described in the table following the figure below.
      Electronic Service Editor - Service Description Tab
      Service Description Tab Options
      Field Description
      Service Type This field has no functional implication.
      See the Initial Collection Information table, above.
      Public description See the Initial Collection Information table, above.
      Internal description See the Initial Collection Information table, above.
      Public description (override) This field is not currently functional.
    5. Click the Linking Information tab and review or edit the information as described in the Linking Information Tab Options table, below.
      Electronic Service Editor Page, Linking Information Tab
      Linking Information Tab Options
      Option Description
      Parser The destination service.
      (Example: AIP:SCITATION)
      Parser (override) A parser to override the value in the Parser field.
      Parser parameters The linking/access information for the service. For example:
      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. Click Test dynamic URL syntax to verify the syntax of the IF statements.
      Parser parameters (override) An override to the Parser parameters if an alternative one is specified by the service.
      Service is free? This parameter specifies whether or not the service is free.
      Crossref supported This parameter specifies whether or not CrossRef is supported for this electronic resource. See www.crossref.org for more information regarding the CrossRef DOI (Digital Object Identifier) service.

      The Yes/No setting for this parameter is an indication determined by the KnowledgeBase. This is not a user-selected option for KnowledgeBase records.

      For local electronic collections, you may specify a Yes/No setting for this parameter. This setting is optional for local electronic collections. When you select Yes for local electronic collections, you need to confirm that the parser program that you select supports adding in the DOI to the URL. If the parser program selected does not support DOI, specifying Yes for the Crossref supported parameter serves no purpose.
      Crossref enabled Select Yes, No, or Inherit to indicate your preference for using the CrossRef service.
      • Yes - Selecting Yes indicates that you want Alma to use the functionality related to CrossRef, getting the DOI (Digital Object Identifier) and using it for linking, for this electronic resource. When you use this option, you must also have your CrossRef information configured properly. See Alma Resolver Augmentation for information about configuring an Alma integration profile for DOI.
      • No - Selecting No indicates that you do not want Alma to use the functionality related to CrossRef for linking this electronic resource.
      • Inherit - Selecting Inherit indicates that you want Alma to use the same 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 the electronic collection is used.
      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.
      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.
      Linking level The linking level or unit to which the electronic collection will link.
      Linking Parameters The values, if needed, for the parameters configured in the parser parameter fields on the Linking Information 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.
      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.
      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 Library LIBID
      URL_DOMAIN
      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 other parameters.
      All Gale Databases LOC_ID
      ART
      DATABASE
      A Gale representative can provide you with your institution’s LOC_ID.
      The ART parameter should be set to 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 Journal using IP authentication or login credentials. If your library uses a user name and password, provide us with these values.
      IPAUTH If your institution is authenticated by IP authorization, type yes in the Value column. In this case, there is no need to provide a user name and password.
      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 Chadwyck Literature Online, you must populate the $$SERVER_LOC parameter with a value corresponding to your geographic location. If you are accessing this service from Europe, the parameter value should be UK and not EUR. If you are accessing this service from the U.S., the parameter value should be usa (lowercase).
      Westlaw SPONSORCODE A Westlaw representative can provide you with your customer code.
    6. Click the Portfolios tab.
      Electronic Service Editor Page Portfolios Tab
      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. See below.
      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. Click to open available sets, then select one.
      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.
      • 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
      • 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 information on exporting portfolios from Alma to BrowZine, see https://developers.exlibrisgroup.com/blog/Exporting-Electronic-Portfolios-from-Alma-to-BrowZine.
      • To add a single local portfolio, click Add Local Portfolio.
        The New Portfolio page appears. See Adding a Standalone Portfolio for more information.
        You can add a single portfolio and associate it with the collection as part of the collection creation process. See the New Portfolio Page Options (Standalone and Electronic Collection) table below for a description of the fields on the New Portfolio page.
        When you have completed the information on the New Portfolio page, or finished loading portfolios or a set, click one of the Save options or Submit and click through any confirmation boxes.
        Alma saves the portfolio(s) and refreshes the Portfolios tab of the Electronic Service Editor page with options for activating the portfolio.
        New Portfolio Activation Options
      • To activate or deactivate one or more portfolios, select the check box(es) of the portfolio(s) you want to activate or deactivate and click the activation action you want. (Alternately, for just one portfolio, you can select Actions in the portfolio’s row and make your selection there.)
      • You can add the portfolio information later by doing one of the following:
    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). You can also enter a private notes for the library in the Quick Add area.
    8. You can view information about changes to the service on the 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, click the Group Settings tab and enter the necessary information. You must first configure inventory management groups; see Configuring Inventory Management Groups.
      1. Click Add Settings for Group. The Available For Information dialog box appears.
        Available_For_Information_DBox_3.png
        Available For Information Dialog Box
      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. Click Save Settings
    10. Click Save to save all the entries and changes on the Electronic Service Editor page. The Electronic Collection Editor page appears.
    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 Information table, above.
      General Information 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 How the work order is currently being processed, if the information is available.
      Access type The licensing rights of a collection when, for example, a one-time purchase fee agreement has been made for perpetual access to the electronic collection. The default setting is Current.
      Access type data is also available in Analytics.
      General Information 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 Information 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. Click 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 click Add PO Line. To remove a PO line as an additional PO line, click Delete in the additional PO line's row.
      General Information 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. Click View to open the License Details page for this license.
      Additional Information 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.
      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 parameter 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 parameter 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. Click this link to open the Porfolios List page (see the figure below) connected to the electronic collection.
      Portfolios List
      Character set The character set information.
      Additional Information 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

      New for September!

      Use this function to follow the progress of a background job that is deleting services. When you click 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).
        Delete Service Confirmation Message
        Click 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.
        Delete Service Batch Job Submitted Confirmation Message
        Delete Electronic Service Batch Job History
        See Delete Electronic Service Job Report on the Viewing Completed Jobs page for more information.
      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).
        In the Quick Add section, enter a note and click Add. Click Clear to remove any text that you have entered. Use this to enter multiple notes that can be referenced by staff. Row actions allow you to edit and delete notes.
      Group Settings tab – See the Group Settings tab explanation above in the step for editing the Group Settings tab. Also see Configuring Inventory Management Groups.
       
      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 Information tab of the service. The values are used by the OpenURL link resolver to create correct links.
      History tab – Information on this tab is only relevant when editing the collection at a later time.
        A list of changes related to the electronic collection. For each change that is saved, the following information appears on the History tab:
      • Dates of the change
      • Operator that made the change
      • 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 columns.
      You can use the Find function to locate a specific change by searching for a Field name or Operator name.
      For more information about the History tab, see the History Tab for Electronic Resources video (4:26 mins).
    12. When you have completed your review, click 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. For more information, see Using the Alma Repository Search. The brief results appear for the electronic collection.
    2. Click Edit. 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. Click Save to save your changes to the electronic collection.

    Deactivating an Electronic Collection

    To deactivate an electronic collection (by deactivating the service that deactivates all of the electronic collection’s portfolios):
    1. Using repository search, locate and open the electronic collection that you want to deactivate.
    2. Click Edit to open the electronic collection in the Electronic Collection Editor.
    3. Select the Additional Information tab.
    4. For the service containing all the portfolios that need to be deactivated, select Actions > Deactivate.
      In order to deactivate an electronic collection, you must deactivate all of the portfolios in that collection.
      Deactivate Service to Deactivate All Portfolios
    5. Click Save. The Repository Search page appears and the color of the icon changes to reflect its inactive status.
      Icon Change

    Deleting an Electronic Collection

    To delete an electronic collection:
    1. Search for the electronic collection that you want to delete. For more information, see Using the Alma Repository Search. The brief results appear for the electronic collection.
    2. Click Delete.
    3. 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 can indicate how you want to handle the unlinked bibliographic record.
    4. Click Confirm. Unless the electronic collection is empty, a background job runs, deleting the e-collection. For more information, see the Delete entry under Electronic Collections in the Actions You Can Perform on the Repository Search Results Page table, as well as Viewing the Delete Electronic Collection Job Report.

    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 you want to update. See Using the Alma Repository Search for more information. The brief results appear for the electronic collection.
    2. Click Edit Service. The Activation Information 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. Click 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 (Resource Management > Create Inventory > Add Local Electronic Collection).
    2. Enter the initial database information. For information, see the Initial Collection Information table, above.
      • For Collection Type, select Database.
      • For Service Type, select None (this is selected by default).
    3. Click Save and Continue. The Electronic Collection Editor appears with the General Information tab pre-selected.
      Add Local Electronic Collection for a Database
    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 Information tab.
    5. After completing the information on the tabs, click 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.
      Local Electronic Collection Record Added
    To place an order:
    1. Click the Order link.
      Order Link
      The PO Line Owner and Type page appears.
      PO Line Owner and Type
    2. Enter the Purchase Type and PO Line Owner and click Create PO Line.
      PO Line Owner and Type Entered
    3. Enter the PO line information for the online database. (See Creating PO Lines for additional information regarding these fields.)
      Add PO Line Information
    4. When you have completed entering the PO line information, select Order Now from the drop-down list and click Go. and click Confirm in the confirmation dialog box.
      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 click Done for this order in the task list to allow Alma to renew the order.
    To confirm/verify the appearance of the discovery interface:
    1. Complete an All titles repository search for the online database.
      The search results appear for the online database. See the figure below for an example.
      All Titles Repository Search Results for 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 Information tab in the Additional descriptive information option.
    2. Click View It. The Electronic Services page appears.
    3. Optionally, click Display in a new window to view the URL link stored with the online database settings.

    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 Zonejob 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.
      Electronic Collection Link to Community Action
    2. Click Link to Community. The Link Electronic Resources to Community page appears. The page contains the following sections:
      • Local Information – Within this section, the following information is provided:
        • Electronic collection name – This is the local electronic collection name that displayed in your search results
        • Type – This is the collection type (Selective package, Aggregator package, or Database)
        • (Vendor) Interface name
        • Service type (Full text, Select 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.
      Link Electronic Resources to Community Page
    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.
      Browse Community Zone for Electronic Collection to Link To
      Enter Browse Criteria
      Browse Results
    4. Select an electronic collection (radio button) from the list of results and click Select.
      Select from the Results List
      The Link Electronic Resources to Community page appears with your selection and related information.
      Electronic Collection Name Selected from the Community Zone
      The fields in the Community Information section and the Bibliographic Records Configuration sections are dynamically updated once you have selected/entered the electronic collection name from the Community Zone.
    5. Select Yes or No for the Use the community bibliographic records option and click Link. A dialog box appears with a summary/warnings regarding the linking selections that you made.
      Linking Summary/Warnings
    6. Review the information in the dialog box and, if everything is in order, click 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.)
      Job Submitted Successfully Message

    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.

    Adding a Standalone Portfolio

    You can add standalone portfolios individually.
    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 details, see the explanation for Link to community in Using the Repository Search Results List.
    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 (Resource Management > Create Inventory > Add Local Portfolio).
      New Portfolio Page Options
    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 Either create a new title or use an existing title.
      Record Type Available if Creation Type is Create new title. Either One Time or Continuous.
      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 Available in a collaborative network, only. For information, see Selecting Where to Create New Bibliographic Records.
      Choose Title
      An existing title. Click the Find icon to open the Repository Search page and select a bibliographic record that links to the repository.
      Title Enter a new title.
      Alternative Title 1 Additional information if you created a new title.
      Alternative Title 2
      ISSN
      e-ISSN
      ISBN
      e-ISBN
      Record Format The type of record to create.
      This field appears only if your institution supports multiple record formats. Contact Support to enable this feature.
      General Information:
      Portfolio Type Standalone or Part of an electronic collection.
      Electronic Collection (for part of an electronic collection) Links to an electronic collection in the repository.
      Click the Find icon to open the Repository Search page and select the electronic collection.
      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) The service (such as Full Text) for the selected electronic collection.
      Interface name (for standalone) A vendor interface for the standalone portfolio. Use the Find icon to search from the available list of vendor interfaces.
      Library (for standalone) 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.
      Coverage Information:
      Date Information:
      From Year
      Coverage parameters that indicate the content that was purchased/activated. These parameters affect service resolution (such as Primo). Coverage appears in the repository search results.
      Coverage in the Repository Search Results
      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 Information:
      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.
      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: in the Resolver Proxies section 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.
      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 from the drop-down list and click Go:
      • Save and Done – This option saves the portfolio information that you entered and closes the New Portfolio page. It provides the same functionality previously known as Save.
      • Save and Create Duplicate – This option saves the portfolio information that you entered and automatically repopulates the New Portfolio page with the same information for you to edit for the next portfolio to be created.
      • Save and Create New – This option saves the portfolio information that you entered and reopens the New Portfolio page for you to enter the next new local portfolio to be created, thereby saving the steps of opening the New Portfolio page again manually. It provides the same functionality previously known as Save and Continue.
      Save Options on the New Portfolio Page
      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 (Resource Management > 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 and click Go.

    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.)
    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.
      1. Complete a search to locate the existing local electronic collection.
      2. Click 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 (Resource Management > 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.
        Electronic Collection Editor Page
      2. Click Save and Continue. The Electronic Service Editor page appears.
    4. Select the Portfolios tab.
    5. Click Add from set. The Add From Set page appears.
    6. Search/select the set name (that you created/saved in step 1).
      Standalone Portfolio Set
    7. Click Submit and click Confirm in 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.
      Job Submitted Message
      Emailed Job Report Example
    8. Click Save. The Electronic Collection Editor page appears with an electronic collection successfully updated message.
      Electronic Collection Successfully Updated Message
    9. Click Full Text in the Available Services section and select the Portfolios tab to view the standalone portfolios added to the electronic collection.
      Standalone Portfolios Added to 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. For the electronic collection, in your search results, containing the local portfolio to remove, click Edit Service.
    3. Select the Portfolios tab. The electronic collection contents appear.
      List of Standalone Portfolios in the Electronic Collection
    4. Select Actions > Remove for the local portfolio to remove from the electronic collection.
      The local portfolio reverts back to a standalone portfolio.
      Actions > Remove Standalone Portfolio
      The page refreshes to display the collection contents without the local portfolio that was removed.
      Updated List of Portfolios Minus the Removed Local Portfolio
    5. Click 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, see The Bulk Portfolio Information File.
    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. Click Load Portfolios from the Portfolios tab on the Electronic Service Editor page.
      Electronic Service Editor Page Portfolios Tab/Load Portfolios
      The Activation Wizard File Upload page appears. See The Bulk Portfolio Information File for details regarding the structure and content of the Excel file for the batch upload.
      Activation Wizard File Upload Page - Wizard Step 1
    2. Enter the name and path of the Excel file (with either the .xls or .xlsx extension) you prepared, or click 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 the override information in the portfolio 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 Using the Alma Portfolio Loader.
    4. For Record Format, select the type of records to create.
      This field appears only if your institution supports multiple record formats. Contact Ex Libris support to enable this feature.
    5. Click Next. The Excel file is validated and imported.
    If there are errors in the Excel file, the Activation Wizard File Upload page specifies that errors exist. Click the Download Excel file to correct validation errors link and open the file. Correct the errors in your original Excel file and re-import/upload the file as described in the previous steps.
    Download Excel File to Correct Validation Errors Link
    If the file has no errors and is validated, 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.
    Activation Wizard: Activation Summary Page - Wizard Step 2
    To view information and warnings in the Excel file, click the Download Excel file to view information and warnings link.
    • Click Load. Alma returns to the Electronic Service Editor page and displays a confirmation message that the upload job has been submitted.
    • Click Save. Alma displays a confirmation that the data has been successfully updated.

    The Bulk Portfolio Information File

    See Portfolio Export/Import Improvements for a detailed description of enhancements available when exporting and importing the electronic portfolios of a given service (8:30 min). Note that this video was produced in December 2013 and that some elements that are shown may have changed in Alma since then.
    Portfolio information such as proxy settings, URL, parser parameters, and inventory management groups can be imported and exported using an Excel spreadsheet. You can also activate/deactivate selected portfolios using this Excel file.
    The following table describes the fields that the portfolio loader Excel file should contain.
    Excel File Fields
    Field Description
    ISSN One or more (for cases in which more than one ISSN—such as an E-ISSN—exists) ISSN identifiers. Alma uses the first identifier that provides a successful match.
    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, or ISBN.
    ISBN One or more (for cases in which more than one ISBN—such as an E-ISBN—exists) ISBN identifiers. Alma uses the first identifier—ISBN10 or ISBN13—that provides a successful match.
    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, or ISBN.
    PORTFOLIO_PID The internal PID number used for the portfolio in Alma. This identifier is available only if you clicked Extended Export and exported portfolios listed in the Electronic Service Editor Page Portfolios tab to Excel. It is exported in cases where there is no ISSN or ISBN.
    MMS This field is used for the Alma MMS ID.
    TITLE The 245 |a to apply for this title. This field is added to the local portfolio information when Add local portfolios is selected (see procedure below) and no match is found.
    FROM_YEAR The year of the coverage start date of the title (in YYYY format).
    TO_YEAR The year of the coverage end date of the title (in YYYY format).
    FROM_MONTH
    The month of the coverage start date of the title (in MM format).
    TO_MONTH
    The month of the coverage end date of the title (in MM format).
    FROM_DAY
    The day of the coverage start date of the title (in DD format).
    TO_DAY
    The day of the coverage end date of the title (in DD format).
    FROM_VOLUME The numeric volume number from which the title coverage begins.
    TO_VOLUME The numeric volume number at which the title coverage ends.
    FROM_ISSUE The numeric issue number from which the title coverage begins.
    TO_ISSUE The numeric issue number at which the title coverage ends.
    WARNINGS A system-generated message indicating that multiple coverages were defined and that only the first coverage defined is being exported.
    PUBLICATION_DATE_OPERATOR Embargo date operator. Use one of the following: >, <, or =
    PUBLICATION_DATE_YEAR The number of years for coverage information. This relates to the Number of Years field for Embargo/Rolling Year under Coverage Information for a portfolio (refer to the New Portfolio Page Options (Standalone and Electronic Collection) table in Adding a Standalone Portfolio).
    PUBLICATION_DATE_MONTH The number of months for coverage information. This relates to the Number of Months field for Embargo/Rolling Year under Coverage Information for a portfolio (refer to the New Portfolio Page Options (Standalone and Electronic Collection) table in Adding a Standalone Portfolio).
    GLOBAL_FROM_YEAR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_YEAR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_FROM_MONTH
    Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_MONTH
    Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_FROM_DAY
    Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_DAY
    Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_FROM_VOLUME Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_VOLUME Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_FROM_ISSUE Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_ISSUE Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_WARNINGS An Alma system-generated message indicating that multiple global coverages were defined and that only the first coverage defined is being exported.
    GLOBAL_PUBLICATION_DATE_OPERATOR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_PUBLICATION_DATE_YEAR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_PUBLICATION_DATE_MONTH Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    AVAILABILITY One of the following values:
    • ACTIVE
    • INACTIVE
    PUBLISHER Free text. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.
    PLACE_OF_PUBLICATION This field is taken from the 260 $$a of the bibiliographic record.
    DATE_OF_PUBLICATION This field is taken from the 260 $$c of the bibiliographic record.
    URL A URL that is only intended for overriding URLs of global portfolios or for setting a URL on local portfolios. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.
    PARSER_PARAMETERS Linking information (like on the Linking Information tab in the Electronic Service Editor).
    PROXY_ENABLE True is the same as selecting the Yes radio button for Proxy enabled on the Linking Information tab in the Electronic Portfolio Editor.
    False is the same as selecting the No radio button for Proxy enabled on the Linking Information tab in the Electronic Portfolio Editor.
    The “portfolio” PROXY_LEVEL must be specified in order to use PROXY_ENABLE.
    PROXY_SELECTED When you specify true for the PROXY_ENABLE field, specify the proxy to use.
    The “portfolio” PROXY_LEVEL must be specified in order to use PROXY_ENABLE.
    PROXY_LEVEL Portfolio or service.
    AUTHOR Free text. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.
    ELECTRONIC_MATERIAL_TYPE One of the values from the drop-down list.
    OWNERSHIP The name of the library that owns the portfolio.
    GROUP_NAME The name of the inventory management group. Multiple group names may be specified in this field when separated by a semicolon. See .
    AUTHENTICATION_NOTES Authentication notes as shown in the Electronic Portfolio Editor > Notes tab.
    PUBLIC_NOTES Public notes as shown in the Electronic Portfolio Editor > Notes tab.
    INTERNAL_DESCRIPTION An internal description as shown in the Electronic Portfolio Editor > Notes tab.
    COVERAGE_STATEMENT One of the following coverage statements that appears on the Coverage Information tab in the Electronic Portfolio Editor:
    • Only local
    • Global and local
    • Global or local
    • Only global
    ACTIVATION_DATE The activation date information as shown on the Electronic Collection Editor > General Information tab.
    EXPECTED_ACTIVATION_DATE The expected activation date information as shown on the Electronic Collection Editor > General Information tab.
    LICENSE The license details information as shown on the Electronic Collection Editor > General Information tab and the Electronic Portfolio Editor > Acquisition Information tab.
    When using the Extended Export tool from a portfolio list resulting from a Repository search (see Extended Export Tool, below), the exported Excel file contains an extra License Name column. This column is not used during an import/portfolio load.
    PDA Used for patron-driven acquisitions as shown in the Electronic Portfolio Editor > Acquisition Information tab.
    NOTES Any notes you would like included in the portfolio’s public note field.
    Notes are appended to existing note content when imported. Duplicate note content may occur when you export notes and, subsequently, import the same note content.
    Extended Export Tool
    The Excel spreadsheet is formatted with the first row containing the heading information (for each field) and each subsequent row containing the information for a single portfolio. See the example below.
    Upload Portfolios Partial Spreadsheet Example
    For information on exporting portfolios from Alma to BrowZine, see https://developers.exlibrisgroup.com/blog/Exporting-Electronic-Portfolios-from-Alma-to-BrowZine.

    Setting Up Continuous Update for Elsevier Portfolios Using an Integration Profile

    You can upload and continuously update Elsevier electronic holdings by automatically retrieving the institutional specific holdings 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.
    To support this capability, the following Elsevier collections that you need to activate have been added to the Community Zone:
    • Elsevier ScienceDirect Books Complete
    • Elsevier ScienceDirect Journals Complete
    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 update this information on the following tabs:
    • General Information
    • Linking Information
    • Coverage Information
    • Acquisition Information
    • Notes
    • Group Settings
    • History - A read only tab that displays changes that were made to the portfolio.
    Electronic Portfolio Editor - Default Tab (Coverage Information)
    To modify an electronic portfolio:
    1. Search for the electronic portfolio that you want to update. For more information, see Using the Alma Repository Search.
      The brief results display for the electronic portfolio.
    2. Click Edit.
      The Electronic Portfolio Editor page appears.
    3. Update the fields on each tab as needed. See the following table for more information.
      Electronic Portfolio Editor Page
      Field Description
      Resource Description The title of the electronic portfolio. Click the title to display the simple view of the MARC record.
      Collection Name (Electronic Collection only) The electronic collection name.
      Collection ID (Electronic Collection only) The electronic collection ID.
      Interface Name (Standalone only) The vendor interface name for standalone portfolios.
      Service type The electronic service type.
      Service ID The electronic service ID.
      Portfolio ID The portfolio ID.
      General Information 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 For local portfolios, select the electronic material type.
      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.
      Linking Information tab
      Parser (Service Level) (Electronic Collection only) The destination service specified for the electronic collection.
      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 Click to test access to the resource.
      Coverage Information 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 Information tab - Global Date Information section
      From Year The coverage parameters that indicate the content that was purchased/activated. These parameters 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 Information tab - Local Date Information section
      From Year
      See the description above. This is the local coverage information that you want to override the global coverage 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.
      From Month
      From Day
      From Volume
      From Issue
      Until Year
      Until Month
      Until Day
      Until Volume
      Until Issue
      Coverage Information 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.
      Click Add Date Information to add specific date and volume ranges of availability.
      Number of Years
      Number of Months
      Coverage Information tab - Local Embargo/Rolling Year section
      Operator See the description above.
      Number of Years
      Number of Months
      Acquisitions Information 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 Click the license link to view details about the portfolio's license.
      PDA Use this to associate migrated electronic books to a PDA program. Click the Browse icon to display the Patron Driven Acquisition List page and select a PDA from the list to assign to the portfolio.
      To assign a PDA to a set of electronic portfolios, run the Change electronic portfolio information job. See Performing Global Changes on Portfolios 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 Click 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. Click 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 click Add PO Line. To remove a PO line as an additional PO line, click Delete in the additional PO line's row.
      Notes tab
      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.
      • Parameters
        • 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.
      Inventory Management Group Settings at the Portfolio Level
      Click Add Date Information to add specific date and volume ranges of availability. The date, volume, and issue settings appear.
      Inventory Management Group Settings at the Portfolio Level
      See Configuring Inventory Management Groups for more information.
      History tab
        A list of changes related to the electronic portfolio. For each change that is saved, the following information appears on the History tab:
      • Dates of the change
      • Operator that made the change
      • 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 the History tab, refer to the History Tab for Electronic Resources video (4:26 mins).
    4. For single, standalone portfolios, optionally click 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 click 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. Click Save to save your changes.

    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. Click Relink to Another Bibliographic Record.
      The Relink Confirmation dialog box appears.
      Relink Confirmation Dialog Box
    3. Browse for the bibliographic record 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).
      Search Options for Bibliographic Record to Which You Want to Link
    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.
      Identify Bibliographic Record for Relinking
    5. Select the bibliographic record to which you want to relink and click Select.
      The Relink Confirmation dialog box appears with the title that you selected.
      Selected Title Appears
      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. Click Confirm.
      Alma relinks the portfolio and displays a success message.

    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. Click Attach to an Electronic Collection.
      The Select a Collection and Service dialog box appears.
      Select Electronic Collection and Service for the Standalone Portfolio
    3. Browse to select the electronic collection to which you want to add the portfolio.
      Browse for Electronic Collection
    4. Select the electronic collection to which you want to add the portfolio and click Select.
    5. In the Select a Collection and Service dialog box, select the type of service and click Confirm.
      Alma processes your change and displays a message to confirm its successful completion. The Electronic Portfolio Editor page updates to display the electronic collection to which the portfolio has been added and the service type that was selected.
      Electronic Collection and Service Type Selected

    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. Click Edit Service for a specific collection.
      Edit Service Link
      The Electronic Service Editor opens to the Activation Information tab. For more information, see Adding a Local Electronic Collection.
    3. Select the Portfolios tab. In addition to the information here, you can see other services and related electronic resources by clicking 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 (see below).
      Portfolio Information (Accessed from the View all services link)
    4. In the row of the portfolio that you want to edit, select Actions > Edit.
    5. To complete your edits, see Editing a Portfolio Using the Electronic Portfolio Editor.

    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:
    • Delete portfolios by running a job
    • Manually delete a local standalone portfolio
    • Manually delete 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 (see Delete). 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. Click the Delete link and click Next. The Delete confirmation pop-up window appears.
      Delete Confirmation
    3. Select the Handling bibliographic records without inventory option that you prefer and click Confirm.
      A success message appears when processing is complete.
      Successful Deletion Message
    To manually delete a local portfolio that is part of a local or Community Zone electronic collection:
    The Electronic Inventory Operator Extended role is required for delete operations.
    1. Using a repository search, locate the electronic collection to which the portfolio belongs and click Edit to open the Electronic Collection Editor.
    2. In the Additional Information tab, select Actions > Portfolio List in the list of Available Services to display a list of all the portfolios that are included in the collection.
    3. Locate the portfolio that you want to delete and select Actions > Delete. The Delete confirmation pop-up window appears.
      Delete Confirmation
    4. Select the Handling bibliographic records without inventory option that you prefer and click 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. Click 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. For more information, see Adding a Local Electronic Collection.
    3. Select the Portfolios tab.
    4. Click Link Local Portfolios to Community.
      Select Link Local Portfolios to Community
      The Link Electronic Resources to Community page appears.
      Link Electronic Resources to Community Page
    5. In the Bibliographic Records Configuration section, select Yes or No for the Use the community bibliographic records option and click Link. Alma displays a confirmation dialog box with a summary/warning of the linking actions.
      Linking Summary/Warning
    6. Review the information that is provided and if everything is acceptable, click Confirm. A success message appears on the Electronic Service Editor page.
      Successfully Submitted Message
      When the 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 this feature:
    Active Resources Section Filter
    History of Resources Section Filter
    Resource Type Column
    • More info
      The number of licenses appears in the More info dialog box (see Working with the Portfolio List for additional information). Click the license number link to display the details of the license information.
      More Info License Information
      For an electronic collection, the More info licenses number represents the number of different licenses related to the electronic collection. This includes the license associated with the electronic collection and the different licenses that may be associated with the portfolios within the collection.
    • View It/Alma Link Resolver Show license link
      When you use the View It link to display a resource’s information using the OpenURL Link Resolver, the Show (Hide) license link on the OpenURL Link Resolver page displays the license information defined at the portfolio level.
      OpenURL Link Resolver Show (Hide) License Link
    • 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 Information 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 Portfolio List (for <electronic collection name>) displays the portfolios that are associated with an electronic collection.
    Portfolios List Page
    This list appears after clicking any of the following links:
    • Electronic Collection List – Appears in the results for electronic title/collection searches (see Searching in the Repository).
      Electronic Collection List Link
    • Portfolio List (number) – Appears in the results for electronic collection searches (see Searching in the Repository) and indicates the number of portfolios in the collection.
      Portfolio List (number) Link
    • Number of portfolios – Appears on the Additional Information tab in the Electronic Collection Editor and indicates the number of portfolios for the specified service.
      Number of Portfolios Link on the Additional Information Tab
    From the Portfolio List (for <electronic collection name>), 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) – Opens the Electronic Portfolio Editor page to edit the portfolio record. For more information, see Modifying a Portfolio Using the Electronic Portfolio Editor.
    • View (Institution) – Opens the Electronic Portfolio Editor page to view the portfolio record
    • Activate/Deactivate (Institution and Community) – Activates/deactivates an electronic portfolio When accessing the Portfolio List (for <electronic collection name>) from the Community tab, the Localize selected button enables you to activate multiple portfolios that have been selected versus one at a time when using the Activate link.
      Localize Selected Button
    • Order (Institution and Community) – Opens 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) – Links portfolio to the Community Zone
    • Create E-Activation Task (Institution) – Creates an electronic activation task and displays a confirmation message when successful
      E-Activation Task Successfully Created
    • Test access (Institution) – Tests the access to an electronic portfolio and displays the results on the Alma Link Resolver Electronic Services page.
    • Delete (Institution) – Opens a Delete Confirmation dialog box for the portfolio and provides the option to delete childless bibliographic records during the deletion.
    • Send to Ex Libris (Institution and Community) – Opens the Send To Ex Libris page in order for you to submit a request.
    • More info (Institution) – Opens the More info dialog box.
    • View It (Network) – Opens the electronic portfolio in the UResolver page
    • Document Delivery – Opens the Create Request page.
    In addition, you can run the following tools:
    • Extended Export – Select Tools > Extended Export to export all portfolios in the collection to an Excel file. The Excel file contains the following columns: Localized, ISSN, ISBN, Portfolio PID, MMS, Title, From Year, To Year, From Volume, To Volume, From Issue, To Issue, Warnings, Publication Date Operator, Publication Date Year, Publication Date Month, Global From Year, Global To Year, Global From Volume, Global To Volume, Global From Issue, Global To Issue, Global Warnings, Global Publication Date Operator, Global Publication Date Year, Global Publication Date Month, Availability, Publisher, Place of Publication, Date of Publication, URL, Parser Parameters, Proxy Enable, Proxy Selected, Proxy Level, Author, Electronic Material Type, Ownership, Group Name, Authentication Notes, Public Notes, Internal Description, Coverage Statement, Activation Date, Expected Activation Date, License, License Name, Collection License, Collection License Name, PDA, PO Line, and Notes.
      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 the Extended Export tool, see the Export Tasks From CZ Updates Task List video (3:43 mins).
    • Excel (current view) – Select Tools > Excel (current view) to export the list of portfolios to an Excel file.

    Activating Electronic Resources

    To manage electronic resource activation, you must have the following roles:
    • Electronic Inventory Operator or Repository Manager
    • Electronic Inventory Operator Extended (required for delete operations)
    Activation of electronic resources begins when you receive an electronic material delivery. A resource awaiting activation can be one of the following types:
    • Electronic collection – Requires completion of the Activation Wizard before the resource is activated
    • Portfolio – Requires only a confirmation that the resource can be activated
    After activating the resource, click Done in the activation tasks list to complete the activation and to allow Alma to renew the resource, as required.
    Electronic collections of database type do not require activation; they are automatically activated. A user must still mark the activation as done in the task list to enable Alma to renew the order.
    For details on managing electronic resource activation, see:
    The workflow for receiving electronic material is as follows:
    Purchasing Workflow Diagram
    Receiving Electronic Material Within the Purchasing Workflow
    The following is a detailed description of the steps within this workflow (with the numbers corresponding to the numbers in the diagram):
    1. The electronic material that was ordered from the vendor arrives and is processed in Alma.
    2. The electronic material is activated.
    3. After a user indicates that the electronic activation is done, Alma checks whether the PO line type of its main PO line is continuous. If the type is continuous, the PO line is marked Waiting for Renewal and Alma proceeds to step 4. If the type is not continuous, Alma proceeds to step 5.
    4. The renewal is processed (see Renewals).
    5. The final step in the receiving workflow is to await the invoice from the vendor or create the invoice in Alma (see Invoicing).

    Assigned and Unassigned Electronic Resources

    An electronic resource can either be assigned or unassigned. A resource for activation is assigned to you by your supervisor.
    Clicking the title link automatically assigns a resource to yourself.
    Title Link
    Use the row action Assign To to assign the task to another user. See Managing Electronic Resource Activation for more information.
    If there are electronic resources waiting to be activated that are unassigned or are assigned to you, you can easily navigate to the Electronic Resource Activation Task List page by selecting one of the following tasks in the Tasks List in the persistent menu (see Persistent UI-Elements):
    • Electronic resources - activation - assigned to you
    • Electronic resources - activation - unassigned
    • Electronic resources - activation - passed due date - assigned to you
    • Electronic resources - activation - passed due date - unassigned
    Only the person assigned to the electronic resource can edit the resource information. For details on assigning resources, see the relevant procedure in Managing Electronic Resource Activation. Purchasing managers can view the electronic resources assigned to other library staff in the Assigned to Others tab.
    Electronic resources cannot be edited from the Assigned to Others tab.
    Any staff person with review permissions is authorized to edit unassigned electronic resources.

    Managing Electronic Resource Activation

    After an electronic resource is added to the inventory, there are other tasks that may need to be completed prior to making the resource visible to patrons. For example, you may want to test access to the e-resource to confirm that the access is working properly. These tasks are handled through the options provided on the Electronic Resource Activation Task List page (Resource Management > Manage Inventory > Manage Electronic Resource Activation, or click a relevant link in the Tasks List).
    Electronic Resource Activation Task List Page
    Electronic resources are automatically added to the Electronic Resource Activation Task List page if they are ordered from the Community Zone or Institution Zone. They are not automatically added if you click the Activate link from the Community Zone search results and there was no ordering process.
    In addition, you can add resources to the Electronic Resource Activation Task List page by clicking Create E-Activation Task from the Electronic Portfolio search results in an Institution Zone repository search.
    Create E-Activation Task Link
    Titles without an electronic resource material type have a value of Portfolio. The electronic resource material type is determined when the activation task is created, and it cannot be edited. The material type appears in Primo’s Get It/Details tabs.
    From the Electronic Resource Activation Task List page, you can perform the row actions described in the following table.
    E-Resource Activation Action Options
    Action Description
    View View the activation task.
    Edit Edit the activation task. You can change the status and due date and add attachments (files, URLs, and related notes) and notes (to describe activation task actions and progress, for example).
    The value displayed in the Notes tab for the task and the resource’s URL are both exported to Excel when exporting information on electronic resources.
    For more information, see the Due Date Added to Activation Tasks List video (6:35 mins).
    Edit Resource Edit the e-resource. This opens the Electronic Collection Editor page enabling you to edit the e-resource in the various tabs. For information on the various tabs in the Electronic Collection Editor, see Adding a Local Electronic Collection. (In particular, note the Library-Specific Parameters table for an explanation of the parameters required for some electronic collections.)
    Test Access Test Alma's access to the database resource.
    If the electronic collection has a BIB and URL associated with it OR if the electronic collection has services associated with it, this option will appear.
    If the electronic collection has a BIB/URL with no services, this shows the View It page as was previously done for databases.
    If the electronic collection has services associated with it and no BIB/URL, this shows the Portfolio List.
    If the electronic collection has both, this shows the Portfolio List as was previously done for packages.
    Activate (Deactivate) Activate the e-resource. This makes the e-resource available for publishing for discovery (Primo). This is the mechanism that reveals or suppresses (Deactivate) the MARC bibliographic record linked to the database e-resource.
    For information about queuing e-resource activation jobs, see the Queuing E-Resource Activation Jobs video (2:02 mins).
    Note that a continuous PO line is not marked as Waiting for Renewal until you click Done in the task list.
    Assign To
    Manage operator assignments in the Electronic Resource Activation Task List.
    The Repository Manager role is required to assign tasks to others.
    Release Assignment Release an assignment in the Electronic Resource Activation Task List. Released assignments appear on the Unassigned tab.
    Done Change the activation task status to Done. When this option is selected:
    • If the PO line is continuous, it is now marked as Waiting for Renewal.
    • Interested Users (who are marked to be notified upon activation) receive an email notification that activation of the electronic resource is complete. For details on adding interested users to a PO line, see the Interested Users tab in Manually Creating a PO Line.
    • The task is removed from the Opened Tasks list and appears only when the All or Done status views are selected.
    • For a list of messages that you may receive after clicking Done, see To mark a resource as done.
    Delete Remove the electronic resource management task.
    To view a resource’s status and due date:
    Select Actions > View for a resource. The E-Activation Task Details page appears in view-only mode.
    View E-Activation Task Details Page
    To edit a resource’s status and due date:
    1. Select Actions > Edit for a resource. The E-Activation Task Details page appears in edit mode.
      Edit E-Activation Task Details Page
    2. Select the status to which you want to change the resource from the Status drop down list. The available options are:
      • Access Confirmed
      • Check Access
      • Done
      • Not Yet Online
    3. Click the calendar icon and select a new due date. When the due date passes, a notification is sent to the user that is assigned the e-resource activation task and an alert appears in the user’s list of tasks. For information on creating a default due date, see Configuring Other Settings. For more information, see Manually Creating a PO Line.
      For more information, see the Due Date Added to Activation Tasks List video (6:35 mins).
    4. Click Save.
    You can also edit the status of multiple resources on the Electronic Resource Activation Task List page by selecting the check box of the relevant resources, selecting the status from the drop-down list at the bottom of the page, and clicking Change Status. See the figure below.
    Change Status for Multiple Tasks from the Task List Page
    To add an attachment to a resource:
    1. Select Actions > Edit for a resource. The E-Activation Task Details page appears in edit mode.
    2. Click the Attachments tab.
    3. Click the Browse icon in the File name field and select a file.
    4. Add a URL and/or note, if required.
    5. Click Add Attachment. The attachment appears in the list of attachments in the Attachments tab.
      Attachment Tab Options
    To add a note to a resource:
    1. Select Actions > Edit for a resource. The E-Activation Task Details page appears in edit mode.
    2. Click the Notes tab.
    3. Enter a note into the Note area.
    4. Add a URL and/or note, if required.
    5. Click Add. The note appears in the list of notes in the Notes tab.
      Notes Tab
    To edit a resource’s details:
    Select Actions > Edit Resource for a resource. The Electronic Collection Editor page appears. For details on the Electronic Collection Editor page, see Adding a Local Electronic Collection. (In particular, note Library-Specific Parameters for an explanation of the parameters required for some electronic collections.)
    To view a resource’s content:
    Portfolios List Page
    1. Select Actions > Test Access for a resource.
    2. If the resource does not contain a portfolio, the Electronic Services page appears with a link to the resource’s full text.
      If the resource contains a portfolio, the Portfolios List page appears.
      The following table describes the options available on the Portfolios List page.
      Portfolios List Page Options
      Option Description
      Edit Edit the portfolio. This displays the Electronic Portfolio Editor page, containing the portfolio details (see Modifying a Portfolio Using the Electronic Portfolio Editor).
      Activate Activate or deactivate the portfolio, depending on its current status. The updated status appears at the top of the Portfolios List page.
      To activate/deactivate multiple resources, select the check box for the resources, select Activate or Deactivate from the drop-down list (at the top or bottom right side of the page), and click Execute.
      View View portfolio information on the Electronic Portfolio Editor page. Information accessed through this option is read-only.
      Document delivery Configure a request for resources. This displays the Create Request page.
      Create e-activation task Create an electronic activation task for the resource. The updated status is displayed at the top of the Portfolios List page.
      Test access Test access to the resource. This opens the Electronic Services page with a link to the resource’s full text.
      More info View a dialog box containing additional information about the resource.
      • Title—The resource title
      • Related—Whether there are any related resources
      • Records—Whether the resource contains any records
      • Orders—A link to orders that have been placed for the resource (if relevant). When clicking the link, the Select PO Line page is displayed for the resource.
      • Licenses—Whether there are any licenses for the resource
      • Number of linked courses
      For information on displaying the courses associated with a title, see the View Courses Linked to a Title video (2:43 mins).
    3. Click Back to return to the Electronic Resource Activation Task List page.
    To activate a resource:
    Select Actions > Activate for a resource.
    • If the selected PO line is for a standalone or single title, a confirmation box appears. When you click Confirm to activate the resource, the Activation Feedback dialog box appears, asking if you want to edit the resource. Click Confirm to open the Electronic Collection Editor page and edit the resource, or click Cancel to return to the PO Lines Waiting for Activation page. For details on the Electronic Collection Editor page, see Adding a Local Electronic Collection.
    • If the selected PO line is for an electronic collection, the Activation Wizard: Electronic Collection and Services Setup page appears.
      Activation Wizard: Electronic Collection and Services Setup Page
    You can activate multiple e-resources in succession, without wating for activations to complete. For more information, see the Queuing of E-Resource Activation Jobs video (2:02 mins).
    To change a resource’s assignment:
    1. Select Actions > Assign To for a resource. The Assign To dialog box appears.
    2. From the Assign to drop down list, select a user to whom you want to assign the resource.
    3. In the Note area, enter a note, as needed.
    4. Select Send as e-mail to send a notification to the user through email.
    5. Click Assign To to assign the resource to the indicated user.
    To release a resource’s assignment:
    Select Actions > Release assignment for a resource. The resource appears in the Unassigned tab.
    To mark a resource as done:
    Select Actions > Done for a resource. The PO line continues to the next stage of the workflow, as follows:
    • If the PO line is One Time, it closes when fully invoiced. If it is not fully invoiced, it is marked as Waiting for Invoice in the Invoice status field of the PO Line Summary page, and awaits invoicing (see Invoicing).
    • If the PO line is Continuous, its status is changed to Waiting for Renewal.
    After you click done, you may receive one of the following confirmation dialog boxes or error messages:
    Electronic Activation Done Confirmation Messages
    Message Reasons (ALL must be true)
    You are about to complete an activation of an Electronic collection that does not have an unsuppressed bibliographic record; Are you sure you want to continue?
    • There is a suppressed bibliographic record that has a URL.
    • There is an active service.
    • There are active portfolios.
    You are about to complete an activation of an electronic resource that does not have a collection level URL; Are you sure you want to continue?
    • There is an unsuppressed bibliographic record that does not have a URL.
    • There is an active service.
    • There are active portfolios.
    You are about to complete an activation of an electronic collection that does not have a bibliographic record; Are you sure you want to continue?
    • There is no bibliographic record.
    • There is an active service.
    • There are active portfolios.
    Electronic Activation Done Error Messages
    Message Reasons (ALL must be true)
    The resource has a suppressed bibliographic record without a collection level URL. Please unsuppress and add a URL before setting to Done.
    • There is a suppressed bibliographic record that does not have a URL.
    The Resource has a suppressed bibliographic record with a URL. Please unsuppress before setting to Done.
    • There is a suppressed bibliographic record that has a URL.
    The resource has an unsuppressed bibliographic record without a collection level URL. Please add a URL before setting to Done.
    • There is an unsuppressed bibliographic record that does not have a URL.
    In order to complete the activation the resource must have an active service/portfolio OR an unsuppressed bibliographic record with a collection level URL
    • There is no bibliographic record.
    • There is no active service.
    • There are no active portfolios.
    The resource has an inactive service/portfolio. Please activate before Done.
    • There is no bibliographic record.
    • There is an active service and no active portfolios OR there is an inactive service.

    Activating an Electronic Collection Using the Activation Wizard

    The Electronic Collection and Services Setup Activation Wizard prompts you page by page for information needed for activating an electronic collection. The wizard captures the following information:
    • Local electronic collection information such as public name, library, electronic collection-level URL, additional descriptive information (bibliographic record information), a bibliographic suppression option, and proxy information.
    • Full text service information such as the option to activate the electronic collection and make the service available, activation date information (from/until), the option to automatically activate new portfolios, the service public name, notes, and proxy setup.
    • Activation type such as manual activation where you manually select portfolios or activate all (the complete electronic collection of portfolios).
    All the electronic collections in the Community Zone have electronic collection-level bibliographic records. This is evident in the Electronic Collection and Services Setup Activation Wizard in the Additional descriptive information field. The content displayed in the Additional descriptive information field indicates that a bibliographic record is available for the electronic collection that you are activating.
    Based on the data available for each electronic collection in the Central KnowledgeBase, valid MARC records are created. After an electronic collection has been activated, you can use the All titles search to retrieve electronic collection bibliographic record results. Having collection-level bibliographic records enables the exposure of the collection-level information in your discovery system if you want it.
    The wizard runs the Inventory Electronic Collection Activation/Deactivation job. The job creates new portfolios attached to new local bibliographic records or existing bibliographic records. Existing records that are suppressed (due to, for instance, having no portfolios attached to them) are not automatically unsuppressed by this job. To unsuppress these records, create a set of records to unsuppress and run a Suppress Bib Records from Discovery job on this set. See Running Manual Jobs on Defined Sets.
    For a collaborative network implementing a Network Zone, the bibliographic synchronization process that activates bibliographic records in the Network Zone also updates the Network Zone with bibliographic records for activated electronic collections. As a result, when searching for these bibliographic records in the Network tab, the Held by function displays information about members that hold the associated electronic collections.
    To activate electronic collections:
    1. Complete an Electronic Collection Repository Search (Resource Management > Search > Repository Search) from the Community tab to locate the electronic collection that you want to activate.
    2. Click the Activate link.
      Activate Link
    3. Enter the required information in the Activation Wizard: Electronic Collection and Services Setup Page, as described in the table below.
      Activation Wizard: Electronic Collection and Services Setup Fields
      Field Description
      Electronic Collection Information:
      Electronic Collection name The electronic collection name displayed from the Community Zone.
      Type The type of package as identified in the Community Zone.
      Number of portfolios The number of portfolios contained in the electronic collection in the Community Zone.
      Electronic Collection Level URL This is the URL identified for the electronic collection in the Community Zone. This can be overriden with a local URL (see the Electronic Collection Level URL parameter in the Local Electronic Collection Information section on the Activation Wizard: Electronic Collection and Services Setup page). See Working with Electronic Collection Bibliographic Records and URLs Added to the Community Zone for more information.
      Additional descriptive information This is the default bibliographic record information available for the electronic collection in the Community Zone. This can be overriden in the Additional descriptive information parameter in the Local Electronic Collection Information section on the Activation Wizard: Electronic Collection and Services Setup page.
      Local Electronic Collection Information:
      Public name If you want to override the electronic collection name that is exposed to the public, enter a new name in this field.
      Library Click the Find icon to see a list of available libraries and select one.
      Electronic Collection Level URL This is the URL for accessing the electronic collection. Use this parameter to specify the local URL that you want to override the URL provided in the Community Zone as identified in the Electronic Collection Level URL parameter in the Electronic Collection Information section on the Activation Wizard: Electronic Collection and Services Setup page. See Working with Electronic Collection Bibliographic Records and URLs Added to the Community Zone for more information.
      When publishing portfolio bibliographic records, Alma checks for a URL from this field. If no URL is found in this field, the portfolio bibliographic record is not published.
      Additional descriptive information This field displays content indicating that a bibliographic record is available for the electronic collection that you are activating. To change the bibliographic record information, click the Find icon to display the Repository Search page and search for a bibliographic record to select for the electronic collection you are activating.
      Any relevant changes to the electronic collection in the Community Zone will be reflected in the bibliographic record and harvested/distributed.
      Mark bib as suppressed Use this check box to indicate if you want the bibliographic record to be suppressed. The default for this option is to suppress the bibliographic record. Remove this check box selection if you want the bibliographic record to be viewable/published to the discovery system. Unsuppressed bibliographic records are published to the discovery system if there is available URL information, and any available URL information for the electronic collection will be discoverable. If there is no URL, the bibliographic record will not be published.
      Electronic Collection Proxy Enabled Whether a proxy has been enabled (Yes/No).
      See Resolver Proxies for information regarding proxy relationships among portfolios, electronic collections, and services.
      Electronic Collection Proxy Selected A proxy profile option. When you specify Yes for Electronic Collection Proxy Enabled, you must 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 for Electronic Collection Proxy Enabled and you make no selection from the Electronic Collection 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: in the Resolver Proxies section describes how to configure a default proxy profile.
      Full Text Service:
      This section lists the types of electronic collection services available for the resource being activated. Each electronic collection service is listed separately, and the fields described in this table must be completed for each electronic collection service that you want to activate.
      Activate this electronic collection service Activate an electronic collection service. If the electronic collection has more than one service, selecting this check box enables you to indicate the service you want to activate. (You also must select this check box even when there is only one service for the electronic collection.)
      Make service available Activate the service.
      Staff may select Activate this service and keep unselected Make service available in order to test the service before making it available for publishing to patrons.
      Activate from date Click to select the required date from the Calendar dialog box. If you do not enter an Activate from date, the activation starts from the current date (today).
      Activate until date Click to select the required date from the Calendar dialog box. If you do not enter an Activate until date, the activation continues indefinitely.
      Access rights Restrict access to the electronic collection to users with specific access rights. The types of access rights are predefined by an administrator and can be selected from the Access rights drop-down list.
      Automatically activate new portfolios Automatically activate new portfolios associated with this electronic collection. The option to automatically activate new portfolios associated with a service is available for selective as well as aggregator electronic collections.
      (This option can be configured from both the Activation Wizard for new services and in the Electronic Service Editor for existing services.)
      Service public name To override the service name that is exposed to the public, enter a new name in this field.
      Service public note Service notes for the electronic collection (to display in the discovery system).
      Service authentication note Service authentication-related notes for the electronic collection. These notes appear in the discovery system.
    4. Click Next. The Activation Wizard: Select Activation Method page appears.
      Activation Wizard: Select Activation Method Page
    5. In the Select Activation Type area, select one of the following:
      • Activate all – Activate all the portfolios in the electronic collection
      • Activate electronic collection and selected portfolios via Excel file upload
      When you select this option, additional validation options are provided on the next page of the Activation Wizard.
      • Manual activation – Activate the electronic collection and manually select the portfolios you want
    6. Click Next.
    7. If you selected Activate electronic collection and selected portfolios via Excel file upload for the activation type, complete the options on the Activation Wizard: File Upload page. Otherwise, skip to the next step.
      Activation Wizard: File Update
      1. In the Select File section, enter the name of the Excel file containing the records that you want to load/validate.
      2. In the Select Format section, select the Add local portfolios option if you want to add local portfolios as part of the file upload process.
      3. In the Select Validation Policy section, select one of the following options:
        • Validate online – When you select this option and click Next, validation is processed immediately. If errors are found, Alma prompts you to fix the validation errors before it allows you to continue to the next page of the Activation Wizard where you can select Activate.
        • Validate offline – Recommended for large files – When you select this option, select one of the following Validate offline options and click Next:
          • 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.
          • Analysis only – Select this option to have Alma complete a validation of the records in the Excel file and do no further processing of the portfolio records in the Excel file.
          For any offline validation method selected, see the Inventory Electronic Collection Activation/Deactivation job report in the History tab on the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs) for more information regarding the validation results. The job report provides a link to the Analyzed File that contains a column indicating the action taken for each record/row such as “Localize and activate.”
          Validate Offline Options
    8. On the Activation Wizard: Activation Summary page, verify that the information displayed is correct and review any Information and Warnings information provided.
      Activation Summary Page
      If you want to change any information in the wizard, click Back to take you to the page you want to change and modify the information as needed.
    9. Click Activate. Clicking Activate causes an Inventory Electronic Collection Activation/Deactivation job to run. The results of the activation job can be viewed by selecting Actions > Report on the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs) for the job that ran (see the example below). This report identifies the validation policy that you selected and provides a link to the file that was analyzed, that is, the file that was selected for loading in the Activation Wizard when you selected the Activate electronic collection and selected portfolios via Excel file upload option.
      Electronic Activation Job Report

    Restricting Access to E-Resources From the OpenURL Link Resolver

    You can associate a patron with a campus/library for the purpose of resolving electronic services based on inventory management group settings used by the OpenURL Link Resolver that appear on the Electronic Services page.
    You can associate a patron with campus/library information from the following sources:
    • Logged in user – The patron is associated with the campus with which his/her logged-in user ID is affiliated.
    • OpenURL base URL – The OpenURL base URL can include the campus/library and, using this, associate the patron with the campus/library that is part of the OpenURL.
      See the figure below where –MAIN in the OpenURL request is the campus. For information about the Alma delivery domain, see Your Alma Domain Names.
      http://<Alma delivery domain>/view/uresolver/01PRIN_INST/openurl-MAIN?& u.ignore_date_coverage=true&rft.mms_id=996706770000121&rfr_id= info:sid/primo.exlibrisgroup.com&svc_dat=viewit&test_access=true
      The above is an OpenURL request URI example where -MAIN is the campus.
    Once the patron is associated with a campus/library from the various sources, Alma can locate the relevant inventory management groups (see Configuring Inventory Management Groups for more information regarding inventory management group settings) in order to determine the appropriate services to offer to the patron using the OpenURL Link Resolver (View It). The user is presented with only the electronic services that he/she can access.

    Link Resolving Examples

    See the tables below (Use Case Examples - Delivery from Third Party and Use Case Examples - Delivery from Primo) for examples where a patron uses an OpenURL-compliant third-party database (such as Google Scholar, EBSCO, or ProQuest) or Primo to search for and successfully find a title and how the OpenURL Link Resolver processes/determines the relevant services to present to the patron. The following are key pieces of information that enable the OpenURL Link Resolver to successfully identify the relevant services to present:
    Use Case Examples - Delivery from Third Party
    Use Case (See Figures Below) Patron Physical Location Logged In to Primo Third-Party Database Information Provided to Link Resolver Services Presented to the Patron
    1 Main Campus No (User is unknown) Accessing the Google Scholar account for the Main Campus IP=Main Campus
    OpenURL=Main Campus
    Services that are associated with the inventory management groups of which the Main Campus is a part
    2 Main Campus No (User is unknown) Accessing the Google Scholar account for the City Campus IP=Main Campus
    OpenURL=City Campus
    Services that are associated with the inventory management groups of which the Main Campus and City Campus are a part
    For a City Campus resource, the patron may be challenged with a proxy for the City Campus.
    3 Off Campus No (User is unknown) Accessing the Google Scholar account for the Main Campus IP=?
    OpenURL=Main Campus
    Services that are associated with the inventory management groups of which the Main Campus is a part
    Delivery from Third Party - Use Case 1
    Delivery from Third Party - Use Case 2
    Delivery from Third Party - Use Case 3
    Use Case Examples - Delivery from Primo
    Use Case (See Figures Below) Patron Physical Location Logged In to Primo Primo View Information Provided to Link Resolver Services Presented to the Patron
    1 Main Campus No (User is unknown) Accessing the Primo view for the Main Campus IP=Main Campus
    OpenURL=Main Campus
    Services that are associated with the inventory management groups of which the Main Campus is a part
    2 Main Campus No (User is unknown) Accessing the Primo view for the City Campus (not this user’s own view) IP=Main Campus
    OpenURL=Main Campus
    Primo also identifies the IP of the user which in this case is connected to the Main Campus.
    Services that are associated with the inventory management groups of which the Main Campus is a part
    3 Main Campus Yes
    His affiliation is with the City Campus
    Accessing the Primo view for the Main Campus User=City Campus
    IP=Main Campus
    OpenURL=City Campus
    Services that are associated with the inventory management groups of which the Main Campus and City Campus are a part
    For a City Campus resource, the patron may be challenged with a proxy for the City Campus.
    4 Off Campus No (User is unknown) Accessing the Primo view for the City Campus IP=?
    OpenURL=City Campus
    Services that are associated with the inventory management groups of which the City Campus is a part
    Delivery from Primo - Use Case 1
    Delivery from Primo - Use Case 2
    Delivery from Primo - Use Case 3
    Delivery from Primo - Use Case 4

    Using the OpenURL Link Resolver Electronic Services Page

    On the Electronic Services page you can:
    The Electronic Services page displays the following metadata, when available, for a book:
    • Book title
    • ISBN
    • Author last name
    • Author first name (or initials)
    • Year information
    Electronic Services Page Metadata
    The Electronic Services page displays the following metadata, when available, for a journal:
    • Journal title
    • ISSN
    • Year
    Group settings also determine what is available for patrons to view. For additional information regarding inventory management group settings see Configuring Inventory Management Groups.
    The link resolver searches for the resource based on the following identifiers, one by one:
    • EISSN
    • ISSN
    • EISBN
    • ISBN
    • LCCN
    • CODEN
    • OCLC unique number
    • OCLC
    When a resource (MMS record) is found, the search stops.
    The identifiers are prioritized according to the genre (article/journal/issue genres give a higher priority to EISSN/ISSN; other genres give a higher priority to EISBN/ISBN). When genre is not present, priority is given to EISBN/ISBN over EISSN/ISSN.
    If no match is found on the identifiers, a search is performed by title and author unless the genre is Journal, Article, or Issue (in which case no further search is performed). If a match is found, the search stops.
    If there was no search by identifier (no identifier as part of the OpenURL), a search is performed by title only. When searching by title only, the genre plays a role in determining the material type to be retrieved. If the genre is Book, BookItem, Report, or Document, the material type to be retrieved is monograph. If the genre is Issue, Journal, or Article, the material type to be retrieved is serial.
    The Electronic Services page displays a message when there are no full text services available for the OpenURL request.
    No Full Text Available Message
    An administrator can customize the wording of the message:
    Customized No Full Text Available Message
    To customize the wording for the no full text message:
    1. Open the Discovery Interface Labels code table (Fulfillment > Fulfillment Configuration > Configuration Menu > Discovery Interface Display Logic > Labels).
    2. Locate the row with c.uresolver.emptyList in the Code column.
      c.uresolver.emptyList Code Table Option
    3. Click Customize in this row. The Description column for the row appears for you to enter your customized message text.
    4. Enter the text you want to appear on the Electronic Services page when no full text is available.
      If you prefer that no message be displayed when no full text is available, leave this option blank.
    5. Click Customize at the top of the page.
      Page Customize Button

    Using the OpenURL Link Resolver Debugger Tool

    You can use a debugger tool to analyze the context services that are offered by the OpenURL Link Resolver. This enables you to perform basic troubleshooting. The tool enables you to enter an OpenURL input message and receive an XML debugger response from the OpenURL Link Resolver. From the XML response, you can:
    • Determine the service calculation:
      • View the context object that was calculated based on the OpenURL parsing, augmentation, and related service.
      • Understand how the context services object was generated:
      • What were the potential services?
      • Which services were added based on the calculation of related services?
      • Which services were filtered out based on coverage or rules for general electronic services and display logic?
    • Determine the link resolution and how the OpenURL was generated:
      • Which target parser was used?
      • Was a proxy used?
      • Was it a static URL on the portfolio level?
      • Is there a direct link?
      • View the end-result URL.
    • View the original OpenURL in the debugging content provided.
    To run the debug tool:
    1. Search the repository for the electronic title or portfolio that you want to test access. The list of brief results appears.
    2. Depending on the type of results, click View It (electronic titles) or Test Access (electronic portfolios) for an item in the list. You can also test access from the Portfolios List page and the Portfolios tab on the Electronic Service Editor page. The Electronic Services page appears.
      Alma Electronic Services Page
    3. Right-click the frame on the Electronic Services page and select the option to view the page or frame source. The options are somewhat different for each browser.
      Select View Page Source Option
    4. Locate the DEBUG section at the top of the source view and copy the URL.
      Highlight and Copy the DEBUG URL
    5. Open a new browser page or tab, paste the debug URL that you copied in the previous step into the address bar of the new page or tab, and press enter. The XML appears starting with the <context object> element.
      <uresolver_content xmlns="http://com/exlibris/urm/uresolver/xmlbeans/u" xmlns:xsi="<keys>
      <key id="genre">book</key>
      <key id="available_services">viewit</key>
      <key id="available_services">getit</key>
      <key id="rft.jtitle">Current opinion in neurobiology</key>
      <key id="debug">true</key>
      <key id="u.ignore_date_coverage">true</key>
      <key id="abbrevTitle">Current opinion in neurobiology</key>
      <key id="stitle">Current opinion in neurobiology</key>
      <key id="rft.pubdate">Began with v. 1, issue 1 published June 1991.</key>
      <key id="ctx_id">505326480000121</key>
      <key id="rft.issn">0959-4388</key>
      <key id="journalTitle">Current opinion in neurobiology</key>
      <key id="rft.object_type">JOURNAL</key>
      <key id="rft.oclcnum">36905829</key>
      <key id="eISSN">1873-6882</key>
      <key id="rft.stitle">Current opinion in neurobiology</key>
      <key id="rft.genre">book</key>
      <key id="req.id" xsi:nil="true"/> <key id="rft.title">Current opinion in neurobiology</key>
      <key id="ISSN">0959-4388</key>
      <key id="test_access">true</key>
      <key id="rfr_id">info:sid/primo.exlibrisgroup.com</key>
      <key id="inventory_id">517970130000121</key>
      <key id="rft.eissn">1873-6882</key>
      <key id="objectType">JOURNAL</key>
      <key id="Incoming_URL">https%3A%2F%2university.alma.exlibrisgroup.com%3A1807%2Fview%2Furesolver%2FEXLDEV1_INST%2Fopenurl%3Fdebug%3Dtrue%26svc_dat%3DCTO%26debug%3Dtrue%26debug%3Dtrue%26u.ignore_date_coverage%3Dtrue%26rft.mms_id%3D993273360000121%26rfr_id%3Dinfo%3Asid%2Fprimo.exlibrisgroup.com%26svc_dat%3Dviewit%26test_access%3Dtrue</key>
      </keys>
      </context_object>
      <context_services>
      <context_service context_service_id="824182260001021" service_type="getFullTxt">
      <keys>
      <key id="portfolio_PID">5310538980000121</key>
      <key id="package_name">Elsevier ScienceDirect</key>
      <key id="package_public_name">Elsevier SD Elsevier Current Trends</key>
      <key id="package_display_name">Elsevier SD Elsevier Current Trends</key>
      <key id="package_pid">6110539390000121</key>
      <key id="service_type_description">Full text available via</key>
      <key id="parser_program">ELSEVIER::SCIENCE_DIRECT</key>
      <key id="parse_parameters">host=http://www.sciencedirect.com/science/ &amp; prefsite = sd &amp; shib=</key>
      <key id="proxy_enabled">false</key>
      <key id="proxy_selected">DEFAULT</key>
      <key id="related_title">@TITLE (@RelationType)</key>
      <key id="crossref_enabled">yes</key>
      <key id="character_set">null</key>
      <key id="interface_name">Elsevier ScienceDirect</key>
      <key id="Is_free">0</key>
      </keys>
      <target_url>www.another.exl?url=http://www.sciencedirect.com/science/journal/09594388</target_url>
      <is_error>false</is_error>
      <error_code>null</error_code>
      </context_service>
      <context_service context_service_id="824182250001021" service_type="getFullTxt">
      <keys>
      <key id="portfolio_PID">537987300000121</key>
      <key id="package_name">Elsevier ScienceDirect</key>
      <key id="package_public_name">Elsevier SD Corporate Edition</key>
      <key id="package_display_name">Elsevier SD Corporate Edition</key>
      <key id="package_pid">617950310000121</key>
      <key id="service_type_description">Full text available via</ key> <key id="parser_program">ELSEVIER::SCIENCE_DIRECT</key>
      <key id="parse_parameters">host=http://www.sciencedirect.com/college/ &amp; prefsite = sd &amp; shib=</key>
      <key id="proxy_enabled">false</key>
      <key id="proxy_selected">DEFAULT</key>
      <key id="related_title">@TITLE (@RelationType)</key>
      <key id="crossref_enabled">yes</key>
      <key id="character_set">null</key>
      <key id="interface_name">Elsevier ScienceDirect</key>
      <key id="Is_free">0</key>
      </keys>
      <target_url>www.another.exl?url=http://www.sciencedirect.com/college/journal/09594388</target_url>
      <is_error>false</is_error>
      <error_code>null</error_code>
      </context_service>
      </context_services>
      <performance_counters>
      <performance_counter name="TOTAL" duration="0.0"/>
      <performance_counter name="MMS_LOOKUP" duration="0.0"/>
      <performance_counter name="ENRICH" duration="0.0"/>
      <performance_counter name="PARSE" duration="0.0"/>
      <performance_counter name="GET_SERVICES" duration="0.017"/>
      <performance_counter name="FILTER" duration="0.01"/>
      <performance_counter name="SAVE" duration="0.0060"/>
      <performance_counter name="GET_SINGLE_SERVICE" duration="0.0"/>
      <performance_counter name="EXECUTE_TARGET_PARSER" duration="0.0"/>
      <performance_counter name="GET_URESOLVER_CONTENT" duration="0.0"/>
      <performance_counter name="UPDATE_SELECTED" duration="0.0"/>
      </performance_counters>
      </uresolver_content>
      Example XML Debugger Output
    6. Scroll through the XML to analyze/debug your search result issues.
      After the <context object> element is the <context services> element that contains information regarding service type, parsing, proxy, the target URL, and so forth.
      Notice that in cases where records were filtered out from displaying in the results, the XML output contains key IDs for Filter (true or false) and Filter reason. For example, if the Filter reason parameter contains Date Filter and the OpenURL input specified a data parameter of year=2010, this may indicate that the record was filtered because it was outside of the specified date range.

    OCLC Control Number Matching with the OpenURL Link Resolver

    The OpenURL Link Resolver provides comprehensive matching on OCLC control numbers when processing an OpenURL with rft.oclcnum in the statement, as in the following example:
    http://<Alma delivery domain>/openurl/EX/example_services_page&rft.oclcnum=12345678
    This is achieved by separately indexing the 035 $a and 035 $z subfields. For information on the Alma delivery domain, see Your Alma Domain Names.

    Configuring Dynamic URLs for Electronic Collections and Portfolios

    Instead of managing static links for local electronic collections and portfolios, you can create sophisticated dynamic URLs for local electronic collections and portfolios and embed OpenURL metadata information dynamically. In addition, you can use dynamic URLs to override linking provided by the community knowledge base.
    The Electronic Service Editor and Electronic Portfolio Editor pages enable you to define a list of conditions that are used to select a linking URL for the service or portfolio, respectively.
    Electronic Service Editor - Linking Information
    Each condition starts with an IF statement that checks for the existence of ContextObject and OpenURL parameters. If all parameters exist for a condition starting at the top of the list, the specified URL for that condition is used for linking. Otherwise, the next condition will be checked, and so forth.
    For example:
    IF (rft.issn, rft.year, rft.volume)
    http://www.publisher.com/{rft.issn}/{rft.year}/{rft.volume}
    IF (rft.issn, rft.year)
    http://www.publisher.com/{rft.issn}/{rft.year}
    IF (rft.issn) http://www.publisher.com/{rft.issn}
    IF ()
    http://www.publisher.com
    If the first condition is met in the above example, the resulting dynamic URL may look something like the following:
    http://www.publisher.com/1364-0321/2010/2
    In addition to rft.year, you can also use rft.month, rft.day, and rft.date attributes.
    Test dynamic URL syntax enables you to verify the syntax of your conditions.
    For more information about configuring dynamic URLs for electronic collections, see the Dynamic URLs For Electronic Collections video (2:33 mins).

    URL Functions

    In addition, the dynamic URL may include any of the following functions to manipulate the values returned in the specified parameters:
    • SUBSTR (string, from, length) - Return a substring of the specified string, based on the starting position and length of the string. If {rft.date} contains 2010-08-01, and the first four characters from the beginning of the string are specified, as follows:
      http://www.publisher.com/{rft.issn}/...rft.date},0,4)
      Alma uses the following URL:
      http://www.publisher.com/1824-6321/2010
    • REPLACE (string, search, replace) - Replace text in the specified string, based on search and replacement text. If {rft.isbn} contains dashes (for example, 978-1-285-13563-2) and no replacement text is specified, as follows:
      http://www.publisher.com/REPLACE({rft.isbn},-)
      Alma uses the following URL:
      http://www.publisher.com/9781285135632
    • URLENCODE (string) - Encode special characters in the specified string. If {rft.atitle} contains the title The Grapes of Wrath, and encoding is requested, as follows:
      http://www.publisher.com/URLENCODE({rft.atitle})
      Alma uses the following URL:
      http://www.publisher.com/The%20Grapes%20of%20Wrath
    Electronic collections are available (to be published to Primo) after they have been 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.