Content Alignment between Providers and Ex Libris Knowledgebase
Manifest - Ensuring Content Alignment Between Providers and Ex Libris
The Manifest is a file, maintained by the provider, edited by the provider and passed to Ex Libris every time that there is a need to notify Ex Libris about the need to create new collections in Ex Libris Knowledgebases.
The Manifest file serves as a crucial component for maintaining data integrity and consistency between Ex Libris Knowledgebases and external providers. This file, maintained and updated by the provider (#1 in the image below), is regularly passed to Ex Libris when there is a need to notify that a new collection should be made available in Ex Libris Knowledgebases (#2 in the image below). When a Manifest file is passed and found by Ex Libris automated process, it is prompting Ex Libris to compare the latest version of the Manifest file against the existing data in Ex Libris database (#3 in the image below). Through this comparison process, any discrepancies between the latest Manifest file uploaded by the provider and Ex Libris database, are identified and automatically flagged for further investigation (#4 in the image below).
This proactive approach ensures that Ex Libris Knowledgebase are always aligned with the provider's latest collection offerings, preventing potential gaps or inconsistencies in data availability. The Manifest file's unique format streamlines data exchange and simplifies the process of identifying discrepancies, safeguarding the integrity of Ex Libris's Knowledgebase.
- The list of collections within the Manifest file is only used in order to identify new collections, it will not serve as the actual ingest of new collections into Ex Libris Knowledgebase.
- The Manifest file should only contain information about new collection/s which has an available title list so Ex Libris can ingest. The Manifest should not hold information about collections which are planned to be released in the future.
How to Deliver a Manifest in 5 steps
Multiple providers already furnish Ex Libris with a Manifest file to ensure that mutual customers can find the collections they need within Ex Libris Knowledgebases.
To successfully ingest the Manifest file, Ex Libris has established a set of minimum requirements:
- Download the Manifest file template: Manifest Template_March_2024.xlsx
- Populate the Manifest file: Each row in the Manifest file represents a collection. Fill in the columns for each collection as described in the Manifest Template Structure table below.
There are 3 options to populate a list of collections in the Manifest:
- Option 1: Complete list of all the Provider collections. List is updated with new collection/s as needed
- Option 2: Empty list with no historical data. List is updated with new collection/s as needed in an accumulative manner.
- Option 3: Empty list with no historical data. List is updated with new collection/s as needed. A new Manifest file will be created every time there are new collections (not in an accumulative manner).
- Mandatory fields: The following mandatory fields must be populated for every collection:
- CollectionName (Column A) - The name of the collection as offered to mutual customers by provider
- CollectionID (Column B)- The ID of the collection as recognized at the provider system
- FileName (Column E)- The name of the KBART file which holds the title list
- FileLocation (column F) - The name of the KBART file which holds the title list
Populating the remaining columns in the Manifest file with additional information can significantly enhance the ability to successfully ingest the new collection.
- First time only: Contact Ex Libris Provider Relations team at: Provider.Relations@exlibrisgroup.com to coordinate the Manifest file ingestion, please populate the information in the table below and share it once you contact Ex Libris provider relations team
Manifest file location Manifest file name (regular expression) Which list of collections will the file hold What is the expected timeline for a test file What is the expected timeline for a live file (where will the Manifest file will be placed every time the provider would like to notify Ex Libris about a new collection)
Manifest file can be loaded to one of the following locations
•Ex Libris servers
•Provider servers
•Provider website
What will be the name of the Manifest file that the provider will use, example:
<providername>_Manifest_YYYYMMDD.xlsx
*Please see Note below
Option 1: Complete list of all the Provider collections. List is updated with new collection/s as needed
Option 2: Empty list with no historical data. List is updated with new collection/s as needed in an accumulative manner.
Option 3: Empty list with no historical data. List is updated with new collection/s as needed. A new Manifest file will be created every time there are new collections (not in an accumulative manner).
When are you expected to notify Ex Libris that a test Manifest file was loaded? This step is mandatory to intiate successful Manifest process. When should Ex Libris expect to get a Manifest file with indication for new collections?
- Once you pass to Ex Libris the Manifest file location, the Manifest file location should not change due to the fact that Ex Libris is setting the automation to harvest the file from the specific location
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Whenever you need to update Ex Libris about a new collection, you would need to load a new Manifest file with a new row representing the new Collection you would like Ex Libris to add to their Knowledgebases. Please make sure that the naming convention remains consistant. For Example:
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First file loaded should have the following name: <providername>_Manifest_20250610.xlsx
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File loaded after 3 weeks with a new collection should have the following name:<providername>_Manifest_20250630.xlsx
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- Ongoing: Update the Manifest file whenever a collection is added to your catalog and load the Manifest to the server.
Ex Libris will query the server on a daily basis in order to see if a new Manifest file was loaded.
Manifest Template Structure
The table below provides a detailed explanation of each column in the Manifest template file (Manifest Template_March_2024.xlsx):
| Cell # in the Manifest file | A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z | AA | AB |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Column name | CollectionName | CollectionID | CollectionURL | CollectionType | FileName | FileLocation | DateAdded | DateFileUpdated | RecordCount | UpdateFrequency | LinkingSupported | CollectionDescription | PreviousCollectionName | FreelyAccessible | Notes | ExlibrisCollectionType | ServiceType | ContentType | DataFormat | CharacterSet | DateAddedToPlatform | CollectionStatus | Perpetual | FullOverwrite | FileUrlOrSftpSite | DirectoryPath | exlibrisCollectionName | exlibrisCollectionID |
| Column explanation | The name of the collection as identified by the provider in their system | The ID of the collection as recognized by the provider internal system - this ID must be unique and should not repeat in other | AKA "Level URL" - the URL used to access the content of collection as seen by the end user |
Possible values that are under the NISO standard:
|
The name of the file that holds the title list (KBART/MARC) |
This path is relevant for the followinf 3 use cases:
|
On what date was this collection first included in the Manifest file? This should be formatted in the following format: YYYY-MM-DD |
Date of the most recent update to the collection's title list file |
Number of titles within the collection |
Possible values:
In case the above values do not match the update frequency, please add a custom value |
AKA "Linking Level"
|
Up to 255 characters |
This column should be populated in cases where the collection name has changed. The column should include the name that the collection had prior to the newly given name. |
|
Free text. General note, this will not be reflected to users. |
Possible values that are supported by Ex Libris:
|
Possible values that are supported by Ex Libris:
|
Possible values that are supported by Ex Libris:
|
Possible values that are supported by Ex Libris:
This is relevant only for the collection level - MARC feeds are not part of the expected information. |
UTF8 (This is the value ExLibris works with) |
When was the collection added to the provider platform? This should be formatted in the following format: YYYY-MM-DD |
|
Does the collection contain perpetual items?
|
AKA "negative load". Potential values:
The above relates to the titles in the title list. In case the provider removes titles from the title list file/s, select Yes for Ex Libris to also remove titles from the Knowledgebase. Select No if Ex Libris should retain historic titles in the Knowledgebases (mainly suitable for perpetual titles) |
File location where the KBART title list of the collection can be found This path is relevant for the following 3 use cases:
|
In which directory is the file located?
|
Leave Blank For Ex Libris internal purposes |
Leave Blank For Ex Libris internal purposes |
Manifest: Managing "Upcoming Collections"
The Upcoming Collections feature allows you to notify Ex Libris and our mutual customers about collections that are on your roadmap. This is specifically for collections you have already marketed or exposed to customers, even if the final title list isn't ready yet.
By flagging these in your Manifest, an "Upcoming Collection" entry is created in the Alma Community Zone. This signals to libraries that Ex Libris is actively working with you to ingest the metadata as soon as it becomes available.
Visual example for a collections which is planned to be released in March 2029:
One-Month Display Buffer
To manage customer expectations, the Alma Community Zone automatically displays a release date one month later than the date provided in your Manifest.
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How it works: If you set an expected release date for February 2029, customers will see the collection as arriving in March 2029.
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The Reason: This 30-day buffer allows our Provider Relations team to proactively follow up with you. If a collection hasn't been updated to "Full-text" by your original target month, this window gives us time to reach out for a status update or reminder before the public-facing deadline is reached.
How to inform Ex Libris about an Upcoming Collection?
Only providers currently participating in the Manifest initiative can list Upcoming Collections. If you haven't joined the initiative yet, please refer to our guide: How to Deliver a Manifest in 5 steps.
To inform Ex Libris about Upcoming Collection/s you will need to use your Manifest file which you normally use to inform Ex Libris about new colleciotns.
To add an "Upcoming Collection" to the Community Zone you will need to add a new row to your standard Manifest file using only these four mandatory columns (You may include other columns in this row, but they will be ignored until the collection is moved to "Live" status):
- CollectionName (column A)
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CollecitonID (column B)
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CollectionType: MUST BE "Upcoming Full-Text" (column D)
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DateAdded: MUST BE populated with a FUTURE date (column G)
For the information in the "DateAdded" column, the system only extracts the Month and Year. This is the date customers will see in Alma as the "Expected" release month.
Example for a row in the Manifest file informing Ex Libris about a new Upcoming Collection
How should you notify Ex Libris about an Upcoming Collection becoming live?
When the metadata is ready and the collection is officially released, you must update the existing row in your Manifest file rather than creating a new one. Here are the elements to notice:
- CollectionID (column B) - Ensure the CollecitonID (Column B) remains identical so the system can match it to the previous "Upcoming" entry. (You may change the Collection Name at this stage if needed).
- CollectionType (Column D): MUST BE "Full-text“ OR “Discovery-only”
- Complete the Data: Populate all remaining columns in the Manifest file as you would for any standard new collection
The "DateAdded" field is no longer strictly validated once the collection is live; you can keep the previous date or update it.
Example for a row in the Manifest file changing a collection from "Upcoming Collection" to a live collection 