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    Single Activation with the Fully Flexible Setting

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    The User's Perspective on CDI Record Types

    From the user's perspective, there are two types of records that can appear in search results:

    • Available – Records that are flagged as Full text available.

    • Searchable – Records that are flagged as Full text not available and are searchable only.

    Most Primo customers filter the initial search for their users by availability. This means that search results contain only items that are flagged as Full text available. After performing a search, users can select the Expand beyond the library collection link to also see the records that are flagged as Full text not available in their search results. We refer to these options as the filtered and expand searches. Some of our Primo customers start with the expanded search and allow users to filter by Availability using the top-level facets.

    Single Activation with Alma

    Alma collections that you have active because you subscribe to their full text will become automatically searchable in CDI. For those collections no separate search activations are necessary.

    Search activations are only necessary for collections or for portfolios that are not activated for full text, but you still want your users to discover them. They will appear in the expanded search flagged as No full text available. You also do not need to activate alternative coverage collections anymore for those providers that do not provide us with their metadata for indexing in CDI. Based on your full text activations, CDI will automatically check across the entire index for metadata matching your holdings and make them available for discovery.

    This works as follows:

    Alma will publish to CDI several sets of data (Institutional holding files) that include the following information:

    • Full text availability (All your active full text in Alma) This will affect records returned in CDI for the filtered search (flag them as available and make them discoverable in the filtered search)

    • Search availability (All collections that you activated for search): This will affect records returned in CDI for the expand search (for those items that are not also available in full text and do not fall under the item above.

    Using Alma to Control What Is Searchable and Available in CDI

    With three settings in Alma, institutions can control which items should be searchable and which ones should be flagged as available in CDI:

    1. All full text collections that are active in Alma will be searchable by default regardless of what their search activation status is. For collections with portfolios for example, the entire portfolio list is published to CDI and CDI will map your holdings against the content of the index. This applies to all collections regardless whether they are labeled as In CDI: yes or not. The In CDI flag is associated with collections that can be activated for search separately from the full text activations. This is useful if you want your users to discover content beyond your active full text.  The publishing process from Alma to CDI makes sure that all full text collection activations take full advantage of any metadata across the entire index so that they are discoverable. This also applies to full text collections for which we do not index the metadata from the provider directly because we map them on portfolio level. There is no need to check which other collections to activate to achieve the best possible alternative coverage for such collections. The index will simply check anywhere in the index, across collections, and use the metadata that is available. All of this content will appear in the filtered search unless you apply the exception rule to suppress active full text.

      Picture1.png

      Separate Activations for Search and Full Text Permitted
    2. An exception to setting 1 can be applied to suppress active full text collections from Alma so they appear as Full text not available in CDI.

      From a library patron perspective activation of full text collections or items in Alma serve mostly two purposes:

      • to mark them as full text available in discovery, and

      • to make the full text link available via the link resolver.  

      There may be cases – for example for Open Access collections – where you would like to have only the full text active for the link resolver, but you do not want the same full text visible in the filtered search in discovery because it could clutter the result lists for your users.  For such cases, you can use the Suppress active full text option (Do not show as Full Text available in CDI even if active in Alma setting), which will make sure that the content is not flagged as available unless it is also available from another collection where it is active and not suppressed. It will still appear on your link resolver, and users can link to the full text when coming from other search engines or platforms. Content from collections where the full text is suppressed is also not searchable in the expand search unless set to active for search or unless the same content is available from other active collections.

      Picture2.png

      Suppress Active Full Text
    3. All collections that are marked as in CDI can be activated for search. This means:

      • They will appear in the search results but will only be flagged as available if there is also full text active either via the same collection in Alma or a different collection if that contains the same item.

      • If there is no full text available for an item in a collection that is active for search, it will appear in the expand search. 

      Collections in Alma are marked as in CDI if at least 80% of the content is indexed, either from the provider directly, or via alternative data sources. For those collections that are indexed directly from the providers, such as the primary publishers, ProQuest, Gale, and many others, the coverage is 100%. In cases where we do not get the data directly from the provider, their content (as listed in the KnowledgeBase) is mapped against the entire Index, and the percentage of overlap is calculated accordingly.

    The “Active for full text in CDI only” Option

    Initially, the Active for full text in CDI only status was added to collections only during the enablement phase. It was used for collections that were active in Primo Central (full text was set on collection level because they use the  “Link in Record” linking mechanism and did not rely on individual portfolio activation in Alma), but were not active in Alma. With the Alma August update release, you can apply this status to collections that were not activated for CDI during the enablement phase.

    1. What is this option used for?

      This option can be used when your library does not want the collection and its contents to appear in the Primo local index or in the link resolver, but you want it to be discoverable in CDI. The option is used for collections that use the link in record, regardless of whether the collection also has portfolios or not, and it is not used for collections that use the link resolvers. The contents of collections that are using the link in record are set to Full text available at the collection level.

    2. What effect does this option have?
      • Since the collections and the bibliographic records for the portfolios are suppressed in Alma, they are not published to CDI.

      • Since the collection-level record is published to CDI in the zero title file, the collection is set to Full text available and is discoverable in CDI.

    3. What happens if I use this option in connection with a collection that has portfolios and is marked as using the link resolver?

      The link resolver will in this case not be able to resolve the OpenURL. The portfolios are regarded by the link resolver as not active.

      In an upcoming release, we will remove the option for collections that use the link resolver. Based on your feedback, we wanted to release the option to set collections to Active for full text in CDI only quickly, and it was not possible to do the removal of the option for link resolver collections at the same time.

    FAQ - Activations and Activation Settings

    Why do book chapters appear in the search results when I have only the book collection active?

    If a book is active for full text in Alma, also the book chapters will be searchable and flagged as full text available if they are indexed in CDI. This also applies to reference collections. If a reference book for example is active, also the individual entries will be searchable and flagged as full text available if they are indexed in CDI.

    How do I get content for activated Open Access collections to appear on the link resolver and not in my users’ discovery search results.

    You can use the suppress active full text option (Do not show as Full Text available in CDI even if active in Alma setting) after activating a collection for its content to not appear as available in your CDI result list. The effect is that the results will not appear at all in the filtered search but the links still appear when the users use your link resolver coming from other sources, e.g. Google Scholar, or A&I databases. Note that in cases where the same content is available and active in several collections in Alma, but is only suppressed in one collection, the content will not be suppressed and still appear as available on CDI. Only if it is suppressed from all collections where it is active, it will be flagged as not available.

    Where can I find the suppress active full text setting in Alma?

    The setting is available in the CDI tab in the Electronic Collection Editor. On the Alma interface the setting is called “Do not show as Full Text available in CDI even if active in Alma

    Picture2.png

    Suppress Active Full Text

    Why is content for collections whose active full text has been suppressed in Alma still appearing as available in CDI?

    The content may not be unique to the collection that you suppressed in Alma. If the same content is active in another collection that is not suppressed, it will still appear as available in CDI. Only if it is suppressed from all collections where it is active, will it be flagged as not available in the CDI results list.

    What is the filtered search?

    Most of our customers present their users initially only items that are available to them in full text in their search results. Technically, the results are filtered by those that are flagged as available which is why it is called the filtered search. Only if the user selects the Expand beyond the library collection option other records with no full text appear.

    Picture3.png

    Filtered Search

    Why are collections marked as “In CDI” even if a provider is not sharing metadata with the Ex Libris discovery systems?

    Collections are marked as In CDI when the coverage is more than 80% and the collection can be activated for search separately from the full text activations. This means that at least 80% of content from those collections is indexed in CDI from other data sources.

    What does the “Active for full text in CDI only” status mean, and should I change it?

    This status can appear only if you moved from Primo Central to CDI. Some Primo Central collections are set to full text available at the collection level if you activate them for search. In some cases, you may have activated such a collection in your Primo Central Institutional profile, but the same collection is not active for full text in Alma. This causes a discrepancy between full text activations in Primo Central and in Alma. For such collections, the move process from Primo Central to Alma marks these collections with the Full Text active in CDI only flag so that they do not interfere with the existing Alma full text activations. You can keep the status or remove it by either activating its full text in Alma or choosing not to have the full text flagged as available in CDI.

    screenshot_4.png

    Full Text Active in CDI Only

    With CDI, do I still need to activate alternative coverage collections for collections that are not indexed directly from the provider?

    Not for collections that you have full text for. If you activate a full text collection that is not directly indexed from the provider, CDI will automatically use the metadata from other collections in the index and the content will still be searchable. There is no need to in addition find and activate alternative coverage collections. If you want to have content searchable that you do not have full text for and we do not index that content directly from the provider, you will have to still activate alternative coverage collections.

    Some of the collections to which I subscribe from a publisher do not have the "In CDI" flag set to "yes" in Alma. How do I make sure that these collections and other collections from this publisher are discoverable?

    All your full text portfolios are published to CDI automatically regardless of whether they are coming from a collection that has the In CDI flag set yes or not in Alma. There is no need for any additional search activations. When the In CDI flag is set to yes, this indicates that that you can mark the collection for discovery as well as activate its full text. This can be useful if there is content with no full text that you still want your users to discover. If you use this search activation for a collection, its content – unless available in full text from other collections – will appear in expanded Primo searches and its availability will appear as No full text available.

    Prior to CDI enablement, I activated a collection in PC but not in Alma. After enablement, why does this collection have the "Active for full text in CDI only" status in Alma?

    The Active for full text in CDI only status is applied to collections for which all the following is true prior to CDI enablement in Alma:

    • The collection was active in Primo Central.

    • The collection has the Link in record linking type.

    • The collection was not active in Alma.

    After CDI enablement, these collections' ability to be discovered and their full text availability status in CDI will work the same as they did in PC, but they are not "fully" activated in Alma since their bibliographic records are suppressed (for database types of collections), and their service/portfolios are not activated (for collections with services and portfolios).

    You can keep these activations as they are in Alma, but if you want to fully activate any of these collections, you could consider the following:

    1. In the Institution tab, search for the collection that has the Active for full text in CDI only status, and then select the action Remove CDI-only full text activation to remove the status and to allow Primo users to access its full text. Once the status is removed, you cannot add it back to the collection.

      CDI_SelectActionRemoveStatus.png

      Select Action to Remove Its Status
    2. If the collection has Type set to Database, edit its bibliographic record in the Metadata Editor and remove suppression by clearing the Tools > Set Management Tags > Suppress from Discovery option.

      CDI_MetadataEditor_ClearSuppressionFlag.png

      Clear Suppress from Discovery Option in MD Editor
    3. If the collection has a Type other than Database, search for and edit the collection in the Community tab, select the Additional tab in the Electronic Collection Editor, and then select either the Activate action in the Services section to activate all portfolios or the Portfolio List action to select and activate a subset of the portfolios.

      CDI_CollectionEditor_ServciesTab_ClearStatus.png

      Activate Full Text Service and Portfolios

    Prior to CDI enablement, I activated a collection in Alma. After enablement, why do I now have two collections activated in Alma, and why does one of them have the "Active for full text in CDI only" status?

    If a collection (which is similar to a collection in CDI) was activated in Alma's Community Zone prior to the CDI enablement, and it was not found in the Primo Central to Alma mapping, it will remain active in Alma after CDI enablement. In addition, a similar collection in CDI was activated in Alma and given the Active for full text in CDI only status because all the following was true prior to CDI enablement in Alma:

    • The collection was active in Primo Central.

    • The collection has the Link in record linking type.

    • The collection was not active in Alma.

    After CDI enablement, these collections' ability to be discovered and full text availability status in CDI will work the same as they did in PC, but you will have two similarly activated collections in Alma.

    We recommend keeping the activations as they are in Alma, but if you want to manage a single collection in Alma, perform the following procedure:

    1. If the collection that was active prior to enablement has the In CDI: Yes status and the CZ_Active_Icon.png indicator, perform the following:

      1. In the Institution tab, search for the collection that was active prior to enablement, and select the Activate for Search in CDI action.

        Example3-1.png

        Activate Original Collection for Search in CDI
      2. In the Institution tab, search for the similar collection that has the Available for full text for CDI only status and the CZ_Gray_Icon.png indicator, and perform the following steps:

        1. Select the Remove CDI-only full text activation action to remove the status from the collection. Once the status is removed, you cannot add it back to the collection.

        2. Select either the Deactivate action or Delete action to deactivate or delete the collection, respectively.

      3. You are done. Skip the remaining steps.

    2. If the collection that was active prior to enablement does not have the In CDI: Yes status, and it does not have any administrative information associated with it (such as orders and licenses) that you still need to manage, perform the following steps. Otherwise, skip this procedure and leave both activations as they are in Alma.

      1. In the Institution tab, search for the collection that was active prior to enablement, and select the Deactivate action.

      2. In the Institution tab, search for the similar collection that has the Available for full text for CDI only status and the CZ_Gray_Icon.png indicator, and then perform the following steps:

        1. Select the Remove CDI-only full text activation action to remove the status and to allow Primo users to access its full text. Once the status is removed, you cannot add it back to the collection.

        2. If the collection's Type is Database, edit its bibliographic record in the Metadata Editor and remove suppression by clearing the Tools > Set Management Tags > Suppress from Discovery option.

        3. If the collection's Type is not Database, search for and edit the collection in the Community tab, select the Additional tab in the Electronic Collection Editor, and then select either the Activate action in the Services section to activate all portfolios or the Portfolio List action to select and activate a subset of the portfolios.

    Prior to CDI enablement, I activated a collection in Alma. After enablement, why do I now have two similar collections activated in Alma, and neither has the "Active for full text in CDI only" status?

    If a collection (which is similar to a collection in CDI) was configured in Alma prior to the CDI enablement, and it was not found in the Primo Central to Alma mapping, it will remain active in Alma after CDI enablement. In addition, a similar collection in CDI was activated in Alma and not given the Active for full text in CDI only status because all the following was true prior to CDI enablement in Alma:

    • The collection was active in Primo Central.

    • The collection did not have the Link in record linking type.

    • The collection was not active in Alma.

    After CDI enablement, these collections' ability to be discovered and full text availability status in CDI will work the same as they did in PC, but you will have two similarly activated collections in Alma.

    We recommend keeping the activations as they are in Alma, but if you want to manage a single collection in Alma, perform the following procedure:

    1. If the collection that was active prior to enablement has the In CDI: Yes status and the CZ_Active_Icon.png indicator, perform the following:

      1. In the Institution tab, search for the collection that was active prior to enablement, and select the Activate for Search in CDI action.

        Example3-1.png

        Activate Original Collection for Search in CDI
      2. In the Institution tab, search for the similar collection that has the CZ_Gray_Icon.png indicator, and then either select the Deactivate action or Delete action to deactivate or delete the collection, respectively.

      3. You are done. Skip the remaining steps.

    2. If the collection that was active prior to enablement does not have the In CDI: Yes status, and it does not have any administrative information associated with it (such as orders and licenses) that you still need to manage, perform the following steps. Otherwise, skip this procedure and leave both activations as they are in Alma.

      1. In the Institution tab, search for the collection that was active prior to enablement, and select the Deactivate action.

      2. In the Institution tab, search for the similar collection that has the CZ_Gray_Icon.png indicator, and then perform the following steps:

        1. If the collection's Type is Database, edit its bibliographic record in the Metadata Editor and remove suppression by clearing the Tools > Set Management Tags > Suppress from Discovery option.

        2. If the collection's Type is not Database, search for and edit the collection in the Community tab, select the Additional tab in the Electronic Collection Editor, and then select either the Activate action in the Services section to activate all portfolios or the Portfolio List action to select and activate a subset of the portfolios.

    Why is there a "CDI Search activation status" field in the CDI tab of the Electronic Collection Editor when the documentation indicates that full text is automatically available?

    Regardless of the CDI Search activation status field's setting, all portfolios activated for a collection in the CZ are automatically searchable in CDI. Any inactive portfolios in the collection will not be searchable in Primo unless you activate the CDI Search activation status field for the collection. If all portfolios in a collection are already active in Alma, the setting or clearing of this field will not affect the search results in Primo.

    CDI_ECE_CDI_Tab.png

    Electronic Collection Editor - CDI Search Activation Status

    Prior to CDI enablement, I created a local collection that has full text and no portfolios in Alma. After CDI enablement, why do I also see a similar collection in Alma that is activated for search?

    The only way to make a collection searchable in CDI is to activate the CZ collection. Because CDI could not use your local collection to identify and find its corresponding collection of records, the CDI enablement process:

    • Retained your local collection.

    • Activated what turns out to be the same collection in CZ so that it is searchable in CDI.

    In this case, you should keep both collections active.

    Why do we see duplicate EBook records in CDI, and how can we avoid them?

    EBooks records appear in CDI results when the following is true:

    • The collection has portfolios activated for full text in Alma (regardless of the collection's search activation status). This is because all full text portfolios are published to CDI (in addition to the bibliographic records being published to the local Primo index – thus the duplicates). As with Primo Central, we do not merge duplicates found between the local and central indexes.

    • The ebook collection is active for search. This is usually the case if the same collection was already active in Primo Central (the ebook records already appeared in Primo Central search results), and during the enablement, it was then also activated in Alma. The records will appear only in the expanded search with “full text not available” unless there is an active portfolio in any of your Alma collections.

    For Primo Central you can just deactivate book collections for search to prevent them from appearing in the search results. Because all your full text portfolios are automatically published to CDI and are therefore searchable, this works a bit differently for CDI. To prevent duplicates for such cases, you can suppress the ebook records from being published to CDI by selecting the Do not show as Full Text available in CDI even if active option in the CDI tab on the Electronic Collection Editor page in Alma. By selecting this option, the ebook records are not published to CDI. The downside to selecting this option is that it will also prevent any book chapters that we index for those ebooks in CDI will not appear in the search results.

    In some cases, the match and merge will fail and cause duplicates to come from CDI itself. To minimize these cases as much as possible, please open a support case and provide a detailed example.

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