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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.
With the EasyActive setting, all collections with the exception of those listed in the EasyActive collection list are automatically searchable for the user and do not require search activation. We refer to the EasyActive collection list as the “Exception list” in this document. The collections that are automatically searchable will not appear with any activation status on your Alma IZ.
In Alma you manage your full text activations and your search activation for the exception list. The exception list contains collections that meet one of the following criteria:
The providers either do not want their content to be searchable automatically or their databases require subscriptions.
Some collections are likely to be used only by some institutions.
What your users see in the filtered search is fully controlled by your full text activations in Alma. Additional search activations only impact the expanded search.
This setting has the advantage that all of the library’s subscribed content is discoverable immediately while the library still maintains control over what content is flagged as Full text available to their users.
Managing Collections for Discovery with EasyActive
From the library administrator’s perspective, there is no option to activate or deactivate collections for search in Alma with the EasyActive setting. On your Alma interface, you will see the following:
your Alma activations for full text.
your Alma activations for the collections on the EasyActive collection list.
All other CDI related configuration options in Alma are still available. This includes using CDI fields as filters in the Advanced Search, as well as using the CDI tab in the Electronic Collection Editor:
If you want to include any of the collections from the Exception list in your search results, you will need to activate them in Alma using the standard Alma activation process.
In the Electronic collection result list, these collections will have the indication ‘CDI activation required: Yes’, as shown in the example below for the Scopus collection:
Please make sure that you activate only collections in the EasyActive collection list for which you have a subscription or that are free for search.
Switching from FullyFlexible to EasyActive
It is possible to switch from the FullyFlexible to the EasyActive setting in your Alma institution. The switch will be run for you by ExLibris support. Prior to the actual switch, a report will be provided of the changes that will occur in your Alma environment once you will switch from FullyFlexible to EaasyActive.
The following will happen during the switch:
All CDI search activations will be removed
All collections previously activated for search in CDI that are on the EasyActive collection list will be activated in Alma
All collections previously set to ‘Active for Full text in CDI only’ will be activated in Alma
Activated in Alma means:
For electronic collection with services and portfolios: the service and all its portfolios will be activated
For electronic collection of type database: the bib record will not be suppressed
Once the institution uses the EasyActive setting, the following changes will occur in Alma:
Search activation options and the Search activation facet will no longer be displayed in Alma
The CDI Publishing profile to CDI will no longer include the search activation in the CDI holdings file. The ‘searchable’ file which contains this information will no longer be published to CDI.
Frequently Asked Questions
When will the switch from FullyFlexible to EasyActive be available? How is this handled?
The switch to EasyActive is scheduled to be available from August 2020 onwards. Institutions can open a support ticket and the switch can be scheduled from the beginning of August.
In a Collaborative network, is it possible for some institutions to use the FullyFlexible setting and for other institutions to have the EasyActive setting?
As a collaborative network, all members of the consortium (so NZ and all IZ) need to be either FullyFexible or EasyActive. This is due to technical reasons (activations from the NZ and IZ are merged into one holdings file for PC/CDI – and this is complicated in case of a mix of FullyFlexible and EasyActive).
In a multi-campus environment where each campus has its own PC key and publishing profile, is it possible for some campuses to use the FullyFlexible setting and others to have the EasyActive setting?
No, the setting is per Alma institution.
Is it possible to go back to the FullyFlexible setting if we have implemented the EasyActive setting?
Currently there is no way to switch back to Fully flexible from the EasyActive setting. When moving to EasyActive, the majority of your current activation settings for CDI will not be available anymore so there is nothing to move back to. We have discussed ways to preserve the last setting in case someone wants to move back but given that there was so far not much interest we have not scheduled any work for this right now.
When do we have to decide on switching to the EasyActive setting? Does it have to be right after moving to the CDI, or can we wait and decide later? Is there a deadline for switching to the EasyActive setting?
You can decide at any time to move to EasyActive, there is no deadline. You can start with fully flexible and see how this works for you and only make the change when convenient for you. This is entirely up to you.