Acquiring Electronic Packages and Portfolios in the Community Zone

Aggregator / Selective Packages (pay at the package level)

Resource Management => Search and Sets => Repository Search

Community tab

Search for Electronic Collection for the name of the collection.

Note: Sometimes searching for Electronic Collection but entering the name of a known portfolio within the collection can facilitate the search.

Click on Order link under the name of the package.

Note: If the resource is free and you don't need to order it, click Activate and follow the activation wizard. At the final step there is a choice to activate all portfolios or to select portfolios manually. When you select portfolios manually, you have the option to add the portfolios from the community zone, to load them from Excel, or to add local portfolios either by creating new titles or using existing titles in your repository.

-----

Purchase Type: Electronic Collection - Subscription or Electronic Collection - One Time

Note: CZ packages will typically be subscriptions, because one-time e-resource purchases, e.g. for e-books, are handled at the local level. The exception would be one-time purchases of journal backfile collections.

PO Line Owner: Carothers Library

Populate all applicable fields, including:

Material Supplier: [Enter vendor that will be paid]

Access Provider: [Enter platform vendor if applicable]

Fund: P-a&h / P-soc / P-sci / P-int [for subscription] or F-zzw [for one time]

Acquisition Method: Purchase at Vendor System

1st reporting code: E-book / E-periodical / Reference Database / E-media

Manual renewal: uncheck

Order Now

-----

Once resource has been activated by vendor, complete activation wizard:

Resource Management => Manage Inventory => Manage Electronic Resource Activation

Actions: Activate

Electronic Collection Level URL: [Enter if a link to the resource itself (not just portfolios within) is desired]

Additional descriptive information: [Select bib record for resource if you want resource itself (not just portfolios within) to be discoverable in Primo]

Note: The 856 field does not need to be in the bibliographic record; it should be entered here instead.

Electronic Collection Proxy Enable: Yes

Activate this electronic collection service: check

Make service available: check

Automatically activate new portfolios: check [if aggregator package] / uncheck [if selective package]

Next

Proxy enabled: Yes

Next

Select Activation Type: Activate all [if aggregator package] / Manual activation [if selective package]

Note: You can also upload selective titles using an Excel file. Go to the CZ, find the Electronic Collection, click on Portfolio List, then go to Tools => Extended Export. This will give a complete list of the portfolios in the collection. Remove the titles you don't have, then upload the modified Excel file using the "Activate electronic collection and selected portfolios via Excel file upload" in the Select Activation Type section. You can also find a blank Portfolio Loader Excel file template in online help.]

Note also that if you need to modify dates for titles (e.g. none of our ScienceDirect titles go earlier than 1995), you would also do this through the Excel file.

Next

Select titles if appropriate.

Activate

To check on job, go to Administration => Manage Jobs => Monitor Jobs

----

Test access in Alma:

Resource Management => Manage Inventory => Manage Electronic Resource Activation

Actions: Test Access

Access is tested at the portfolio level. You'll see what displays in the Primo "View It" tab.

Actions: Edit Resource to make changes or additions (e.g. to attach license or to edit coverage dates)

Check box to left of resource, scroll down and select Access Confirmed in the drop down then Change Status.

Actions: Done (Make sure Activate does not appear in drop-down).

Do an Electronic Collection Quick Search for the name of the package.

----

Pay invoice:

When paying invoice, uncheck Handle Receiving.

If the invoice contains a single package, select From PO and search for the PO by the PO-Line number.

Standalone Portfolios (pay at the title level)

Resource Management => Search and Sets => Repository Search

Community tab

Search for Electronic Portfolio for the name of the portfolio.

Click on Order link under the name of the interface through which you will acquire the portfolio.

Note: If the resource is free and you don't need to order it, click Activate.

-----

Purchase Type: Electronic Journal - Subscription or Electronic Book - Subscription or Electronic Title - Subscription [if streaming media]

Note: For e-book purchases, we create local collections or portfolios, so standalone portfolios will typically be subscriptions. The exception would be one-time purchases of journal archives.

PO Line Owner: Carothers Library

Populate all applicable fields, including:

Material Supplier: [Enter vendor that will be paid]

Access Provider: [Enter platform vendor if applicable]

Fund: P-a&h / P-soc / P-sci / P-int [for subscription] or F-zzw or individual fund codes [for one time]

Acquisition Method: Purchase at Vendor System

1st reporting code: E-book / E-periodical / E-media

Manual renewal: uncheck

Order Now

-----

Once resource has been activated by vendor, go to e-resource activation in Alma:

Resource Management => Manage Inventory => Manage Electronic Resource Activation

Actions: Edit Resource to make changes or additions (e.g. to attach license or check proxy or edit coverage)

Actions: Test Access

Access is tested at the portfolio level. You'll see what displays in the Primo "View It" tab.

Check box to left of resource, scroll down and select Access Confirmed in the drop down then Change Status.

-----

Activate status in Alma:

Actions: Activate

Confirm

Actions: Done (Make sure Activate does not appear in drop-down).

Do an Electronic Portfolio Quick Search for the name of the package.

-----

Pay invoice:

When paying invoice, uncheck Handle Receiving.

Free Resources

Resource Management => Search and Sets => Repository Search

for the name of the free resource.

OR

Advanced search

Community tab

Find Electronic Collection or Electronic Portfolio

Add conditions

Electronic column: check Free

Free Equals Free

Go

Community tab for list of all free CZ resources

-----

Instead of clicking on Order, click on Activate under the name of the resource.

You go immediately to activation wizard. Resource will not appear in the Manage Electronic Resource Activation task list.

CZ Updates

CZ is updated weekly.

See ExLibris Documentation Center => Alma => Weekly CKB Updates.

When CZ changes and it affects your resources:

Resource Management => Manage Inventory => Community Zone Updates Task List

Any newly-added or removed collections, portfolio changes, coverage date changes, URL changes, etc.

Check Review tab for changes that apply to our holdings.