Use for items paid at the portfolio level, that is paid at the individual title level:
Individual e-journal or e-book or e-media subscriptions when there is no record in the CZ (typically because they are unusual) or because the metadata in the CZ is inadequate.
All single e-book purchases
Resource Management => Create Inventory => Add Local Portfolio
Populate all applicable fields for the New Portfolio, including:
Creation Type: Use existing title [select bibliographic record that has been created for title]
Portfolio type: Standalone
Interface Name: [select interface name if applicable]
Library: Carothers Library
Coverage Information: Enter years available [only if a continuing resource].
Inventory Information:
Enter portfolio URL.
Proxy enabled: Yes or No
Availability status: Inactive [if placing new order]
Electronic material type: [enter appropriate selection]
Save
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Click on Order link.
Purchase Type: Electronic Book - One Time or Electronic Book - Subscription or Electronic Journal - Subscription or Electronic Title - Subscription [for streaming video]
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: F-zzw or individual fund codes [for one time] or P-a&h / P-soc / P-sci / P-int [for subscription]
Acquisition Method: Purchase at Vendor System
1st reporting code: E-book / E-periodical / E-media
Manual renewal: uncheck
Order Now
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If this is a new order, once resource has been activated by vendor:
Resource Management => Manage Inventory => Manage Electronic Resource Activation
Actions: Test Access
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.
Actions: Edit Resource [to check if all fields are populated correctly and to add license information if applicable]
Actions: Activate
Actions: Done (Make sure Activate does not appear in drop-down).
Do an Electronic Portfolio Quick Search for the name of the package.
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Pay invoice:
When paying invoice, uncheck Handle Receiving.
If the invoice contains a single portfolio, select From PO and search for the PO by the PO-Line number.
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Deleting Standalone Portfolios
In addition to searching for an individual portfolio and clicking Delete, you can delete portfolios in a set by running a job.
Administration => Manage Jobs => Run a Job
Select Delete portfolios job.
You will have the choice of deleting or suppressing bib records.
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Link to Community Zone
If the portfolio exists in the CZ, link to it. This allows us to manage the bib record locally but benefit from portfolio updates from the CZ.
In practical terms, the bib records will remain local, but the 856 field, Open URL information, and coverage information will be updated automatically as changes are made.
Click on Link to community
Use the community bibliographic records: No
No will retain your local bib records but will keep portfolio information updated through the CZ. The CZ will update:
URLs
Title coverage info (dates)
Link resolver details
Local PO Line and license information will be retained.
The name of the local portfolio will be updated to the name of the CZ portfolio.