Resource format: E-Resources Collection
Access Model: Either subscription (not-owned), or perpetual (owned)In Community Zone (CZ): No
Scenario: If you need to order/activate an electronic collection (such as an E-Book collection), but there is no record in the Alma Community Zone (CZ), you will need to create a local electronic collection to complete the order/activation process.
Criteria for using this workflow:
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Required Alma roles: Electronic Inventory Operator; Purchasing Operator
Ex Libris documentation on this process can be found HERE.
Alma Glossary can be found HERE.
Workflow:
- Search the CZ to confirm that there is no record for the collection you would like to order/activate
- Click "Resources" and then "Add Local Electronic Collection" in the Alma menu on the left side of the screen:
- Complete the following fields:
- "Public name" (what patrons will see)
- "Collection type":
- "Selective package" for "a type of electronic collection that includes only some of the collection's titles (as opposed to an aggregator package, which includes all of the e-collection's titles)."
- "Aggregator package" for "a type of electronic collection that includes all titles (as opposed to a selective package, which includes only some of the collection's titles)"
- "We subscribe to only some titles in this collection": Choose "No" or "Yes" depending on the scenario
- "Service Type":
- Select "full text" for most collections ("selected full text" = only scattered articles available; rarely used)
- Select "none" if you are creating a database
- Click "Save and Continue"
- The Electronic Service Editor will open so you can complete the activation and access information:
- While the remaining fields are optional, complete as many as you are able to in the "Descriptive Information", "General Information", and "Coverage Information" sections.
- Under "Inventory and Linking Information", add the URL (if you have it), and then complete the following:
- On the "Activation" tab, complete the "Service activation status":
- If you want to add Portfolios at the time of Electronic Collection creation, click on the "Portfolios" tab.
- You can Add Portfolios by uploading them from an existing .xsl or .mrc csv file on your computer, or from a set that you have created in Alma (see "Managing Search Queries and Sets in Alma")
- NOTE: Portfolios can be added after Saving this new Electronic Collection. If you have no Portfolios to add when you are creating the Electronic Collection, continue to next step.
- If you created a database, note that on the "Additional" tab, you will need to add the Collection URL to the 'Level URL' field.
- Click "Save and Done" in the upper-right menu
- The portfolio you created will now be available in the Institution Zone (IZ)
- Locate the portfolio in the IZ and click "Order" in the right-side menu if you need to create a PO Line for this portfolio:
- Create the PO Line:
- Select "PO line type"
- Select "PO line owner"
- This will always be "Electronic AccessTechnical Services"
- Click "Create PO line"
- Complete PO line details:
- Select "Material Supplier" (who is being paid)
- Complete "Access provider" (who is supplying access) if it is different from the Material Supplier
- Complete the "List price" field
- Complete the "Quantity for pricing" field
- Add fund code information
- Select "Reporting code" field: Choose appropriate field
- Select "Material Supplier" (who is being paid)
- Click "Order now"
- A confirmation message will appear with the POL (PO Line) number. Click "ConfirmIf the access model is "subscription" (not perpetual/owned), enter the subscription details:
- Under "Renewal":
- Check "Manual renewal"
- Enter a "Renewal date" (when the subscription license needs to be renewed)
- Enter "Renewal reminder period (days)" as: 180
- Under "Renewal":
- Click "Save and Continue"
- The PO Line status will now show as "Sent"The resource will be packaged into a PO overnight by Alma
- The Electronic Collection is now ready to be activated:
- Click "Resources" in the left-side menu and locate "Manage Electronic Resource Activation" under the "Manage Inventory" heading
- Search for the E-Book Electronic Collection by "title" on the "Unassigned" tab:
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- Assign the activation task to the appropriate personnel
- Go to "task list" and "assign":
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- The designated personnel will now see that the activation has been assigned to them, and they will check the record and tests , assign proxy access, test the linkIf access is working , and activate the record is good, the E-Book is activated.
- Cataloging quality will be checked and, if necessary, completed, (see Cataloging Workflow: Cataloging and Inventory Management)
- E-Books are discoverable to patrons
- Blacklight WORKFLOW
- Job to run every 6 hours to update
- Once an order line is added, it will appear in Blacklight as "unavailable" until it is activated, then it will be "available"
- Blacklight WORKFLOW
- Request and invoice from vendor with PO included on the invoice
- Receive the invoice from vendor
- Submit the invoice for payment
- Finance payment WORKFLOWElectronic Collection, which will make it available to patrons.
- When the invoice is received, it should be submitted to Lodi@princeton.edu. If EDI invoicing is established with the vendor, you do not need to submit an invoice to Finance (Note: Finance is still confirming this last step of this workflow)