Activating an Electronic Collection from the CZ

Use the procedure below when the collection to be activated exists in the Community Zone (CZ) but not yet in the Institution Zone (IZ). This is often the case with free collections, or when a previously activated CZ collection is being replaced. In cases where the collection is already in the IZ, and has a related task in the e-resource task list, use instead this procedure: https://pul-confluence.atlassian.net/wiki/x/CgMb

PRELIMINARY STEPS:

Search for the collection in Alma:
1. In the persistent search box, use search type Electronic Collection – Electronic Collection Name to look for the desired collection in the IZ. This is a keyword search, so the search terms can be in any order. If collections with similar names are found, check that the collection you plan to activate is not already in the IZ.
2. Switch to the Community tab and locate the collection that matches the one to be activated. It should not show a blue house icon, which would indicate a collection already active in the IZ.
Determine whether the new activation will be selective or non-selective:
- selective: our access is only to certain titles within the Alma collection
- non-selective: our access is for every title in the entire Alma collection
  Do not rely on the Alma designation of collections as selective vs. aggregator packages; our use may differ. For example, most free collections in Alma are labeled as selective, but we generally activate them with all titles.

Activating a non-selective collection

Click the Activate button on the CZ collection identified in step 1b above.
Under Library (at right), select Technical Services. Skip the rest of this section.
Check these boxes: Activate this electronic collection service and Make service available. If applicable, check also: Automatically activate new portfolios. Click Next.
If automatic activation was selected, there will be a popup message to confirm.
Set Proxy enabled to Yes if the collection includes paid content; leave as No for free collections; click Next.
Accept default Activate All; click Next.
Review summary screen and click Activate.
Test! (see below).

Activating a collection selectively – manual method

Click the Activate button on the CZ collection identified in step 1b above.
Under Library, select Technical Services.
Check these boxes: Activate this electronic collection service and Make service available; click Next.
Set Proxy enabled to Yes if the collection includes paid content; leave as No for free collections; click Next.
Select Manual Activation; click Next.
Click Activate.
Click Add Portfolios from Community.
Mark subscribed titles and click Activate.
Test! (see below)

Activating a collection selectively – bulk method

Prepare an Excel file for loading; more information here: https://pul-confluence.atlassian.net/wiki/x/7AIb
Click the Activate button on the CZ collection identified in step 1b above.
Under Library, select Technical Services.
Check these boxes: Activate this electronic collection service and Make service available; click Next.
Set Proxy enabled to Yes if the collection includes paid content; leave as No for free collections; click Next.
Select Activate electronic collection and selected portfolios via Excel file upload.
Click in File box and browse to the prepared Excel file; click Next.
Review summary screen.
Click Download Excel file to view information and warnings, and check for problem titles.
Click Activate.
Look for message "The portfolios ... have been updated successfully."
Deal with any leftover problem titles manually.
Test! (see below)

Large collections may take several minutes for full activation. A notification will appear when the job is complete. After activation, an active CZ-linked collection will display a blue people icon.

TESTING:

Regardless of the type of activation, always test that the links are working correctly.

Locate the collection record in the IZ
Click on Portfolio List
Test Access for at least one or two titles (follow through to full text)

For a few sites (e.g. Gale, Factiva), an additional step is required for linking to work properly. In the Service Editor, at the bottom of the Linking tab, there is a section labeled Linking Parser Parameters where institution-specific codes can be entered if needed.