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Background Individual e-books can be ordered from YBP using GOBI for several e-collections. Prior to Alma migration, for all but two e-book subaccounts, orders and e-book holdings were created manually to accommodate the single record approach and because e-book holdings could not be created using the order loader. While two e-book subaccounts had their the order loader turned on to load orders and invoices, they required a lot of manual clean up for every title loaded. Best practice in Alma - future Contact the Dataloads Librarian to script Import Profiles to automatically load orders and invoices for individual e-books. This can automatically add the community zone portfolio to the activation queue, or create a local portfolio when the CZ portfolio does not (yet) exist. Day one practice in Alma Manually create order and activate e-book, as documented below. PLEASE NOTE: Alma uses the multiple record approach for electronic and print versions of a title. This means One time eBook orders via GOBI will have a separate bibliographic record and order from the print version in Alma.
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Search by title or identifier. For best results, use the Electronic portfolios search rather than the All titles or Electronic titles search.
If you cannot locate the portfolio in Alma, forward the NOA to Lauren Syer and Todd Moody for further investigation.
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<p>Use the <a href="#trans_table">GOBI to Alma translation table</a> to determine the correct <b>Electronic Collection</b> in Alma.</p>
<p>Only order portfolios from active Electronic Collections (indicated in the CZ by a blue house).</p> |
To start: click Order to the right of the title portfolio in the correct Electronic Collection. Alma now walks you through the order.
1) On the PO Line Owner and Type screen, select the following from the drop down menus:
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PO line owner: Choose the ordering LibraryPOL owner
Load from template: If a template is available for this workflow, select it here. This will create significant efficiencies and eliminates several of the steps below.
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1) Find the title you ordered in the Electronic Resource Activation task list. From the menus, this is located under Resources > Manage Inventory > Manage Electronic Resource Activation, and may also be accessible on your Alma home page in the Task widget.
2) Click the ellipsis to display available actions. Click Test access to see if the e-book is available. Verify that you can get through to full text at the vendor's site. If you can not access full text, ask your manager for help. 3) Once you confirm access is available, click the ellipsis and select Activate. A Confirmation Message pops up; click Confirm. 4) An Activation Feedback message pops up asking if you want to edit; click Confirm. |
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After completing electronic resource activation and clicking Confirm, you will land on the Electronic Portfolio Editor screen. Here you can view the portfolio availability, linking information, coverage information (not usually necessary for e-books), acquisition information, notes, and history.
Activation is complete. |
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Translation table: GOBI e-book supplier to Alma electronic collection
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Ordering and activation of One-Time eBooks via GOBI - Video
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- Activate the correct portfolio from the Community Zone
- Make a note of the POL number (e.g. in Notepad).
- Delete the incorrect portfolio from the institution zone; when prompted, also delete the bibliographic record with no inventory.
- Edit the correct portfolio. On the Acquisition tab, paste the POL number in the PO Line field.
Note: If the order has already been closed, it will not appear in the PO Line field. In that case, click the "Select from a list" button (three lines) next to the PO Line field, change Filter: Active to Filter: All, and search for the POL. Select the record from the search results. - Click Save.
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