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Background

Individual e-books can be ordered 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 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.

Table of Contents

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titleTask List: Electronic resource activation

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.

  • Listed tasks are categorized as: assigned to you, unassigned, and assigned to others.
  • Things go into unassigned at the point of order until someone touches the record (it then becomes assigned to them) or if someone goes in and assigns it.

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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titleElectronic portfolio editor

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.

  1. In the Notes tab, enter the number of simultaneous users for this e-book in the Public note field, when available.

  2. In the General tab, add the specific library which purchased the e-book.

  3. Save the portfolio. You will be returned to the Electronic Resource Activation task list.

  4. Click on the ellipsis and select Done from the drop down. The task is removed from your list.
    1. Note that if the title is brand new to Alma, there is an indexing delay, so it may not be immediately available to patrons.

Activation is complete.

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