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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 - futureimplemented 7/6/2021 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 Past practice in Alma Manually create order and activate e-book, as documented below. This process was sunset on 7/5/2021 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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The order is placed on GOBI by a selector or acquisitions staff-member. This order will contain information on supplier/collection, number of simultaneous users and fund/budget codes, which can be used to set up the order in Alma. No longer need to edit portfolios such as the simultaneous user information and etc..
If this is not the first order for this ebook, see additional instructions at Creating an order for additional copy/copies of an e-bookthe new order will match on the existing bib record, meaning that no further additional action is needed when this happens.
2.
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Editing the
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order in Alma
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Even if there is a Print/Physical bibliographic record for the title in the Institution Zone, you will need a separate record from the Community zone for the eBook. |
Community Zone
Search the Community Zone by clicking on the Community tab or selecting the Community "Search Zone" from the pull down menu to the right of the search box.
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.
3. Create order in Alma
Have in hand the name of the Electronic Collection from GOBI.
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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 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:
Purchase type: Electronic Book - One Time (this is for single order e-books)
PO line owner: Choose the ordering POL 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.
Public e-book order templates available in Alma (just have to add the price and the budget):
- eBook GOBI - YANKEE/eBook Central Perpetual and DDA Titles/7039
- eBook GOBI - YANKEE/EBSCOhost Ebooks/7039
- eBook GOBI - YANKEE/Wiley Online Library Online Books/7039
- eBook GOBI - YANKEE/University Press Scholarship Online Complete/Oxford/7039
- eBook GOBI - YANKEE/Cambridge University Press Online Books/7039
- eBook GOBI - YANKEE/Taylor & Francis eBooks Complete/7039
- eBook GOBI - YANKEE/JSTOR Books/7039
- eBook GOBI - YANKEE/deGruyter eBooks Complete/7039
Finally, click Create PO Line.
2) On the Purchase Order Line Details screen, if not using a template, fill in the relevant fields manually:
Vendor Information
- Material supplier – Search for and select the vendor you are ordering from.
Note that picking the correct sub-account in GOBI controls how you will be invoiced. Since these are not yet set up for automated record or invoice loads, matching shouldn’t be an issue, so it is fine to use the Yankee default account in Alma.
This will need to be reconsidered if this workflow is automated, and/or if you start bringing in account info with EDI invoicing.
- Access provider – This will be the vendor who provides the Interface for the electronic collection. While Alma does not require this field, it is helpful to include for this specific workflow. Consult the translation table below as needed.
- Activation dates – The title will appear in the Electronic Resource Activation Task List when the expected activation date arrives. The "e-activation due after ordering" date populates with 30 (a default specified in a configuration table). For now, leave the other dates blank.
Pricing – Enter the price.
Funding
- Click Add Fund to open the Fund selection window
- Search for and select the correct fund
- Click the Add Fund button to apply fund
PO Line Details
- Select Acquisition Method "Purchase at Vendor System"
- Material type is not editable; it is set by the order type
- Add Reporting Code for the type of material you are ordering (7039 for e-books)
- Add any additional notes according to best practices
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, if needed
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The stub bib record, inactive portfolio, and order record will load overnight, following the order's placement on the GOBI platform. The turnaround time for these should be the same as for print firm orders.
Once the order record has been created in Alma by the dataload, it can be edited, if anything needs to be added or updated.
- Notifications for Patron Requests: If there is a patron request for the title,
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- add them to the Interested Users tab.
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- Search Order Lines for the title of the book
- Click Edit
- Click
"- the Add Interested User
"- Tab
- Enter the patron info
- Check off "Notify user upon receiving/activation"Click "Add and close"
Note- Notes: if useful, you can record order-specific information (like number of users, ordering library
- the Request Tracker ticket number) on the Notes tab by clicking "Add Notes".
4) Once all of the information is complete, click Order Now at the top of the screen.
- You will see a confirmation message. If there is any mandatory information missing from the POL this is where you will be notified.
- Click Confirm to place the order.
4. Activate E-book in Alma
Once the vendor has notified you that access is available, you can activate the title in Alma.
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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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| titleColor | white |
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| titleBGColor | crimson |
| title | Electronic 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.
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Activation is complete.
5. Check your work in Alma
To check your work, you can search for the title in Alma.
From the results screen, you can see the order you created, and view or test the portfolio you activated.
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<h6 id = "trans_table"></h6> |
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Translation table: GOBI e-book supplier to Alma electronic collection
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- The Technical Specifications given to GOBI will include feeding the number of simultaneous users for an ebook into the portfolio note, so adding this information as a note either in the PO Line or in the portfolio should not be necessary.
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7-10 days following the order load in Alma, a second load occurs.
There is no need to monitor the NOA notifications or to go into the e-activation task list to make the title available. Instruction 4 below provides how this may be done, if it is needed in a case by case basis. |
3. Paying the invoice
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- Submitting the invoice for approval will lead to the PO Lines closing
- Testing has shown that if the PO Lines are closed before the full bib comes in from GOBI, that the auto-activation process used in Alma will not work – the bib will stay suppressed, and the portfolio will remain inactive
- For that reason, submitting the invoice for Approval must wait until at least one title per invoice has been confirmed as active in Hollis – this process takes an average of five days from the time the invoice appears in Alma.
3a Checking to see if a title is active in Hollis
- Search for the POL in Alma
- Click on the title of the POL to open it
- Check the color of the house icon next to the title, under the inventory area
- Grey = inactive
- Blue = active
- Grey = inactive
4. If needed, providing the link to a patron or Access Services before the title appears in Hollis
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- If a title is a rush order, and needs to be made available before the full record has loaded, once the GOBI NOA email message has arrived, and access has been confirmed:
- Locate the URL from the NOA email message
- Prepend the proxy prefix to the front of the URL to ensure it works from off campus –
http://www.ezp-prod1.hul.harvard.edu/login?url= - That would make the URL above look like this: http://www.ezp-prod1.hul.harvard.edu/login?url=https://search.ebscohost.com/login.aspx?direct=true&scope=site&db=nlebk&db=nlabk&AN=1149011
- Paste this URL into a web browser, and confirm access by trying to open a chapter.
- Send this URL to the interested faculty member/reserves/requestor. Some canned text that can go with this message:
Dear (NAME),
Harvard Library has ordered the ebook title that you have requested, (TITLE). Online access to this title has been confirmed. A record for this title will appear in Hollis within the next week. Until it appears, the book may be accessed directly on the publisher's site at:
(URL).
Please report any difficulties you encounter with this title, by submitting a problem report at http://library.harvard.edu/report-problem
Sincerely,
Harvard Library Acquisitions
- Locate the URL from the NOA email message
- NB: Because the dataloads will take a week for firm orders to appear in Hollis, selectors who would like to track the progress of their orders should be instructed to monitor them in Alma. This page on preorder searching provides several strategies for how this can be done.
GOBI e-book suppliers & Linking details
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GOBI e-book supplier | Parser Parameter format | Parser Parameter creation instructions |
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| Bloomsbury |
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bkey=DOI/E-ISBN | |
| Brill Online |
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| bkey=https://brill.com/view/title/<titleID> | |
| Cambridge UP online (GOBI) CAMBRIDGE BOOKS ONLINE (NOA) |
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jid=[ebook code] | Ebook code is the 32 symbol string in the ebook URL, for example: https://www.cambridge.org/core/books/authoritarian-police-in-democracy/99C378132A59BAC9C0E2BE7AF693DCAF |
| de Gruyter |
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| bkey=e-ISBN | de Gruyter eBooks Complete - Electronic Collection Parser Parameter Creation Instructions |
| EBSCOhost |
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| ID=Accession # | EBSCOhost eBooks - Electronic Collection Parser Parameter Creation Instructions |
| Elsevier ScienceDirect |
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| bkey=ISBN | ||
| Gale GVRL |
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| bkey=e-ISBN |
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IGI Global Online |
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| bkey=ISBN13 | |
| JSTOR |
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| Oxford Medicine Online | bkey=10.1093/med/E-ISBN.001.0001/med-E-ISBN | |
| Oxford UPSO Title-by-Title (GOBI) UPSO (NOA) |
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| bkey=10.1093/oso/E-ISBN.001.0001/oso-E-ISBN |
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| Project MUSE |
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Project MUSE Single Title
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| bkey=Accession # | |
| PROQUEST EBOOK CENTRAL |
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| bkey=DOC ID | Ebook Central Perpetual, DDA and Subscription Titles - Electronic Collection Parser Parameter Creation Instructions | |
Rittenhouse R2 Digital Library Avoid using this vendor if possible, due to strict simultaneous user limit |
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| bkey=ISBN13 | ||
| Sage Knowledge (GOBI) |
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| Taylor & Francis eBooks (GOBI) TAYLOR AND FRANCIS (NOA) |
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| bkey=e-ISBN | Taylor & Francis eBooks Complete - electronic collection parser parameter creation instructions | |
| WILEY ONLINE LIBRARY |
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Ordering and activation of One-Time eBooks via GOBI - Video
Relinking an order to a different portfolio
If, when it's time to activate the portfolio, staff discovers the order was created using the wrong portfolio:
- 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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