Scope: Instructions for acquisitions staff and selectors for creating a local electronic portfolio – useful when an appropriate portfolio is not (yet) available in the Community Zone.

These instructions can apply for purchased or open access portfolios.

See also: Creating a Local Electronic Collection or Database

Relevant Ex Libris Documentation

Managing Local Portfolios: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/050Inventory/020Managing_Electronic_Resources#Managing_Local_Portfolios

Before Creating a Local Portfolio

Search the Institution Zone to confirm that a portfolio is not present.
Search the Community Zone to confirm that a portfolio is not available.
Have information about your e-resource ready, including:
- ERIN record (if applicable)
- Title
- Bibliographic record (optional)
- Link
- Electronic Collection (See Creating a Local Electronic Collection or Database)
  - Best Practice: ERWG recommends associating all electronic portfolios with a collection.

Add a Local Portfolio

From the Resources menu, select Add Local Portfolio.
On the New Portfolio screen:
1. Descriptive Information section
  1. Creation type:
    - Create new title: Select this to create a brief bibliographic record (image #1)
    - Use existing title: Select this if a bibliographic record for the correct format already exists in the institution zone (e.g., you imported a record from Connexion). Do not use an existing bibliographic record for the print version.
  2. If creating a new title,
    1. Record type: Select One Time or Continuing (this will determine the bibliographic record type) (image #2)
    2. Title: Enter title from ERIN or directly from the resource you are adding (image #3)
    3. All other fields are optional
  3. Exceptionally, for individual titles that do not have orders and are not represented in the Community Zone, the operator may begin create a portfolio beginning from the record in the Metadata Editor. Best practice dictates these portfolios still be part of an electronic collection.
2. General Information section
  1. Portfolio type:
    1. Select Part of an electronic collection (image #4)
    2. Search for and select the electronic collection where appropriate (image #5)
    3. Standalone portfolios are strongly discouraged
3. Coverage Information section:
  1. For journals, enter the coverage here
4. Inventory and Linking Information section:
  1. This is where you enter the URL or linking information, and (rarely) proxy information. Looking at other portfolios in the same collection can show you a model to follow. Ex Libris documentation is at Managing Electronic Resources > Linking Tab Options. Some typical linking methods are shown in the Ordering and activation of One-Time eBooks via GOBI Translation Table. For additional help, submit an Alma Support Center ticket.
5. Notes section (if applicable):
  1. Enter notes as described at /wiki/spaces/ITSworkflows/pages/54872895.
6. Click Save and Done
7. Test access, order, and/or enhance records
  1. Search for the portfolio you created, and test access.
  2. If desirable, create an Order (see relevant documentation).
  3. If desirable, return to the Electronic Portfolio Editor to link to a PO line
  4. If desirable, import or create a better bibliographic record, then follow instructions at Linking a Portfolio to a Different Bibliographic Record

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