Admins: Admin-tab privileges that we can assign to an authorized ebrary account username

The following are the admin-tab privileges we can assign to ebrary account usernames.  If you don’t already have an ebrary account, you’ll need to create one. Note: each admin should use their own ebrary account, it is fine for multiple admins to have overlapping admin-tab privileges, and these admin privileges will only be available on your ebrary site.

  • Order – Admin can place orders for perpetual access titles.
  • Recommend – Admin can recommend titles to be purchased (but not place orders unless they also have Order privileges).
  • Reports – Admin can access your site’s ebrary usage and holdings reports.
  • MARC – Admin can access your site’s ebrary MARC records.
  • Download – Admin can enable/disable download for single-user titles.
  • DASH – Admin can upload PDFs as DASH documents.  DASH also needs to be enabled for your ebrary site, and isn’t available for all sites.
  • PDA – Admin has full control over setting up Purchase Driven Acquisition (PDA) profiles that will likely result in the purchase of perpetual-access titles. PDA paperwork and funds must be in place for PDA collections to be active; to check on this aspect, contact customer_service@proquest.com.

 

Admins: Fund Codes for PDA

ebrary doesn’t automatically change your Fund Code balances.  ebrary will add funds to your PDA account as requested, but it is up to you to increase the balance of any associated Fund Codes as desired (unless you make a specific request for us to modify your Fund Code balance).

To be alerted if PDA or FUND CODE funds run low you must configure the alerts, see:  http://support.ebrary.com/kb/low-funds-alert/

Fund Codes are optional, but they can be a powerful tool to:

1. Track purchases by department

If you’re using Fund Codes solely for departmental tracking, and you don’t want those Fund Codes to accidentally run out of funds before your actual PDA account runs out of funds, you can set your Fund Code balance to a very large amount (such as $900,000)

2. Set a limit on the amount certain PDA profiles can spend

If, for example, the amount of actual funds allocated to your PDA account is $10,000, but you want a particular set of PDA profiles to spend no more than $7,000 of that total, you can create a Fund Code with a starting balance of $7,000 and assign that Fund Code to each of those PDA profiles. Then if purchases or loans from those PDA profiles exhaust the Fund Code’s balance, all PDA profiles assigned that Fund Code will be paused

3. Control when PDA profiles are active and when they’re paused

If, for example, you’re setting up your PDA profiles and you’re not ready for them to be live, you can create a Fund Code and set it to status “Paused”. Then any PDA profile you assign that Fund Code will be inactive until you set the Fund Code to status “Enabled”

HOW FUND CODES WORK:

  • To create a Fund Code or change its balance or alerts, go to the
    FUND CODE” tab under the “Admin” tab, then click “Edit Fund Code
  • To assign a Fund Code to a PDA profile, go to the “PROFILE” tab under the “Admin” tab, click “Edit Profile“, and select the appropriate Fund Code
  • You can assign whatever amount you want to each Fund Code, and you can change the balance whenever you want
  • The amounts you assign to Fund Codes are NOT tied to the actual funds available to your PDA account, and assigning funds to a Fund Code does NOT assign actual funds to your PDA account.  (To assign actual funds to your PDA account, contact customer_service@proquest.com)
  • A Fund Code’s balance is automatically reduced by the amount of each purchase or loan from all of your PDA profiles assigned that Fund Code
  • You can configure an alert for low or no Fund Codes funds, and include the email address(es) the alerts should be sent to
  • If a Fund Code’s balance is exhausted, all PDA profiles assigned that Fund Code will be automatically paused and made temporarily inactive till you replenish it
  • Your weekly PDA Trigger Report includes Fund Code information,
    see http://support.ebrary.com/kb/pda-trigger-report
  • You will receive separate PDA purchase invoices and loan invoices for each Fund Code
  • Fund Codes cannot be deleted

Fund Codes can also be used with non-PDA perpetual-access orders,
see http://support.ebrary.com/kb/fund-codes-orders

Admins: To create a new PDA or PDA+Loan profile

1.   Go to your ebrary site and sign in to your ebrary account

2.   Click the Admin tab, then ACQUISITION tab

3.   Click-to-select Patron Driven Acquisition (PDA)

4. OPTION A to limit by SUBJECT then PUBLISHER:

  • Click Find by Subject
  • Click to select the subject(s) to include (click + to narrow a subject further)
    Due to system limitations, avoid selecting all and then deselecting a few –
    It will result in the error message “Unfortunately, we couldn’t find any documents that match your search criteria. Please try again.”
  • Click Show Publishers
    Due to system limitations, avoid selecting all and then deselecting a few –
    It will result in the error message “Unfortunately, we couldn’t find any documents that match your search criteria. Please try again.”
  • Click to select the publisher(s) to include, or click “Select All Publishers” then click to remove specific publishers
  • OPTION 1 if your search criteria is complete, click Show Documents
  • OPTION 2 to narrow with additional search criteria, click Filter, enter search criteria, click Filter

…   OPTION B to limit using the usual ADVANCED SEARCH features:

  • Click Advanced Search
  • It should come up with the PDA eligible collection already selected
  • Enter search criteria
  • Click Search ebrary

5.   At this point, you will have a collection of titles that have met all your search criteria.  Select only the titles in this list that you want to make available in your PDA collection (or click Select All).

6.   Click Create PDA profile

7. Follow the prompts to name your profile, fill in your email, etc.

  • Be sure the PDA box is checked.
  • If you’re using fund codes, assign one.
  • You can choose the option of “Loans before purchase” to make this a PDA+Loan profile (except Loans are not available for Corporate or Government sites due to publisher restrictions):
    • If a title is Loan-eligible, triggerable use will cause it to be loaned; after max loans, triggerable use will cause it to be purchased
    • If a title is not Loan-eligible, triggerable use will cause it to be purchased right off
  • The email address(es) listed here will be notified for the following:
    • When the profile’s search criteria is auto-rerun, if new results matching the search criteria are found
    • When a loan is initiated, a notification email is sent
      • In the email, the recipient is given the option of purchasing the loaned title without further loans, removing it from the PDA discoverable list, or making no change
      • This email will also be sent to the email address(es) listed in the fund code if one is assigned to the profile

8.   Click Create.  For alert that non-PDA-eligible titles will be removed, click OK.

That’s it.  Your profile will have then been created!  It has a search criteria and a collection.  You can take a closer look at your collection (and narrow it further) by clicking the “View Collection” link in the PROFILE tab.  Your profile collection should only include titles you want your patrons to access and potentially trigger for purchase.

After completing the above steps, the titles in your PDA collection will be active on your ebrary site once:

  • ebrary’s Order Fulfillment team has designated funds to your PDA account
    (check this under the LOAN/PDA tab)
  • The profile’s associated fund code (if you assigned one) is enabled
    (check this under the FUND CODE tab)

And at that point you will also have access to the ebrary MARC records for all the titles in your collection.

Admins: To create a Loan-only or PDA+Loan profile that includes ONLY loan-eligible titles

To create a Loan-only or PDA+Loan profile that allows ONLY loan-eligible titles:

1. Go to your ebrary site and sign in to your ebrary account

2. Click the Admin tab, then ACQUISITION tab

3. Click to select “Loan” (this is important!)

4. Click “Advanced Search

  • It comes up with the “Loan eligible” collection selected, leave that
  • Add lines to enter additional search criteria
  • Click “Search ebrary

5. At this point, you will have a collection of titles that have met all your search criteria.  Select only the titles in this list that you want to make available in your Loan collection (or click “Select All”).

6. Click “Create PDA profile

If you don’t see that button, you may not have PDA admin privileges

7. Follow the prompts to name your profile, fill in your email, etc.

  • Click the checkbox for “Loans before purchase” and fill in the loan criteria
  • The email address(es) will be notified for the following:
    • When the profile’s search criteria is auto-rerun, if new results matching the search criteria are found
    • When a loan is initiated, a notification email is sent
      • In the email, the recipient is given the option of purchasing the loaned title without further loans, removing it from the PDA discoverable list, or making no change
      • This email will also be sent to the email address(es) listed in the fund code if one is assigned to the profile

8. Click “Create“.  For alert that non-PDA-eligible titles will be removed, click “OK

9. To create a Loan-only profile (such that after the maximum number of loans the titles will not be automatically purchased, but will instead be removed from the profile’s collection), then you’ll need to do the following:

  • Go to the PROFILE tab
  • Click the profile’s “Edit Profile” link
  • In the profile setup window, un-check the PDA box
  • If you set your profile up this way (i.e., as Loan only), you do not need to designate PDA funds as described below

You can take a closer look at your collection (and narrow it further) by clicking the “View Collection” link in the PROFILE tab.  Make sure your profile collection only includes titles you want your patrons to access and potentially trigger for loans and perhaps purchase.

If you have created a PDA+Loan profile, it won’t be active until ebrary’s Order Fulfillment team has designated funds to your PDA account (check this under the LOAN/PDA tab)

Once the profile is active, you will have access to the ebrary MARC records for all the titles in the collection

Note, Loans are not available for Corporate or Government sites due to publisher restrictions

Admins: To create a PDA profile from a pre-selected set of titles in your working list

First, to add titles to your working list, see

http://support.ebrary.com/kb/category/en/admin/workinglists

Once you have a particular set of titles in your working list, you can build a PDA profile that contains just those titles as follows:

1. Go to your ebrary site

2. Sign In using your username with PDA privileges

3. Click the Admin tab, then ACQUISITION tab

4. Click-to-select Patron Driven Acquisition (PDA)

5. Click Advanced Search

  • It should come up with the PDA eligible collection already selected

6. Set any search criteria you’d like, or none

  • Click Search ebrary for a search of all PDA eligible titles
  • Or, enter criteria such as “Publication date” is “2012” to “2099” to keep the results smaller and quicker, and then click Search ebrary

7. Without clicking-to-select any of the titles, click the Create PDA profile button

8. You’ll be alerted that your collection is empty, click Create

9. Follow the prompts to name your profile, fill in your email, etc.

  • Be sure the PDA box is checked
  • If you’re using fund codes, assign one
  • You can choose the option of “Loans before purchase” to make this a PDA+Loan profile (Loans are not available for Corporate or Government sites due to publisher restrictions):
    • If a title is Loan-eligible, triggerable use will cause it to be loaned; after max loans, triggerable use will cause it to be purchased
    • If a title is not Loan-eligible, triggerable use will cause purchase
  • Probably set the search frequency to 0 since this is a manual collection
  • The email address(es) will be notified for the following:
    • If the profile’s search criteria is auto-rerun and if new results matching the search criteria are found
    • When a loan is initiated, a notification email is sent
      • In the email, the recipient is given the option of purchasing the loaned title without further loans, removing it from the PDA discoverable list, or making no change
      • This email will also be sent to the email address(es) listed in the fund code if one is assigned to the profile

10. Click Create.  You now have a PDA profile with an empty collection

11. To add all the titles in your Working List to the profile’s collection:

a. Click the Search tab, then the LIST tab to see your Working List

b. Click Select All to select all the titles in your Working List

c. Click the Update Profile with Selection button

d. Select the PDA profile from the drop-down menu

e. Click Submit

f. You’ll be alerted if titles in the list aren’t PDA eligible

12. That’s it!  You now have a PDA profile with your pre-selected set of titles.

 

To review your PDA profile’s collection (with the option of narrowing it further or adding to it), click the View Collection link in the PROFILE tab

The titles in your PDA collection will be active on your ebrary site once:

  • ebrary’s Order Fulfillment team has designated funds to your PDA account
    (check this under the LOAN/PDA tab)
  • The profile’s associated fund code (if you assigned one) is enabled
    (check this under the FUND CODE tab)

… and at that point you will also have access to the ebrary MARC records for all the titles in your collection.