Admins: To re-run a search, then add to the collection only those titles that don’t match certain criteria

For example, let’s say you constructed your profile’s search criteria without publisher restrictions because there was just one publisher you didn’t want and the search string for that was too long for the ebrary system to handle.  But now, when you re-run your search, you only want to add the titles that are NOT by a particular publisher.  Here’s one way to do that:

Run the search, put the results in your working list, search your working list for the publisher(s) you don’t want and then remove that list of titles from your working list, then add everything that’s left in your working list to your profile collection.


1. First, go to the “Search” tab, then the “LIST” tab (which is your working list)
2. Click “Select All” then “Remove Selection from List” to clear out your working list

Your working list should now be empty

3. Go to the PROFILE tab
4. Click “Run Search” for the profile
5. Once the search has finished, click “Select All” and then “Add to Working List”

Your working list should now have all matches to your search criteria that aren’t yet in your profile.

6. Go to your working list (“Search” tab, “LIST”)
7. Click “Search Working List”
8. Enter the search criteria to select all the publishers you DON’T want
9. Click “Search”

The list of titles returned should be all the matches that you DON’T want, so…

10. Click “Select All”
11. Click “Remove Selection from List” to remove these from your working list

Click the “LIST” tab again to get back to your new-and-improved working list

Your working list should now have all matches that you DO want, so…

12. Click “Select All”
13. Click “Update Profile with Selection”
14. In the drop-down menu, select your profile
15. Click to select “Add”
16. Click “Submit”

That’s it, the matches minus the publishers you don’t want have been added to your collection.

If you want to look at your new-and-improved profile collection:

17. Click “Admin” tab, then “PROFILE” tab
18. Click “View Collection” for the profile

Note, if you were to do a “Run Search” again on that profile right away, it would only return titles by the publishers you don’t want.

Admins: To sum up the purchase price of all PDA discoverable titles

Get the Holdings Report for all your PDA collections (or for each PDA collection separately), selecting “Full Metadata”

Sum up the “List Price” column, and that’s pretty much the purchase price of your PDA discoverable titles.

For additional accuracy, if you have multiple PDA profiles:

  • A title might erroneously remain in one PDA collection even though it’s already been purchased (and removed from a different PDA collection)
  • So to be accurate, get the Holdings Report for your PDA collections (or for each profile separately), selecting “Purchase Data”.  Then sum up that “List Price” column, and deduct it from the total above.

Admins: PDA purchasing as single-user licenses, or the highest-user license available

Your PDA account is set to either purchase only single-user licenses, or to purchase the highest-user license available for each book:

  • If you request single-user-purchases, then every PDA-triggered purchase will be purchased as single-user.
  • If you request highest-user license available, then every PDA-triggered purchase will be purchased as the highest-user license available for that book:
    • If available as multi-user, it will purchase as that;
    • if not, but available as 3user, it will purchase as that;
    • if not, it will purchase as single-user.
  • Untriggered PDA discoverable titles will show as “Limited-user Title” until the title is triggered for loan or purchase, regardless of the purchasing model you’ve chosen (multi-user preferred, or single user).

To restrict a PDA profile to only include titles if they are available as multi-user:

  • In your PDA profile search criteria, add License Type is multi-user.
  • If you add this restriction AFTER you already generated your PDA collection, you’ll need to empty the collection and rebuild it:
    • Delete all titles from the collection:
      • “Profile” tab
      • “View Collection”
      • “Select All”
      • “Remove selection from Profile”
    • Re-run the search:
      • “Profile” tab
      • “Run Search”
    • Add the newly matching titles to your collection:
      • “Select All”
      • “Add to …”


Admins: “ebrary Profile Alert” emails

You will receive ebrary Profile Alert emails informing you of new ebrary titles that match your PDA profile search criteria (unless you’ve set the frequency to zero)

  • These titles are NOT automatically added to your profile collection
  • The email will show at most 60 new titles, but once you follow the link to the “Run Search” results, you will see all titles that match the profile’s search criteria and are not in the profile’s collection
  • Even titles you’ve excluded in the past will still be in this list, but the newest matches will be at the top

To add titles shown in the “ebrary Profile Alert” email to your PDA collection:

  1. From within the email, click the Update Profile link
  2. This will run your profile’s search criteria and show you the results
  3. To add titles to your collection, click the check-box to the left of each title (or Select Page or Select All)
  4. Once you’ve selected the titles you want to add, click the “+ Add To …” button (top left)
  5. Those titles will then be part of the profile’s PDA collection
  6. If your PDA collection is active, the MARC records for these titles will be available to you.  To access the MARC records right away, go to your ebrary MARC records page, click “Update MARC Data”, and a new line will appear that will include links to the MARC records for the added titles

To change the frequency or email address for the profile alert email:

  • Go to PROFILE tab, click Edit Profile link
  • Set frequency to zero to stop receiving alerts

Note, the Update Profile link in the email simply automates the following steps which you can do on your own at any time:

  • Go to your ebrary site and sign in
  • Go to Admin tab, PROFILE tab
  • Click Run Search for the profile

Admins: Best practices for viewing PDA titles (without causing triggerable usage)

If you view a document while in the ACQUISITIONS tab, it provides you a preview-only copy of the document and it won’t let you view more than is allowable in a preview setting.  And because it is showing you a preview-only copy, that usage does not count toward triggering it for loan or purchase.

However, if you add a document to a PDA collection, and that PDA profile is active, then that document becomes a “live” document – it is no longer a preview-only document.  If from the PROFILE tab you click “View Collection” you will have access to live documents.  If from there you open one of the live documents and use it sufficiently, it will trigger a loan or purchase.

The important distinction to keep in mind is that:

  • In the ACQUISITIONS tab you are viewing possible offerings.  They are always preview-only and you cannot affect a trigger there.
  • In the PROFILE tab, you may be viewing live collections and live documents. Opening and using a document in a live collection can trigger it.
    • If a collection is paused or otherwise not-active (i.e, your PDA account is not yet active), then the documents you see when you view the collection are preview-only documents and you will only be allowed to view the preview maximum. It won’t count as triggerable usage.

To demo without accidentally triggering titles, only use titles from “Collection” is “Purchased Titles” to restrict to titles you already own.  For example, to demo a particular feature using a sample document:

  1. Go to your ebrary site
  2. Click the “Advanced” link to bring up the advanced search options
  3. Select “Collection” then “Purchased Titles” from the drop-down menus
  4. Add other search lines if desired, or just click the “Search” button below
  5. The list of titles returned are titles you already own
  6. You can safely demo with any of the titles in that list and you won’t accidentally cause triggerable usage