Admins: The Holdings Report provides info for all titles on your ebrary site

This report can be used to export a list of all titles on your ebrary site – or a sublist by collection(s) – and with optional levels of detail about each title.

The Holding report is accessible either on the partners site or via the Admin tab on your ebrary site.

From the Holdings report page:

  • Under “Please Choose Collection(s)”, select desired collection(s) or “All”
  • Select desired Export Type:
    • ISBN Combined:
      All available ISBNs (print, electronic, other) combined in single column
    • Basic Metadata:
      ebrary DocID, ISBN print, ISBN electronic, ISBN other, ISSN, OCLC number
    • Basic Metadata with Links:
      Basic Metadata, plus…
      Document URL
      Cover URL (omitted if no cover image)
    • Full Metadata:
      Basic Metadata with Links, plus…
      Title, Author, Publisher/Imprint, Year Published, Edition, LC Call, MARC Available, Document Type, Document Pages, Available License, List Price
    • Purchase Data – Restricts to only your purchased titles
    • Purchase Data, Full Metadata – Restricts to only your purchased titles
  • Click to include column headers
  • Click “Export Holdings”

The report will be provided in a tab-separated text file that we recommend opening in Excel for readability (you can import it to Excel using the Import Wizard, or right-click the downloaded file and select the option to open it in Excel).

To get a list of all purchased titles on your ebrary site:

  1. From the Holdings Report page, under “Please Choose Collection(s)”, click either “All” or “All Perpetual” or don’t select any of the collections.
  2. Choose the option “Purchase Titles with Full Metadata”
  3. Click to include column headers
  4. Click “Export Holdings”
  5. That will give you a list of all the titles you’ve purchased on your ebrary site

Titles that have been upgraded from SUPO to MUPO show the full transactional data.  That is, there is a separate line for each of the following:

  • The initial purchase of the SUPO copy
  • The credit of the SUPO copy, which is listed as a negative number in both the Purchase Quantity and Purchase Price columns
  • The purchase of the MUPO copy

If a PDA account or profile is disabled/paused for any reason, the unpurchased titles in the PDA profile(s) are immediately inaccessible to users.

If a user searches for books on the ebrary site, the search results won’t include books in PDA profiles that aren’t active.

If a user clicks on a link to a previously PDA-eligible book (perhaps one they saved in their bookshelf, or one that is still in the library’s catalog), then:

  • If the user is not signed in to their personal ebrary account when they click on the dead link, they will get a “Document not found” error.  (Just as they would if they tried to open a link to a book that had been, but no longer is, in a subscription collection on their site.
  • If the user is signed in to their personal ebrary account when they click on the dead link, they will first be shown a preview copy of the book.  They can page through the front and back matter and up to 2 pages of a chapter, but at that point they will be alerted they are viewing a “Preview Only” title.

Reasons a PDA account or profile might not be active:

  • No service contract:  Before a PDA account can be active, you need to work with to set up a service contract and allocate funds.  If that hasn’t been done, the PDA account will not be active.
  • Ran out of allocated funds:  If an active PDA account runs out of allocated funds, all PDA profiles on the site will be paused.  To re-activate the PDA account, you would need to contact to allocate additional funds.
  • Not a PDA profile:  If you un-click both the “PDA” checkbox and the “Loans” checkbox in a profile’s “Edit Profile” window, the profile will not be an active PDA profile.
  • Fund Code ran out of funds:  If you assigned a Fund Code to one or more PDA profiles and the Fund Code balance runs out, then all associated PDA profiles will be paused.  Fund Code amounts are wholey determined by you, so you can easily fix this by upping the balance of the Fund Code.


Admins: To correct the display of ISBN numbers that are showing in Excel as 9.78E+12

When a file with ISBN numbers is opened in Excel, it may default to showing the ISBN numbers in “scientific notation”.  This is just a display issue.

To make ISBN numbers display correctly:

  1. Highlight the column or columns
  2. Set the type to “Number” (instead of “General”)
  3. It automatically adds two decimal place zeros that you need to get rid of:
    Click the icon of  “.00 to .0″
    Click it again
  4. The ISBN numbers should now be showing as long numbers.

Admins: Turnaways and Extended Access – Overview

Turnaway prevention (aka “Extended Access”) allows an administrator to set rules for a sought-after, but in-use, single-user title to initiate a just-in-time loan, upgrade, or additional purchase – thereby extending availability on demand.

If a book is purchased under a single-user license (regardless of how it was acquired: direct purchase or PDA purchase) it can only be accessed by one patron at a time.  If a patron tries to access a single-user book that’s already in use (or if the site has several single-user copies of the same book and they are all in use), the patron is turned away with the message:  “Sorry, this ebook is already in use”.

With Turnaway Prevention enabled, your institution will automatically provide either a loaned or additional purchased copy of the book.

  • If you would like to simply experiment with Extended Access, you can choose to receive notifications. This is enabled on your site by default but you must turn it on by specifying  email recipient(s) who will receive a daily email summarizing the turnaways (if any) that occurred that day
  • Turnaway Prevention: once enabled, you specify how you would like turnaways to be prevented by choosing one or multiple options among:
    • A short term loan of another copy
    • An upgrade of the title to the next level (3USER or multi-user)
    • A purchase of an additional single-user copy

Click here for setup details.

Both notification and prevention options are managed under the Admin tab’s TURNAWAYS tab

Administrative setup:

  • If you are participating in ebrary’s PDA program, prevention is not enabled by default and you must contact to enable it.
  • Otherwise,  you must sign an Extended Access pledge form. Your ProQuest Account Manager will assist you with this process.

Turnaway prevention is currently only available for the Academic market (i.e., it is not available for corporate sites).

Turnaway prevention currently does not apply to titles provided by a consortium.


Admins: Extended Access – Preventing Turnaway

Extended Access helps prevent users being turned away from an ebrary book in cases where the book was purchased with a limited-user license and is in use by another user.

If all copies of a book purchased as 1-user or 3-user license are already in use when another user tries to access it, ebrary can make that book available to the user by either:

  1. Creating a short-term loan for an additional copy of the book
  2. Upgrading to a multi-user license of that book (if available)
  3. Purchasing an additional 1-user copy of the book

An admin configures the “Extended Access” rules to specify the automated action that should occur.

Extended Access does NOT apply in the following cases (that is, patrons will continue to experience turnaways even if Extended Access Turnaway Prevention is active on the ebrary site):

  • Titles currently provided as an STL (Short-term loan)
  • Titles provided by a consortium

To configure Extended Access for your ebrary site:

Go to your ebrary site, sign in with your admin-enabled username, click the Admin tab, then the TURNAWAYS tab. The screen shot of the 3 configuration options:

  • The “Maximum list price” refers to the 1-user price.
  • For “Maximum list pricedon’t enter a dollar sign – it causes an error.
  • If a Fund Code is entered, it will be applied to all extended access loans, upgrades, and purchases.  Best-practice recommendation: create a Fund Code called “Turnaway” so that you can easily identify these loans and purchases.
  • Maximum number of Loans” puts a cap on how many consecutive loans will be made before moving on to the purchase options.  Please note, there can only be one loan active on a title at a time.  So once a title is loaned and in use, and another user tries to access it, they will be turned away – that is, a second loan will NOT be initiated on a title that is already being loaned.
  • Maximum number of SUPO copies” puts a cap on total number of 1-user copies for a given document.  If your ebrary site reaches that number of 1-user copies, no additional copies will be triggered as part of turnaway prevention.

To disable Extended Access at any time, un-check the box “Enable turnaway prevention”