Admins: Your weekly “PDA Trigger Report”

The “PDA Trigger Report” is emailed every Thursday to the admin(s) on file.
If you are not receiving a weekly PDA trigger report and should be, email support@ebrary.com.

The messaging in the email cover letter includes:

  • Total $ amount your site has spent on PDA purchases (perpetual access licences or loans) from beginning – not limited to past 12 months
  • Number of PDA purchases (perpetual access licences or loans) from beginning – not limited to past 12 months

The report now consists of TWO separate tabs:

1. PDA Orders” tab shows the trigger and purchase data for all your PDA discoverable titles that have been purchased as either perpetual access or as a loan within the last 12 months.  This tab is sorted by descending Purchase Date, with the most recent purchases at the bottom.

  • The left-most columns are basic identifying details about the title:
    ebrary DocID, ISBN Print, ISBN Electronic, Title
  • Next are the trigger and purchase details:
    • Trigger type:
      • View, Copy, Print, Chapter Download, or Full Download
    • Type of purchase:
      • STL – 1day(s) = one-day loan
        STL – 7day(s) = one-week loan
        SUPO = single-user perpetual access license
        MUPO = multi-user perpetual access license
    • Price components:
      • The title’s single-user perpetual-access list price
      • The purchase multiplier for this particular purchase
        <100% for loans, 100% for SUPO, >100% for MUPO
      • The computed price for this purchase
  • The right-most columns are additional identifying details about the title:
    Publisher, Year Published, LC Call Number, etc.

2. Title Usage” tab shows usage data for the PDA discoverable titles that have been triggered and purchased as either perpetual access or as a loan AND have had usage within the past 12 months.

  • Once a title is triggered, we show all usage for it on the “Title Usage” tab – even the trigger-event usage and any ‘free’ usage on the title prior to it being triggered.

Admins: Using Admin-tab tools to search for and order a title

These are the basic steps to search for and order a title:

  1. Go to your ebrary site
  2. Sign in using a username that has Admin-tab ordering privileges
    For admin privileges, see http://support.ebrary.com/kb/admin-tools
  3. Click on the “Admin” tab, then the “ACQUISITIONS” tab
  4. Click on “Perpetual Access“, then click the “Advanced Search” button
  5. It should come up with the “All Purchasable” collection already selected
    IMPORTANT! To purchase titles already on your ebrary site, you need to change the collection to “All” (instead of “All Purchasable”)
  6. Set your search criteria.  Click the + sign to add additional search lines
  7. Select “Search ebrary” down below the search criteria
    For prices to show, click the “Long” button to see full info for each title
  8. Click to select each title you want to order as perpetual access
  9. Click the “Prepare to Order Selection” button.
  10. The system will then tell you which titles are available, etc.,
    click “Next
  11. You’ll then be on a page titled “Select Documents to Order”,
  12. click to select SUPO, 3USER or MUPO for each title
    (Note, some titles are not offered as 3USER or MUPO.)
  13. Click “Review Order
  14. This is the final step before actually placing the order…
    if you click “Submit Order“, the titles will be ordered

Note:  if you purchase a title that’s already on your site in a subscription collection, the URL will remain the same and you will not be sent a duplicate MARC record.

Note: The $ icon shows next to purchasable titles that you do NOT already have on your ebrary site.

Note:  you can check the status of all orders using the “ORDERS” tab.

 

Admins: Ordering titles by first building a list in your Working List, then ordering the list

Note that while the working list is under the “Search” tab, you’ll actually be using the “Admin” tab and “ACQUISITION” tab to find the items to order.

1. Go to your ebrary site at http://site.ebrary.com/lib/xxxxx

where xxxxx is your ebrary site name (often same as domain name)

2. Sign In using a username that has admin-tab ordering privileges

3. First, from the “Search” tab, empty out your Working List:

a) Click on the “Search” tab

b) Click on the “LIST” tab

c) Click on “Select All”

d) Click on the button above that says “Remove Selection from List”

Now your Working List is empty.

4. Then use the “ACQUISITION” tab to search the “All Purchasable” collection, one-by-one, for the titles you want to order, and as you find them add them to your Working List:

a) Click on the “Admin” tab, then the “ACQUISITION” tab

b) Click on the box “Perpetual Access (purchase)”, then click the “Advanced Search” button

c) It should come up with the “All Purchasable” collection already selected

d) Set a search line to search by “Title” and enter the title you’re looking for

e) Select “Search ebrary” down below the search criteria

f) Note, for prices to show here, you’ll need to click on the “Long” button so that you see the full info for each title.

g) Click to select the check box to the left of the title you’d like to purchase.

h) Click the “Add Selection to Working List” button.

5. Repeat 4d-4h to add each title you want

6. Once you’ve added all the titles you want to order to your Working List, go to your working list and review the list to make sure you want all those titles:

a) Click on the “Search” tab

b) Click on the “LIST” tab

c) Check to make sure you want to purchase all the titles on the list (if not, click the titles you don’t want and then click the Remove Selection button)

7. Order all the titles on your working list:

a) Click “Select All”

d) Click on the button above that says “Prepare to Order Selection”

8. The system will then tell you which titles are available, etc., click “Order available documents”

9. You’ll be on a page titled “Select Documents to Order”, click to select SUPO, 3USER or MUPO for each title.  (Note, some titles are not offered as 3USER or MUPO.)

10. Click “Review Order”

11. This is the final step before actually placing the order.  If you click “Submit Order”, these titles will be ordered.

Note:  if you purchase a title that’s already on your site in a subscription collection, the URL will remain the same and you will not be sent a duplicate MARC record.

Note:  you can check the status of all orders using the “ORDERS” tab

 

 

Admins: Uploading a list of books, then ordering that list

First, go to your ebrary site and sign in using an admin-enabled username.

 

1. Clear your working list as follows:

  • Go to the Search tab (not the Admin tab)
  • Click on the LIST tab
  • Click “Select All
  • Click the “Remove Selection from List” button

Your working list should now be empty.

 

To import a list of books:

2. Still in your working list, click the “Import/Export” button at the far right

3. Paste in a list of one of the following:

  • A list of ebrary docIDs (the most reliable)
  • A list of ISBN numbers (use multipe ISBN numbers for the same document if you have them, e.g. hardback, paperback, ebook ISBN)
  • A list of Titles (if there’s even a small difference in wording or punctuation, it won’t find the title)

4. Select the corresponding type by clicking the radio button for either ISBNs, Titles, or ebrary Doc IDs

5. Click the “Import” button.  It will tell you how many titles were successfully imported to your working list.  Note that it will only import titles that are either active titles on your site, or titles that are purchasable on your site.

6. Click the “Return to Working List” button

There will be an entry in your working list for each book in your pasted-in list that matches one that ebrary would be able to provide on your site.

 

To place an order for some or all of the titles in your working list:

7. Click “Select All” to select all the titles in your list, or click the check box of only certain titles

8. Click on the button “Prepare to Order Selection

9. You’ll be told which titles are available, etc., click “Order available documents

10. You’ll be on a page titled “Select Documents to Order”, click to select SUPO, 3USER or MUPO for each title. (Note, some titles are not offered as 3USER or MUPO.)

11. Click “Review Order”

12. This is the final step before actually placing the order.  If you click “Submit Order”, these titles will be ordered.

 

Note:  if you purchase a title that’s already on your site in a subscription collection, the URL will remain the same and you will not be sent a duplicate MARC record.

Note:  you can check the status of all orders using the “ORDERS” tab

Admins: If your PDA account runs out of funds…

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

If your PDA account runs out of funds, the PDA account will be suspended:

  • All the profiles with their search criteria and collections will remain in place and look the same, but the PDA account will be suspended.
  • All the titles in the profile collections that have not already been purchased (and are not otherwise available on your site), will then no longer be available to patrons.
    • That is, if a patron tries to access one of those titles by direct link, they will get a “Document not found” error.
    • One caveat is that if they are signed in to their personal ebrary account, they will be shown a preview-copy of the document.
      • They may not realize it is a preview copy unless they try to page through the content of the book; after about two pages, they will receive a notice they are viewing a preview-only copy.
  • Once a PDA account is suspended, the MARC deletes for all the titles in your profile collections will be available.  However, if you add funds and your PDA account is re-enabled before you click (or an auto run is done of) the “Update MARC data” button, then you won’t get MARC deletes and MARC adds – because there won’t be any net difference.

If there are titles that were triggered for purchase, but could not be purchased because the account ran out of funds:

  • The titles will remain triggered, but will not be purchased until additional funds are added to the PDA account.
  • These triggered but not purchased titles will show up on the trigger report with a status “error_nsf” for insufficient funds.

To add funds to your PDA account, contact customer_service@proquest.com