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.

Admins: To search for and remove specific titles from an existing PDA collection

A common reason to search for and remove titles from an existing PDA collection is to check for titles whose list price is over a particular amount.

  • If you’ve added a price threshold to your profile’s search criteria, you’ll likely want to remove titles over that amount that are already in your collection.
  • Or even if you’ve had a price threshold in the search criteria from the beginning, the price of books do sometimes go up – and titles already in the collection are not filtered by the profile’s search criteria.

Go to your ebrary site and sign in to your individual ebrary account that has PDA admin privileges, then:

  1. Under the PROFILE tab, select View Collection for that profile,
  2. Click the Search Collection button (over at the right)
  3. Enter your search criteria to find the kind of titles you want to remove, e.g.
    1. Publisher is XYZ
    2. List Price is 300.01 to 99999 (to remove all > $300)
      Don’t use more than about six digits of 9’s or the search won’t work
  4. Click to select individual titles (or use Select All)
  5. Click the Remove Selection from Profile button.

This will remove all selected titles from the profile’s collection.

Once you remove these titles from the PDA collection (assuming it’s an active PDA collection), your MARC records page can be updated to reflect these changes right away.  On your ebrary MARC records page, click “Update MARC Data”.  This will cause a new dated/time-stamped line to appear, and the deleted titles will be listed in the “Deleted Titles” and “Deleted Titles (Excel)” links on that line.

Note, the above steps 1-5 remove titles from your PDA profile collection, but they don’t change your profile’s search criteria.  If you haven’t already, you’ll likely want to change your profile’s search criteria so that searches going forward will have the restrictions.

Admins: To remove (or add) a list of docIDs from an existing PDA collection

Go to your ebrary site and sign in to your individual ebrary account that has PDA admin privileges, then:

1. Empty out your working list

  • Go to your working list (under the “Search” tab, under “LIST“)
  • Click the “Select All” link (to select all the titles in your working list)
  • Click the “Remove Selection from List” button
  • You now have an empty working list

2. Import the list of docIDs into your working list:

  • Open the file of docIDs and copy the list of docIDs
  • Go to your working list (under the “Search” tab, under “LIST“)
  • Click on “Import/Export
  • Paste in the copied list of docIDs
  • Click button to indicate docIDs
  • Click “Import
  • All the currently available docIDs from your list are now in your working list

3. Add or remove the contents of your working list from a profile

  • Go to your working list (under the “Search” tab, under “LIST“)
  • Click the “Select All” link (to select all the titles in your working list)
  • Click the “Update profile with selection” button
  • Select either “Addor Remove

That’s it, you’ve now added or removed any of those docIDs from your PDA collection.

Admins: To de-dupe a list of outside-of-ebrary titles from your profile collection(s)

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

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
    • Note, if there’s even a small difference in wording or punctuation, it won’t find the title, e.g., if you search for Dog, it won’t match Dogs
    • Note, if you search for title such as Dog, it will match all titles that have Dog in it, e.g., Dog Show, Dog and Cat Encyclopedia, etc.
  • Best practice recommendation:  If using  ISBNs or Titles, consider doing steps 1-11 twice – first using ISBNs, then using Titles.  Sometimes we won’t have the same ISBN number you have for a particular book, and following up with a de-dupe by Title might find some of those.

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

7. There will be an entry in your working list for each document in your pasted-in list that matches one that ebrary could provide on your site.

8. From your working list:

  • Select all
  • Click the “Update Profile with Selection” button

9. In the window that pops up:

  • Select the appropriate profile from the drop-down list
  • Click the “Remove” option
  • Click the “Submit” button

10. All the titles in your Working List have now been removed from that collection

11. Repeat steps 8 and 9 for each of your profile collections.

Note that if you re-run a profile’s search, and new titles are added to the profile’s collection, you will need to do de-dupe the collection again.

Admins: To add titles to an existing PDA collection

TO SEARCH FOR AND ADD SPECIFIC TITLES:

Begin as if creating a new PDA profile:

  • Go to your ebrary site and sign in to your admin-enabled ebrary account
  • Click the “Admin” tab, then “ACQUISITION” tab and
  • Click to select “Patron Driven Acquisition (PDA)
  • Click “Advanced Search
  • Enter your search criteria
    • For example, add a search line “Title” is “…fill in your title…”
  • Click “Search ebrary
  • Click to select title(s) in the list to add to your collection, or click “Select All” to select all the titles in the list

Then this is where the process differs from creating a new profile:

  • Click “Save Selection to Profile” button (far right)
  • Scroll down in window to section labeled: “Add Documents to an Existing Profile
  • Select desired profile collection (from drop-down list)
  • Click “Add Selected Documents

 

OR, TO ADD NEW TITLES THAT MATCH YOUR PROFILE’S SEARCH CRITERIA:

  1. Go to your ebrary site and sign in to your admin-enabled ebrary account
  2. Go to the “PROFILE” tab, click “Run Search” for the profile
  3. From the list of new matches, click to select the title(s) to add to the profile collection
  4. Click “+ Add to …” button (top left) to add the selected titles to the profile collection

 

You can then go to the PROFILE tab and click View Collection to see that the selected titles have been added to the collection.