Admins: To modify the search criteria of an existing PDA profile

Go to your ebrary site and sign in to your account with PDA admin privileges, then:

  1. Under the PROFILE tab, select “Edit Profile” for that profile
  2. Click the “Edit Search Criteria” button (over at the right – you may need to scroll down to see it!)
  3. Change the search criteria as desired
  4. Click “Search ebrary” (Important!  This step is required to set the changes.)
  5. Click “Update Search Criteria” (over at the right) to save this new search criteria for the PDA profile.

Going forward, when you use the “Run Search” command for this PDA profile, or when the system automatically runs the search for this PDA profile, the new search criteria will be used.

Important note! If you’ve narrowed your search criteria, it does NOT automatically remove titles from your collection that do not meet the new restrictions.

If you’ve narrowed your search criteria and want to REMOVE titles from the collection, see

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: 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: 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

Admins: PDA FAQs

1. Do our PDA documents look different to our patrons?
No, to your patrons there is no difference between documents you have already purchased and documents in an active PDA collection(s).  Patrons are not informed that by accessing a particular document they might trigger the purchase of it.

2. How soon after adding a document to a PDA collection does it become available to our patrons?
Documents added to an active PDA collection are accessible to your patrons as soon as you complete the process of adding documents to the PDA collection.  For a PDA collection to be active, you need to have:

  • Your PDA paperwork in place
  • Your PDA funds in place
  • If there is a fund code associated with the PDA collection, it needs to be enabled and it need to have sufficient funds assigned to it (fund codes are completely independent of your actual PDA funds).

All documents in your active PDA profiles are accessible to your patrons.  Sufficient usage of a PDA document triggers its purchase.  When a purchase is triggered, the only change is behind the scenes.

3. We thought our PDA capability had been activated, but found it wasn’t – why not?
Your PDA profiles are not truly active until the proper paperwork and funds are in place.  Look under the LOANS/PDA tab.  If you see funds available there, then your paperwork and funds are in place.

4. When building a PDA profile, what’s the best way to screen out documents we already have in our ebrary subscription collections or ebrary perpetual archive (i.e., documents we’ve already purchased from ebrary)?
This is handled for you automatically when you are building your PDA profile.
The system will not allow PDA purchase of a document you already have in an ebrary subscription collection or in perpetual archive.

5. What does the “Run” command do?  Why do the results sometimes differ from the original results?
The “Run” command will run the search query that’s linked to the PDA profile.  It will show results that match the search query, but are not already in the PDA collection.  These consist of new documents that were not available when you created your PDA collection and/or documents that met your search criteria but that you decided not to include in your collection.

6. When a PDA purchase is triggered, does it generate a second MARC record to download?
As soon as your PDA collection was active, the MARC records for all the documents in the PDA collection were made available to you on your ebrary MARC records page.  There won’t be any additions to the MARC records when a purchase is triggered.

The only difference is that if, for example, you delete or disable your PDA profile, the MARC records for documents that had not been triggered as purchases would show up in your “Deleted MARCs” downloads, but the MARC records for documents that had been triggered as purchases would not be.