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

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: 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:

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

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: “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