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

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: Title Report vs Site Activity Report, how “unique documents” are counted

The count for “Unique Documents” is different if you look at each month separately, or if you look at multiple months all together as one set.

When the Title Report is run over multiple months, it puts all the data together as one set and the number of titles on the report is the count of unique documents for the whole data set.

In contrast, when the Site Activity Report is run over multiple months, it reports on each month separately.

So you cannot compare the Unique Documents in the Title Report to those in the Site Activity Report for multi-month time periods because the Unique Documents count is different if you look at all the months in one pool versus each month separately.

For example, let’s say book X gets used several times in July and several times in August.  If you look at July and August separately, book X will count as 1 unique document in July and 1 in August.  But if you look at the whole time period July through August as one set, book X will count as just 1 unique document in that time period.

Admins: SUSHI protocols to access reports?

Currently, ebrary does not support SUSHI protocols to access reports.  We do, however, have it logged as feature request.

Admins: To filter a Category Report down to the primary categories, create a Pivot Table in Excel

To create a Category Report that is summarized at the Primary Category level, pull an ebrary Category Report, then open it in Excel and use the Pivot Table tool.

Detailed steps:

  1. Pull an ebrary Category Report for the desired period, choose “CSV” format
  2. Open the CSV file in Excel
  3. Delete the first three columns (“Year”, “Month”, “ChannelUsed”) so that “Category” is the first column
  4. Click the top-left cell, “Category”
  5. Under the “Insert” tab, click “PivotTable

  6. The data cells will likely be automatically selected and filled in as the “Table/Range” (if not, manually select the titles and data)
  7. Click “OK
  8. In the “PivotTable Field List” box over at the right, click the checkbox next to “Category”, this will set it as the Row Label

  9. Drag each of the usage headings, e.g. “PagesViewed”, “PagesCopied”, etc., to the “Σ  Values” box at the bottom-right

  10. The completed “PivotTable Field List” box should look like this:

  11. Click on the created Excel page and format as desired.  Note that the pivot table is in a new tab to the left of the original CSV report.