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

To copy and paste (and optionally print) Notes in your ebrary Bookshelf

One of the easiest ways to copy a lot of notes and highlights at once is from your bookshelf tab as follows:

  1. Go to your ebrary site and sign in
  2. Go to your Bookshelf tab
  3. Drag over all the highlights and Notes
  4. Use control-c to copy them
  5. Go to a text document and paste

For the first several notes and highlights in each book, this will paste the full note and the first line of highlights into the text document.  You can then, for example, print the text document.

Admins: Remote access options

On-campus“, patrons can access your ebrary site without providing credentials if we’ve pre-validated your on-campus IP addresses (IP-authentication).

Off-campus“, patrons can access your ebrary site if you provide a remote access protocol requiring them to log in with a unique username/password or barcode.

REMOTE ACCESS OPTIONS

1. Proxy server:

  • If your institution/company uses a proxy server to provide access to online shared resources, we can work with you to easily configure it for ebrary. This is a desirable solution if your patrons are already familiar with their proxy server login credentials.  Typical proxy servers are EZproxy, WAM, and Squid.
  • For EZproxy servers, you can choose a Single Sign On (SSO) option that sends users through the proxy server to sign in to their personal ebrary account as well.  This method provides faster remote access than basic proxy access, and patrons typically appreciate needing only one set of login credentials.  (EZproxy v4.0+ is required, v5.0+ is preferred.)

2. OpenAthens or Shibboleth:

  • These authentication methods work particularly well if your patrons are already familiar with their login credentials.
  • To sign in to a personal ebrary account, users will be sent to the institution’s Athens or Shibboleth login page and must sign in there.
  • Shibboleth authentication is offered through the following federations:
    • UK Federation –  SP WAYFless access (UK)
    • InCommon Federation (USA)
    • German Federation – SP WAYFless access (Germany)
    • EduGate Federation (Ireland)
    • RedIRIS Identity Service (SIR, Spain)
    • eduID.cz Federation (Czech Republic)
    • GakuNin (Japan)
    • Check with support@ebrary.com for Shibboleth authentication availability in other regions.
  • Shibboleth authentication requires the following 2 attributes to be passed:
    1. This attribute is required:
      eduPersonScopedAffiliation
    2. And one of the three following attributes is required:
      eduPersonTargetedID
      eduPersonPrincipalName
      eduPersonPersistentID

3. VPN, Virtual Private Network:

  • ebrary works well with VPNs as long as they are not URL-rewriting.
    URL-rewriting VPN is not supported.

4. Referring URL:

  • If your institution or company website already offers a secure login for your patrons, we might be able to pre-validate users accessing ebrary from behind the login page.
  • You would put a link to ebrary on one or more of your webpages that can only be accessed after having signed in through your website’s secure login.  You would then give us the URL of that webpage, and we would pre-validate all users coming from that URL.  Your off-campus patrons would need to access ebrary using the link on that webpage.
  • It often works well to provide links to ebrary from behind the secure login of Course Management Systems such as BlackBoard or Moodle. (Note, Canvas is not an option at this point because of its https restrictions).  We would pre-authorize any users coming from http pages behind the login.
  • Important criteria for the webpage/URL to be used as a referring URL:
    • It must be an http URL (not an https URL)
    • It must only be accessible once a user has signed in.  (That is, if you paste the URL into a browser, it won’t take you there; it will either give an error or take you to the login screen)
    • There needs to be a direct link to the ebrary site on the page that’s setup as the referring URL
      • An imbedded URL will not work
      • Do not open the link in a frame or redirected through another URL
      • The link to ebrary needs to come through from the same session and the same window

5. ebrary-hosted Single Sign On, often referred to as RPA (for Remote Patron Authentication):

  • ebrary can host remote access for your ebrary site if you provide us with a file containing either:
    • A unique username and password for each patron
    • Or, a unique barcode for each patron (must be at least 6 digits)
  • This method requires patrons to use that same username/password or barcode to sign in to their personal ebrary account.
  • The library admin sends support@ebrary.com the list of username/passwords or barcodes to authorize.  The admin can request changes, additions, and deletions over time.
  • Users cannot manually change their own passwords; changes can only be made by the site’s admin, the admin submits changes to support@ebrary.com
    • This is consistent with industry-standard Single Sign On (SSO) implementations such as Shibboleth, Athens, and EZproxy SSO
  • Note RPA does not work smoothly with IE 10
    See http://support.ebrary.com/kb/rpa-ie10/

REMOTE ACCESS OPTIONS THAT DON’T WORK:

  • Apache proxy servers DON’T work well with ebrary.
  • VPNs that re-write the URL DON’T work with ebrary.