Admins: Access to admin tools via the Admin tab on your ebrary site

The recommended access to your ebrary admin tools is via the “Admin” tab on your ebrary site.  The Admin tab is only visible when you’re signed in with an admin-enabled username.

  • If you haven’t already, create an individual ebrary account, see: http://support.ebrary.com/kb/to-create-ebrary-account/
  • Once you’ve created an account, contact support@ebrary.com to assign admin-tab privileges.  Be sure to include:
    • The username of your individual ebrary account
    • Your ebrary site name or the URL to your ebrary site
  • Once you’ve received confirmation that admin privileges have been assigned:
    • Go to your ebrary site (http://site.ebrary.com/lib/… )
    • Sign in to your individual ebrary account in the usual way
    • An “Admin” tab will appear to the right of your “Bookshelf” tab; the admin tools are under the Admin tab

Tools available to you vary based on admin privileges you’ve been assigned

  • Get your ebrary MARC records
  • Run your ebrary usage reports
  • Get your ebrary Holdings report
  • Modify download settings
  • Create and manage non-PDA profiles (essentially, saved searches)
  • If your ebrary site is set for placing orders or PDA (paperwork required):
    • View your site’s order history
    • Order perpetual access titles
    • Create and manage PDA/STL profiles
    • Create and manage fund codes
    • Modify Turnaway (e.g., Extended Access) settings

Admins: Usage Reports

ebrary provides:

  • Category Summary Report – Usage broken out by Primary BISAC category and subcategory
  • Site Activity Report – Summary of usage
  • Title Report – Usage by title
  • PDA Report – For current or past PDA customers
    • PDA Trigger Report – PDA/STL trigger data
    • PDA Usage Report – Usage for PDA/STL-triggered titles
  • COUNTER Reports – industry-standard reports, but they don’t fit perfectly the kind of data we collect.

Non-COUNTER reports are available for January 1, 2009 and forward.  They are not available for older dates.

COUNTER reports are available for April 1, 2013 and forward.  They are not available for older dates.

You can now report on usage that occurred as recently as the previous day – usage data is updated every night between midnight and 6 am Pacific Time.

For usage reports that list titles, only titles that had usage in that time period are listed.

Usage is collected for users accessing the ebrary site directly as well as for users accessing the ebrary site via a search in an online catalog.  Usage also includes federated search access.

 

Description of fields in the Title Report and the Summary Reports

 

  • User Sessions (now calculated the same for both these reports):  the number of times a title is opened and the user performs at least one copy, print, view (page turn), or download.  Opening a book only as far as the Detail Page is not counted.
  • Copies:  the number of times the InfoTools copy command is used
  • Prints:  the number of pages printed
  • Views: the number of page turns.  Opening a book only as far as the Detail Page is not counted.
  • Unique Documents (in the summary reports): the number of titles that were accessed.  If you run the Title Report for the same time period, the number of titles listed will be the same as the Unique Documents count.
  • Online Turnaways:  the number of times a users tries to access a single-user book that is already in use.  Only one turnaway is counted per book, per user session.
  • Chapter/Range Downloads: the  number of PDF downloads (not the number of pages downloaded)
    • Important! Once sites switch to the new reader, which most sites will have done by the end of 2014, chapter/range downloads are no longer counted separately; they are instead counted as prints.
    • Note, downloads were not available prior to November 2011
  • Full Title Downloads: number of full-document downloads through ADE
    • Note, downloads were not available prior to November 2011
  • Total Pages (in Title Report): the number of pages in the book – it is not usage related.
  • Publish Date (in Title Report): the date of the particular publication ebrary has, which can be significantly later than the date the book was originally published.

 

KNOWN ISSUES:

  • When viewing reports, the “HTML” option (which displays the report results in the browser) supports only 50,000 rows to be represented.
    • If your report is over 50,000 rows, it will be blank  when viewed in HTML.
    • In this case, choose either XML or Excel to view the report.

Admins: To upgrade a single-user (SUPO) book to three-user (3USER) or multi-user (MUPO) license

You can upgrade a book you own as single-user (SUPO), to a license that is three-user (3USER) or multi-user (MUPO) – as long as the book is available with that license.

Price calculation for upgrade =

Current 3USER or MUPO price  –  amount originally paid for the SUPO copy

 

To manually upgrade a single-user book , you’ll first need to find the book either using the Acquisition tab or using your working list, proceed as if to order the book, then select the upgrade option:

1. Go to your ebrary site and sign in with your admin-enabled username

2. Locate the book to upgrade using one of the following two approaches:

Approach 1:

a. Go to the “Acquisition” tab (under the “Admin” tab)

b. Click to select “Perpetual Access (purchase)

c. Click “Advanced Search” button

d. Set the search criteria:

– Set “Collection” to “All”  (NOT the default of “All Purchasable”)

– Set other criteria as needed to find the book to upgrade

– Click the “Search” button

e. Once you find the book to upgrade, click check box next to it

f. Click “Prepare to Order Selection

Approach 2:

a. Go to the “Search” tab, then the “LIST” tab

b. If you don’t already have the titles to upgrade in your working list,
see: Working Lists

c. Find the book to upgrade in your working list

d. Click check box next to the book you want to upgrade

e. Click “Prepare to Order Selection

3. Once on the Order Summary page, there should be a line indicating you already own the book

a. Click check box “1 title(s) your library owns with single-user access…”

b. Click “Next

4. You’ll be taken to a Document Selection page

a. Select to either purchase another single-user (SUPO) copy, or upgrade it to three-user (3USER) or multi-user (MUPO) license

b. Name the order (optional)

c. Assign a Fund Code (optional)

d. Select “Review Order

5. Review the order for accuracy and select “Submit Order

6. That’s it!

  • An order confirmation will be sent to the email address associated with your username
  • The order will be sent to ebrary’s Order Fulfillment Team for approval and invoicing.

 

Note that in the past, upgrading a license also incurred an additional percentage-based purchase license upgrade fee.  As of November 1, 2015, ebrary no longer charges an upgrade fee.  This policy will also carry forward to the coming Ebook Central platform.

Admins: Some ebrary books available for purchase with a 3USER (three-user) license

ebrary offers a 3USER perpetual license for some ebrary books.

If you purchase a book as 3USER, it is equivalent to purchasing 3 single-user copies, but at a significant cost savings.  Up to three users will be able to access the book at the same time.

For implications/settings regarding limitations on full-document downloading, see:
http://support.ebrary.com/kb/download-single-user-titles/

 

Important!  The 3USER purchase option is NOT available on the partners site, ONLY via the Admin tab on your ebrary site

Admins: “DASH!” retiring in December 2017: FAQs

Q:  What is ebrary DASH?

A:  DASH is a feature available to some customers on the ebrary platform. It enabled librarians to upload PDF content that they had rights to, into a special DASH collection, which would then be searchable by their patrons alongside other ebrary content they had licensed.

 

Q:  Who had access to DASH?

A:  The DASH functionality was available only to those ebrary customers that licensed an ebrary subscription.

 

Q:  Is DASH going to be available on Ebook Central?

A:  ProQuest has made the decision that it will not be; we carefully analyzed our customer’s usage of this functionality and it is very rarely used. Out of the large percentage of customers with subscriptions, a tiny fraction utilize the feature. We will continue to support DASH on ebrary, until Dec. 30, 2017.

 

Q:  I use DASH; what will happen when I am upgraded to Ebook Central?

A:  We have a number of alternatives for you to consider, depending on how you use DASH today, and your timeframe to transition to another solution:

 

If used for dissertations & theses: If you are using DASH to store and make available master’s theses and PhD dissertations, ProQuest has a free service that can take the place of DASH and provide access to graduate works for your authorized users.  The service, called “Dissertations & Theses @” provides the ability for ProQuest to host dissertations and theses from accredited universities and make the citations, abstracts, full text and any supplemental files (such as audio and video) available to the submitting university at no charge.  (Further information can be found here: http://www.proquest.com/products-services/dandt_shtml.html). In addition, the university’s graduate works are made available in the ProQuest Dissertations and Theses (PQDT) Global database and to 35 major subject and disciplinary indexes. (Further information about the ProQuest dissemination program can be found here: http://www.proquest.com/products-services/dissertations/graduate-schools-and-libraries.html)  Please email DAAPTeam@ProQuest.com for further information.

 

If used to provide access to student resources: you may want to consider RefWorks. Although RefWorks it is not a full replacement for DASH! it may be an option as a repository for your DASH! documents. RefWorks:

  • Has “Institutional Collection” feature which is a library-specific repository
  • Permits downloading, sharing, and viewing of documents
  • Stores documents in a folder
  • Has drag and drop feature to upload PDF’s
  • Automatically loads in meta-data for each PDF

If you already have an institutional license to RefWorks, you can access these features now. To learn more about RefWorks, we encourage you to speak to an account manager or check out our website at: http://www.proquest.com/products-services/refworks.html.

 

If you have an AVON subscription, you can have them hosted at no additional charge by Alexander Street.

 

If used to provide open access PDF’s beyond your own patron population: you may want to consider locating a more general digital repository. We can supply all of your DASH content back to you at any time, upon request (see next Q/A).
Q:  I have located a digital repository in my institution; how do I transfer my DASH docs to it?

A:  You just need to request that your DASH PDF’s be put onto a ProQuest FTP server, by sending an email to ebooksupport@proquest.com specifying your site ID and your DASH collection name and asking that they transfer your PDF’s to the FTP & provide you the credentials so that you can download all your docs. Once you are sent notification that they are posted to the FTP, you will have 21 days to retrieve them before they are deleted from the FTP server.

 

Q:  I’m not ready to decide where to put my docs, but I’m being upgraded soon; what should I do?

A:  Speak to your ProQuest representative, and you can request that they create a separate ebrary DASH site for you, prior to your upgrade—or simply email this request to: ebooksupport@proquest.com . You will need to specify the authentication method you would like for this separate site (or confirm you would like it to be the same as your current ebrary site). This site will contain only your DASH collection as of the time of your upgrade, and the collection will be static—you will not be able to edit or add to it, or download PDF’s from it (if you wish to download, request they be posted to an FTP, see question above). However the site will be accessible until Dec. 30, 2017—giving you extra time to decide the best place for these documents in the longer term.