Admins: To get a list of new titles added to Academic Complete

Two ways to find out about new titles added to the Academic Complete subscription collection:
1. ebrary generates a list (actually a mini collection) of all new Academic Complete titles which we update quarterly when the bulk of new titles are added to Academic Complete.
  • You can also add additional search lines once there to filter for specific areas of interest.
  • If you want to export this list, the easiest is to edit the URL in the following way:  replace “academiccompletetitles” with your own ebrary site name.  That way, you’ll be viewing this list from your own ebrary site.  You can then sign in and export the list if you want.
2. Another alternative is to get each incremental set of new titles added to Academic Complete from your ebrary MARC records page.
  • Go to your ebrary MARC records page
  • Select “Academic Complete” under collections
  • Click the “Added MARCs” link on a recent dated/time-stamped line
  • You will get the MARC records for the titles added to Academic Complete since the previous dated/time-stamped line.

Admins: Using MarcEdit to split a huge MARC record file into smaller files

The following instructions describe how to use MarcEdit‘s utility MarcSplit to split a large MARC record file into smaller files for easier handling.

1) MarcEdit is a free program, downloadable from the web.  We recommend using the most recent version (v5.5 or newer).  To download MarcEdit or upgrade to the newest version, click:  MarcEdit

2) Once you’ve got MarcEdit installed, go to your ebrary MARC records page

3) Get your desired set of ebrary MARC records by selecting one or more specific collections if desired, then clicking a particular “Added MARCs” link

4) The MarcTools window will then either pop open, or you’ll need to open your MARC file in MarcTools

5) Once you have your MARC record file open in MarcTools:

  1. Select and copy the string shown in the “Input File” box
  2. Select “MarcSplit” from the “Tools” menu in the MarcTools window
  3. Click in the “Source File” box and paste the string you copied in step 5.1
  4. Click on the folder icon to the right of the “Destination Folder” box, pick a place to put the split MARC record files
  5. Fill in the “Records Per File” box (maybe try 4000, it’s your choice)
  6. Click the “Process” button
  7. Once it’s done and reports how many files it created, click “Close” button
  8. That’s it.  Go to the destination folder and find your split MARC record files

Admins: To upload a PDF as a DASH document

  1. Go to your ebrary
  2. Sign in using a username that has Admin-tab ordering privileges
  3. Click on the “Admin” tab, then the “DASH” tab
  4. Click the “Upload One Document” button (you also have the option of uploading multiples)
    1. You will be asked to agree to certain terms and conditions
    2. Alert!  If you are using Internet Explorer and have pop-ups blocked, the ebrary tab will close.  To get around this, either use a browser other than IE, or turn off pop-up blocker.
  5. Click the “Browse” button to find the PDF you want to upload
  6. If you leave the Status Live button selected, this document will be a live DASH document when you finish the setup
  7. Fill in the meta-data so that you can later search for this document (this can be modified later)
  8. Click the “Submit” button

Admins: Admin-tab privileges that we can assign to an authorized ebrary account username

The following are the admin-tab privileges we can assign to ebrary account usernames.  If you don’t already have an ebrary account, you’ll need to create one. Note: each admin should use their own ebrary account, it is fine for multiple admins to have overlapping admin-tab privileges, and these admin privileges will only be available on your ebrary site.

  • Order – Admin can place orders for perpetual access titles.
  • Recommend – Admin can recommend titles to be purchased (but not place orders unless they also have Order privileges).
  • Reports – Admin can access your site’s ebrary usage and holdings reports.
  • MARC – Admin can access your site’s ebrary MARC records.
  • Download – Admin can enable/disable download for single-user titles.
  • DASH – Admin can upload PDFs as DASH documents.  DASH also needs to be enabled for your ebrary site, and isn’t available for all sites.
  • PDA – Admin has full control over setting up Purchase Driven Acquisition (PDA) profiles that will likely result in the purchase of perpetual-access titles. PDA paperwork and funds must be in place for PDA collections to be active; to check on this aspect, contact customer_service@proquest.com.

 

Admins: Fund Codes for PDA

ebrary doesn’t automatically change your Fund Code balances.  ebrary will add funds to your PDA account as requested, but it is up to you to increase the balance of any associated Fund Codes as desired (unless you make a specific request for us to modify your Fund Code balance).

To be alerted if PDA or FUND CODE funds run low you must configure the alerts, see:  http://support.ebrary.com/kb/low-funds-alert/

Fund Codes are optional, but they can be a powerful tool to:

1. Track purchases by department

If you’re using Fund Codes solely for departmental tracking, and you don’t want those Fund Codes to accidentally run out of funds before your actual PDA account runs out of funds, you can set your Fund Code balance to a very large amount (such as $900,000)

2. Set a limit on the amount certain PDA profiles can spend

If, for example, the amount of actual funds allocated to your PDA account is $10,000, but you want a particular set of PDA profiles to spend no more than $7,000 of that total, you can create a Fund Code with a starting balance of $7,000 and assign that Fund Code to each of those PDA profiles. Then if purchases or loans from those PDA profiles exhaust the Fund Code’s balance, all PDA profiles assigned that Fund Code will be paused

3. Control when PDA profiles are active and when they’re paused

If, for example, you’re setting up your PDA profiles and you’re not ready for them to be live, you can create a Fund Code and set it to status “Paused”. Then any PDA profile you assign that Fund Code will be inactive until you set the Fund Code to status “Enabled”

HOW FUND CODES WORK:

  • To create a Fund Code or change its balance or alerts, go to the
    FUND CODE” tab under the “Admin” tab, then click “Edit Fund Code
  • To assign a Fund Code to a PDA profile, go to the “PROFILE” tab under the “Admin” tab, click “Edit Profile“, and select the appropriate Fund Code
  • You can assign whatever amount you want to each Fund Code, and you can change the balance whenever you want
  • The amounts you assign to Fund Codes are NOT tied to the actual funds available to your PDA account, and assigning funds to a Fund Code does NOT assign actual funds to your PDA account.  (To assign actual funds to your PDA account, contact customer_service@proquest.com)
  • A Fund Code’s balance is automatically reduced by the amount of each purchase or loan from all of your PDA profiles assigned that Fund Code
  • You can configure an alert for low or no Fund Codes funds, and include the email address(es) the alerts should be sent to
  • If a Fund Code’s balance is exhausted, all PDA profiles assigned that Fund Code will be automatically paused and made temporarily inactive till you replenish it
  • Your weekly PDA Trigger Report includes Fund Code information,
    see http://support.ebrary.com/kb/pda-trigger-report
  • You will receive separate PDA purchase invoices and loan invoices for each Fund Code
  • Fund Codes cannot be deleted

Fund Codes can also be used with non-PDA perpetual-access orders,
see http://support.ebrary.com/kb/fund-codes-orders