Admins: PDA purchasing as single-user licenses, or the highest-user license available

Your PDA account is set to either purchase only single-user licenses, or to purchase the highest-user license available for each book:

  • If you request single-user-purchases, then every PDA-triggered purchase will be purchased as single-user.
  • If you request highest-user license available, then every PDA-triggered purchase will be purchased as the highest-user license available for that book:
    • If available as multi-user, it will purchase as that;
    • if not, but available as 3user, it will purchase as that;
    • if not, it will purchase as single-user.
  • Untriggered PDA discoverable titles will show as “Limited-user Title” until the title is triggered for loan or purchase, regardless of the purchasing model you’ve chosen (multi-user preferred, or single user).

To restrict a PDA profile to only include titles if they are available as multi-user:

  • In your PDA profile search criteria, add License Type is multi-user.
  • If you add this restriction AFTER you already generated your PDA collection, you’ll need to empty the collection and rebuild it:
    • Delete all titles from the collection:
      • “Profile” tab
      • “View Collection”
      • “Select All”
      • “Remove selection from Profile”
    • Re-run the search:
      • “Profile” tab
      • “Run Search”
    • Add the newly matching titles to your collection:
      • “Select All”
      • “Add to …”


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

Admins: Best practices for viewing PDA titles (without causing triggerable usage)

If you view a document while in the ACQUISITIONS tab, it provides you a preview-only copy of the document and it won’t let you view more than is allowable in a preview setting.  And because it is showing you a preview-only copy, that usage does not count toward triggering it for loan or purchase.

However, if you add a document to a PDA collection, and that PDA profile is active, then that document becomes a “live” document – it is no longer a preview-only document.  If from the PROFILE tab you click “View Collection” you will have access to live documents.  If from there you open one of the live documents and use it sufficiently, it will trigger a loan or purchase.

The important distinction to keep in mind is that:

  • In the ACQUISITIONS tab you are viewing possible offerings.  They are always preview-only and you cannot affect a trigger there.
  • In the PROFILE tab, you may be viewing live collections and live documents. Opening and using a document in a live collection can trigger it.
    • If a collection is paused or otherwise not-active (i.e, your PDA account is not yet active), then the documents you see when you view the collection are preview-only documents and you will only be allowed to view the preview maximum. It won’t count as triggerable usage.

To demo without accidentally triggering titles, only use titles from “Collection” is “Purchased Titles” to restrict to titles you already own.  For example, to demo a particular feature using a sample document:

  1. Go to your ebrary site
  2. Click the “Advanced” link to bring up the advanced search options
  3. Select “Collection” then “Purchased Titles” from the drop-down menus
  4. Add other search lines if desired, or just click the “Search” button below
  5. The list of titles returned are titles you already own
  6. You can safely demo with any of the titles in that list and you won’t accidentally cause triggerable usage

Admins: PDA FAQs

1. Do our PDA documents look different to our patrons?
No, to your patrons there is no difference between documents you have already purchased and documents in an active PDA collection(s).  Patrons are not informed that by accessing a particular document they might trigger the purchase of it.

2. How soon after adding a document to a PDA collection does it become available to our patrons?
Documents added to an active PDA collection are accessible to your patrons as soon as you complete the process of adding documents to the PDA collection.  For a PDA collection to be active, you need to have:

  • Your PDA paperwork in place
  • Your PDA funds in place
  • If there is a fund code associated with the PDA collection, it needs to be enabled and it need to have sufficient funds assigned to it (fund codes are completely independent of your actual PDA funds).

All documents in your active PDA profiles are accessible to your patrons.  Sufficient usage of a PDA document triggers its purchase.  When a purchase is triggered, the only change is behind the scenes.

3. We thought our PDA capability had been activated, but found it wasn’t – why not?
Your PDA profiles are not truly active until the proper paperwork and funds are in place.  Look under the LOANS/PDA tab.  If you see funds available there, then your paperwork and funds are in place.

4. When building a PDA profile, what’s the best way to screen out documents we already have in our ebrary subscription collections or ebrary perpetual archive (i.e., documents we’ve already purchased from ebrary)?
This is handled for you automatically when you are building your PDA profile.
The system will not allow PDA purchase of a document you already have in an ebrary subscription collection or in perpetual archive.

5. What does the “Run” command do?  Why do the results sometimes differ from the original results?
The “Run” command will run the search query that’s linked to the PDA profile.  It will show results that match the search query, but are not already in the PDA collection.  These consist of new documents that were not available when you created your PDA collection and/or documents that met your search criteria but that you decided not to include in your collection.

6. When a PDA purchase is triggered, does it generate a second MARC record to download?
As soon as your PDA collection was active, the MARC records for all the documents in the PDA collection were made available to you on your ebrary MARC records page.  There won’t be any additions to the MARC records when a purchase is triggered.

The only difference is that if, for example, you delete or disable your PDA profile, the MARC records for documents that had not been triggered as purchases would show up in your “Deleted MARCs” downloads, but the MARC records for documents that had been triggered as purchases would not be.

Admins: Valid ISBN numbers for “importing” to ebrary

You can import a list of ISBN numbers to see if they are available on ebrary.  However, the ISBNs must be in certain formats.

Valid ISBN formats:

  • 9 digits followed by an X
  • 10 digits
  • 13 digits
  • no dashes, spaces, colons, etc.