Admins: Using Admin-tab tools to recommend titles for purchase

If an admin has “Recommend” privileges but not “Order” privileges, they can create an order but not submit it.  The process is exactly the same until the final step when they only have the option to “Save Order for Approval”.

  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. Click on the “Admin” tab, then the “ACQUISITIONS” tab
  4. Click on “Perpetual Access“, then click the “Advanced Search” button
  5. It should come up with the “All Purchasable” collection already selected
    IMPORTANT! To purchase titles already on your ebrary site, you need to change the collection to “All” (instead of “All Purchasable”)
  6. Set your search criteria.  Click the + sign to add additional search lines
  7. Select “Search ebrary” down below the search criteria
  8. For prices to show, click the “Long” button to see full info for each title
  9. Click to select each title you want to recommend
  10. When you have all the titles selected that you want to recommend,
    click the “Prepare to Order Selection” button
  11. The system will then tell you which titles are available, etc.,
    click “Order available documents
  12. You’ll then 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)
  13. Click “Review Order
  14. Click the “Save Order for Approval” button

Admins with “Order” and/or “Recommend” privileges can check the status of all orders using the “ORDERS” tab.  Orders saved for approval have status “Open“.

Admins with “Order” privileges can submit “Open” orders:

  • Under the “ORDERS” tab, click on the title of the “Open” order
  • Click “Review Order
  • Click “Submit Order

Admins with “Order” privileges can also delete “Open” orders:

  • Under the “ORDERS” tab, click the “Delete” button for the “Open” order

 

 

 

Admins: To share your Working List with another admin

You can share titles in your Working List with another ebrary admin by saving your Working List to a bookshelf folder, then emailing or sharing that bookshelf folder with your colleague:

1. Go to your regular ebrary site and sign in to your admin-enabled personal ebrary account

2. Click on the “Search” tab, then on “LIST” to view your Working List

3. Click “Select all” to select all the titles in your Working List (or just select specific titles individually)

4. Click the “Save Selection to Bookshelf” button and follow the prompts to create a new folder to save them into

5. Go to your “Bookshelf” tab and click on the new folder to open it

6. You can then click either the button to “email the folder” or “share the folder”

  • If you “email the folder” the recipient will get a snapshot of what was in the folder when you sent it
  • If you “share the folder”, they will see the up-to-date version with any changes you might make to the contents of the folder

7. The other admin can then open the link you emailed them to view the contents of the folder

8. The other admin can sign in to their admin-enabled personal ebrary account and from their Bookshelf tab, click the “Save to Working List” button to upload the contents of the folder to their Working List

Admins: Fund Codes for Perpetual-Access Orders

Fund Codes are a powerful tool for tracking purchases by department and can also be used to limit spending:

  • Use of Fund Codes is optional: you can create none, one, or several Fund Codes (note, Fund Codes cannot be deleted)
  • You can assign whatever amount you want to each Fund Code, and you can change the balance whenever you want
  • A Fund Code’s balance is automatically reduced by the amount of each purchase you assign it to
  • To be alerted if FUND CODE funds run low you must configure the alerts, see:  http://support.ebrary.com/kb/low-funds-alert/
    • Once a Fund Code’s balance is exhausted, the Fund Code will be paused
    • You will receive separate invoices for each Fund Code
    • To create a Fund Code or change a Fund Code’s balance, go to the
    • FUND CODE” tab under the “Admin” tab
    • To assign a Fund Code when placing an order via the Admin-tab tools, before clicking the “Review Order” button, assign a Fund Code using the drop-down menu near the top left
      • Only active Fund Codes appear in the list, so if a Fund Code’s balance has been exhausted, you will not be able to assign it
      • If the order will exceed the Fund Code’s balance, you will be alerted and will be able to modify your order or Fund Code balance
    • Fund Codes can also be used with PDA profiles,
      see http://support.ebrary.com/kb/fund-codes-pda

    Admins: To rebuild a collection using a profile’s new search criteria – i.e., remove all titles, re-run the search criteria, add the results

    If you change a profile’s search criteria and you want the titles in that profile’s collection to be limited to only the titles that match the new search criteria, you will need to delete all titles currently in the profile’s collection, then re-run the profile’s search criteria and add the matches to the profile’s collection.

    To delete all titles currently in the profile’s collection:

    1. Go to the PROFILE tab
    2. Click “View Collection” for the profile
    3. Click “Select All
    4. Click “Remove Selection from Profile

    To re-run the profile’s search criteria and add the matches to the profile’s collection:

    1. Go to the PROFILE tab, click “Run Search” for the profile
    2. From the list of new matches, click “Select All” or select only the title(s) you want to add to the collection
    3. Click the “+ Add to …” button (top left) to add the selected titles to the profile’s collection

    You can then go to the PROFILE tab and click View Collection to see that the selected titles have been added to the collection.

     

    Admins: ebrary can alert you when your PDA and/or FUND CODE funds run low or run out

    You can separately configure to be alerted by email in the event:

    I. PDA funds run low or run out

    II. FUND CODE funds run low or run out.

    No alerts are sent unless you configure them!

    I. To configure an alert regarding your PDA funds:

    1. Go to your ebrary site and sign in with your admin-enabled username
    2. Click the “Admin” tab, then “LOAN/PDA” tab (this takes you to “PDA” tab)
    3. Click the “Configure alerts” link
    4. Check the box(es) for the type of alert you want
    5. If you check “…balance is below” box, enter $ amount for low-funds point
      Note: amount must be entered without formatting: 3000 not $3,000.00
      To later edit settings, must change amount back to an unformatted number
    6. Fill in the email address(es) for the alert recipients
    7. Click “Save

    II. To configure an alert regarding your FUND CODE funds:

    1. Go to your ebrary site and sign in with your admin-enabled username
    2. Click the “Admin” tab, then the “FUND CODE” tab
    3. Click the “Edit Fund Code” link for a specific Fund Code
    4. Check the box(es) for the type of alert you want
    5. If you check “…balance is below” box, enter $ amount for low-funds point
      Note: amount must be entered without formatting: 3000 not $3,000.00
    6. Fill in the email address(es) for the alert recipients
    7. Click “Submit

    Note, if you have multiple Fund Codes, repeat steps 3-7 for each one.