Admins: Turnaways and Extended Access – Overview

Turnaway prevention (aka “Extended Access”) allows an administrator to set rules for a sought-after, but in-use, single-user title to initiate a just-in-time loan, upgrade, or additional purchase – thereby extending availability on demand.

If a book is purchased under a single-user license (regardless of how it was acquired: direct purchase or PDA purchase) it can only be accessed by one patron at a time.  If a patron tries to access a single-user book that’s already in use (or if the site has several single-user copies of the same book and they are all in use), the patron is turned away with the message:  “Sorry, this ebook is already in use”.

With Turnaway Prevention enabled, your institution will automatically provide either a loaned or additional purchased copy of the book.

  • If you would like to simply experiment with Extended Access, you can choose to receive notifications. This is enabled on your site by default but you must turn it on by specifying  email recipient(s) who will receive a daily email summarizing the turnaways (if any) that occurred that day
  • Turnaway Prevention: once enabled, you specify how you would like turnaways to be prevented by choosing one or multiple options among:
    • A short term loan of another copy
    • An upgrade of the title to the next level (3USER or multi-user)
    • A purchase of an additional single-user copy

Click here for setup details.

Both notification and prevention options are managed under the Admin tab’s TURNAWAYS tab

Administrative setup:

  • If you are participating in ebrary’s PDA program, prevention is not enabled by default and you must contact customer_service@proquest.com to enable it.
  • Otherwise,  you must sign an Extended Access pledge form. Your ProQuest Account Manager will assist you with this process.

Turnaway prevention is currently only available for the Academic market (i.e., it is not available for corporate sites).

Turnaway prevention currently does not apply to titles provided by a consortium.

 

Admins: Extended Access – Preventing Turnaway

Extended Access helps prevent users being turned away from an ebrary book in cases where the book was purchased with a limited-user license and is in use by another user.

If all copies of a book purchased as 1-user or 3-user license are already in use when another user tries to access it, ebrary can make that book available to the user by either:

  1. Creating a short-term loan for an additional copy of the book
  2. Upgrading to a multi-user license of that book (if available)
  3. Purchasing an additional 1-user copy of the book

An admin configures the “Extended Access” rules to specify the automated action that should occur.

Extended Access does NOT apply in the following cases (that is, patrons will continue to experience turnaways even if Extended Access Turnaway Prevention is active on the ebrary site):

  • Titles currently provided as an STL (Short-term loan)
  • Titles provided by a consortium

To configure Extended Access for your ebrary site:

Go to your ebrary site, sign in with your admin-enabled username, click the Admin tab, then the TURNAWAYS tab. The screen shot of the 3 configuration options:

  • The “Maximum list price” refers to the 1-user price.
  • For “Maximum list pricedon’t enter a dollar sign – it causes an error.
  • If a Fund Code is entered, it will be applied to all extended access loans, upgrades, and purchases.  Best-practice recommendation: create a Fund Code called “Turnaway” so that you can easily identify these loans and purchases.
  • Maximum number of Loans” puts a cap on how many consecutive loans will be made before moving on to the purchase options.  Please note, there can only be one loan active on a title at a time.  So once a title is loaned and in use, and another user tries to access it, they will be turned away – that is, a second loan will NOT be initiated on a title that is already being loaned.
  • Maximum number of SUPO copies” puts a cap on total number of 1-user copies for a given document.  If your ebrary site reaches that number of 1-user copies, no additional copies will be triggered as part of turnaway prevention.

To disable Extended Access at any time, un-check the box “Enable turnaway prevention”

Admins: Using your Working List, which is under the “Search” tab

While all other admin tools are under the “Admin” tab, your working list is under the “Search” tab, under “LIST“.

To EMPTY your working list:

1. Go to the “Search” tab, then the “LIST” tab to open your working list

2. Click on “Select All

3. Click on the button above that says “Remove Selection from List

Now your working list is empty

To SAVE the contents of a bookshelf folder to your working list:

1. Click on the “Bookshelf” tab

2. Select a folder (which opens it)

3. You’ll then see all the titles in the folder

4. Click on the button near the top-right labeled “Save to Working List

To EXPORT your working list:

1. Go to the “Search” tab, then the “LIST” tab to open your working list

2. Click the “Import/Export” button at the far right

3. Click the “Export working list” button

This will export it in an excel format

To IMPORT a list of titles into your working list:

1. Go to the “Search” tab, then the “LIST” tab to open your working list

2. Click the “Import/Export” button at the far right

3. Go to wherever it is that you have your list of titles you want to ‘import’ (most likely in a Word or Excel document) and copy the list of either ISBNs, titles, or ebrary Doc IDs

– ebrary Doc IDs are the best choice if available because are unique
– ISBNs and titles are not as robust
– If using ISBNs, include all ISBNs you have for a book
– If using titles, any differences in punctuation or spelling will not match

4. Paste the list into the import window

5. Click radio button for corresponding type at the top

6. Click “Import

This will find all books in the list that are either purchasable on your site or are already on your site and put them in your working list.

Any books that are not already on your ebrary site will show a “$” under the check-box to left of the cover (meaning they are purchasable).

 

Admins: Using “Import” to filter a list of titles to only those available to you via ebrary

The “Import” feature can be used to filter down a list of titles from somewhere else to the subset of those titles that are available to you via ebrary.

If you import a list of titles, only the titles that meet one or both of the following criteria will be successfully imported:

  • Titles that are already on your ebrary site
  • Titles that are purchasable on your ebrary site

To import a list of titles:

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

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)
  • Best practice recommendation:  If using  ISBNs or Titles, consider doing steps 1-11 twice – first using ISBNs, then using Titles.  Sometimes we won’t have the same ISBN number you have for a particular book, and following up with a de-dupe by Title might find some of those.

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

7. There will be an entry in your working list for each document in your pasted-in list that matches one that ebrary could provide on your site.

8. To then see the ebrary details about these titles, Export your working list.

Admins: PDA troubleshooting

If you get the following error message when creating a new PDA search criteria, the problem is most likely with the string-length of the search criteria itself.

Error message:  “Unfortunately, we couldn’t find any documents that match your search criteria. Please try again.”

Likely cause:  This ‘error message’ has been known to appear when the search-string-length is exceeded.  For example, if you select all subjects except just a few, and/or all publishers except just a few, those search string are built as publisherA OR publisherB OR publisherC OR …, which can obviously get very long, very fast.

Workarounds to try:

– If you’ve been using Internet Explorer, try using FireFox or Chrome instead.

Internet Explorer typically exacerbates the search-string-length problem.

– Try creating several smaller-string-length collections.

For example, one for Business, one for Education, etc.

– The culprit is usually trying to remove just a few publishers.  Try this:

1. Set up your search criteria without removing the unwanted publishers

2. From “Profile” tab, select “View Collection”,

3. Click the “Search Collection” button

4. Search for the publishers you don’t want

Either use the “Edit Publishers” link

Or, set a new search line’s drop-down menu to “Publisher”, then enter all the publishers you don’t want separated by OR

You can save this search string in a text file and then paste it in when you want to do this again with future searches

5. Click “Select All”, then click “Remove selection from profile”

The only problem is that future runs of the search won’t automatically eliminate titles by those publishers