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Collection Management Services

Ordering - General

Depending on the vendor and type of material ordered, ordering instructions within Alma will vary.

For some vendors, the purchasing will take place at the vendor system and the order details will come into Alma automatically. In other cases, the order will need to be created manually within Alma. 

The LibGuide will give specific instructions for how to order based on type of resource (One Time vs. Continuous), Format (Print vs. Electronic) and - when necessary - will walk you through specific types of ordering (such as streaming media, ebooks, music scores, etc.).

 

Regardless of whether the order details come in automatically or need to be created manually (or the vendor used), you will want to search within Alma to make sure that the resource has not already been ordered (unless additional copies are being ordered intentionally).

Pre-Order Searching

There are various ways to see whether an order exists for a title and/or whether a title exists in our collection. It is important to note, that different approaches to searching (i.e. searching a Title search vs an Item search vs an Order line search) provide different data fields in the Alma results screens. Different search indices are provided depending on whether you use the Basic (persistent search bar) or Advanced Search

All Titles Search (persistent search bar)

  • An All Titles search will find all bibliographic records matching the search criteria, physical and electronic, whether they have holdings/items or portfolios/collections or not
  • Results can be sorted by different information, such as Title, Creator, and Publication date
  • Each search result shows Holding, Item, and Order information, if present: the shopping cart icon indicates how many Orders are associated with this record
  • Clicking on the number of orders opens up the Purchase Order Line List view, which provides a summary of the order including the status, vendor, fund, etc.

                                Purchase Order Line List display:

  • To view and open the order, click on the order number in the Order line field at the bottom of the display
  • PO Line Owner = the library or unit who placed the order
  • Copies = the library named in the holdings record or item record where item is located
  • Note: PO Lone owner and holding Library are not always the same
  • Note: If the order is for an electronic title, the Copies field will be blank because in Alma, electronic titles do not have inventory (a holding or item record)
  • If you find the item has already been ordered, skip the ordering process

 

 

 

Documentation from Ex Libris on searching :  

Searching in Alma 

Search Field Descriptions 

Material Types in Search Results 

Resource Type Field 

Record Numbers 

Once you have decided to order there are a couple of initial considerations.

 

What if I find the exact resource is already owned by the library but I am ordering an additional copy?

For monogrpahs, to be absolutely sure that you are ordering an additional copy instead of a related title or different edition: check to make sure that the following MARC fields match between the resource you are ordering and the already owned resource:

Check the format - this is present in the MARC record but e-resources will be noticeable since they should have Portfolios attached.

020 - ISBN : check the 020 subfield "a" as that lists the valid 

245 - Title field : make sure it matches exactly

250 - Edition : make sure the edition statement (if present) matches exactly)

264 - Publisher and Publication Date : should also match exactly

336/337/338 - RDA Content, Media and Carrier fields should represent the resource accurately and ideally match

If you are confident that you are ordering a duplicate physical copy, see the following instructions: Ordering Multiple or Additional Copies.

If you are cofident that you are ordering additional access to an e-resource record that already has a portfolio, see the following instructions: Ordering Additional Portfolios

 

What If I am Ordering a Completely New Resource?

If ordering monographs through GOBI the bibliographic record, POL, Invoice and Inventory (Holding/Item or Portfolio) shoudl be created automatically through the API and EDI processes.

See the GOBI tab of the Ordering (One-Time) - Physical section or the E-Books (GOBI) tab of the Ordering (One-Time) - Electronic section.

If ordering from elsewhere, you will likely need to follow the following process:

  1. Create a provisional bibliographic record for the resource in the Metadata Editor
    1. Open up the Metadata Editor in Alma - Ctrl+Alt+M or click on the Metadata Editor icon on the left navigation bar
    2. Make sure the Records tab is selected on the Navigation pane on the left
    3. Click on New and from the dropdown select UVic Acquisitions Provisional Record
    4. Instructions for what fields to fill out in the provisional record are available here
  2. Instead of creating a provisional record, it may be appropriate to create a Dummy Acquisitions Record (or DAR) - this would be necessary for material like Monographic Series, MEMBERSHIPS, COMBINED SUBSCRIPTIONS, All publications, etc.
  3. When the Provisional Record or Dummy Acquisition Record has been created and saved in the Metadata Editor, click on Order from the Menu Bar. This will take you to the Purchase Order Line Creation screen. See the Creating Purchase Order Lines tab for what to do next.

Purchase Order Lines will most frequently be created via the GOBI API or Embedded Order Data (EOD). The following are instructions for when PO Lines must be created manually.

 

Screen/Tab

Section

P or E PO Line Type Chosen

PO Line Field

Instructions

PO Line Owner and Type
    PO Line Type Choose an appropriate PO Line Type for your resource. This will determine the workflow for the rest of the Ordering process, what inventory is created, and how the material is received. See the Purchase Order Line Types tab for more specific guidance.
      PO line owner Always select Mearns-McPherson Library
      Load from Template Do not generally use at this time. A stable of PO Line Templates will be made available in the future.
      [Assign inventory manually] This option appears for specific PO Line Types. Do not use for now.
      [Create multiple portfolios] This option appears for specific Electronic PO Line Types. ONLY tick this if the bibliographic record to which you are attaching the PO Line has multiple 856 fields and you want to make sure the Portfolio is created for the correct link. Generally do not tick this box.
      Generate barcode using sequence Ignore this field.
Summary 
Ordered Items Physical Library/Location etc. If a Physical PO Line Type was chosen above this field will be automatically created. Click on the ellipses and Edit to ensure that all of the necessary information has been entered. Follow the 
         
         
         
         
         
         
         
         

 

Various PO Line types are available within Alma. These dictate what inventory will be created and what subsequent workflow. See the chart below for what purchase order line type to choose for what type of material.

If you are manually ordering within Alma (i.e. selecting "Order" from a Bibliographic Record) Alma will attempt to recommend an appropriate type based on existing data in the bibliographic record. This recommendation may or may not be correct.

Alma PO Line Type

Use For

Inventory Created

Material Type

PO Line Workflow

Print Book - One Time

Individual Print Monographs Holding and Item Item type: Book Received on Receive New Material page
Print Book - Standing Order Print only Monograph Standing Orders (5;s)..primarlily DAR records Holdings

[Book on received Items]

to be determined
Print Journal - Subscription Print only journal and serial standing orders (3's and 4's) Holdings Item type: Journal Received on Continuous tab on Receive New Material page
Electronic Book - One Time E-books and other one-time individual electronic resources (like streaming videos/audio) Standalone portfolio None : assign manually Activate task sent when PO line is sent
Electronic Book - Standing Order Monographic e-book standing orders Standalone Portfolio None : assign manually Activate task sent when PO line is sent
Electronic Journal - Subscription Online journal orders      
Electronic Collection - Subscription Electronic Collections to which we subscribe and need to renew       
Electronic Collection - One Time Electronic Collections which are one time purchases      
Other Service - Subscription Bindery, Taxes, Shipping, Software, OCLC, Memberships (MEMB3), Hosting fees      
Other Service - One Time NEW - used for one service payments      
Physical - Standing Order Non Monograph NEW - used for A/V workflow      

 

Using Alma to Notify Interested Users

On the Purchase Order Line "Interested Users" tab in Alma you can add interested UVic students, faculty, librarians and staff so that they are notified when the resource is available. A letter will be emailed that indicates the resource is available, indicates the title, and a link will be provided to the resource in Primo VE.

For print resources, this letter will be emailed when the resource is "Available" - that is, after it has been received, catalogued, and has been scanned in by Access Services on its way to the shelf.

For electronic resources - this letter will be emailed when the resource is Activated and when the resource has been marked Done on the Electronic Resource Activation task list.

In the short term, continue to notify Course Reserves by email (responding to the initial request). This process is being considered at the moment.

[draft : may need updating]

If you need to delete a purchase order in Alma:

  1. Under the Acquisitions Menu in the Purchase Order select Delete PO
  2. In the "Select PO" field enter the PO that you want to delete
  3. Click on "Delete PO"
  4. A job will run to delete the PO : click on "Go to monitor jobs" to check on progress

 

 

 

 

 

Dean - August 24, 2022

Provisional records are brief bibliographic records created by UVic Libraries in order that a Purchase Order Line can be attached and created. They are temporary and administrative in general and so not a lot of time will be spent creating and/or curating them. Expectations are that they will be replaced during the cataloguing process.

Provisional Records Field Guide
MARC Field Content Instructions Example(s)
LDR

Ignore this field

n/a
008

Ignore this field

n/a
020 Add the ISBN for the version/edition you are ordering 9781849765688
100 Add the author - prefer Last name, First name when possible. Leave blank if not a personal author. Morley, Simon
245 Enter the title of the resource  BY ANY OTHER NAME: A CULTURAL HISTORY OF THE ROSE.
250 If the resource is a particular edition that is easy to ascertain during the ordering process - enter that here Second edition
264 Enter the Publisher and Date of Publication (separated by comma space) One World Publications, 2021
561 ONLY for SC locations. Go to Editing Actions -> Enhance the Record and select "aUVic - Add 561 Purchased Note for SC" - fill out the 561 information as appropriate.  
590 Enter any local notes about the format you think are important (indicate electronic ; print ; microfiche ; music score etc.). If multi-volume, indicate # of volumes (example: 3 volumes). print
999 Retain the ACQUISITIONS PROVISIONAL RECORD note field.  ACQUISITIONS PROVISIONAL RECORD

 

 

 

 

Dummy Acquisitions Records (DAR's) are created for order and payment purposes only. Both the bibliographic and holdings records are suppressed in Alma. Proquest/Alma documentation may refer to these types of records as "container" records. Separate bibliographic, holdings, and item records are created for items received on DAR's. The item is linked to the DAR via the item POL field in the item record.

DAR's include MEMBERSHIPS, COMBINED SUBSCRIPTIONS, eBook Collections/EBA's, All publications, etc. DAR's may have a purchase type of one time, continuous or standing order, Print or Electronic

 

Template for DAR's has been set up, please use this

Ordering - Oddities and Exceptions

Procedure TBD : See Acquisitions or Metadata supervisor before ordering

Background: Reference as a physical location is currently in transition. Items with a "ref" location are currently situated in a designated area of Basement Compact Shelving (BCS). Music reference (mm-ref) material is located separately and is currently situated on shelving in the score area. Atlas reference material (ref-atlas) is situated on the main floor near the map cabinets. Creating item records and/or barcoding reference material has evolved over time.

Current best practice in Alma:

  • Create item record
  • Update Permanent location in item record
  • Update item policy based on location. If in doubt, code as nocirc.
  • In POL receiving note add: BARCODE; FOR USE IN LIBRARY ONLY
  • (On receipt: Add barcode and add FOR USE IN LIBRARY ONLY label)

Reference material ordered for:

"main" : main as a location is circulating. Always code item policy as nocirc.

"ref" : ref as a location is non-circulating*

 "mm-ref" : mm-ref as a location is non-circulating*

 "ref-atlas" : ref-atlas as a location is non-circulating*

*If a location is non-circulating, it is not necessary to note the item policy as "nocirc", though records migrated from Voyager may have this noted.

 

Ordering (One-Time) - Physical

Follow this general workflow for ordering one-time physical resources in Alma.

NOTE: If Ordering in GOBI some subaccounts will use the GOBI-Alma API to exchange information. See the GOBI tab for more information. These instructions do not apply to GOBI API ordering.

General One-Time Physical Ordering 

  1. Carry out an initial search to ensure that you are not ordering a duplicate. See the Before You Order - Initial Search tab.
  2. If you are intentionally ordering an additional copy, see the "Ordering Multiple or Additional Copies" tab
  3. Before you create a PO Line in Alma you must have a bibliographic record from which to order:
    1. Open up the Metadata Editor in Alma
    2. On the "New" menu at the top of the screen click on the UVic Acquisitions Provisional Record
    3. Enter basic information as specified in the Provisional Record tab of the Ordering - General Section
    4. Save the Record in the Metadata Editor and Click on Order
  4. This will take you to the PO Line Screen

[more content to come]

 

For Physical Material Purchased via GOBI API

API is enabled for the following subaccounts: 8031-03, -08, -09, -10, -14, -16, -19, -60, -63, -64, -66, -68, & -69.

After performing your initial search to ensure that we do not already have sufficient access to the e-book, follow the instructions below for to order within GOBI.

  1.  Find the resource in GOBI
  2. Add to Order Cart
  3. From the Order Cart - select your resource and "Add Order Details."
    1. Add the appopriate GOBI Sub-Account
    2. Enter the appropriate Fund Code from the drop down
      1. NOTE: GOBI Fund Codes chosen by selectors or otherwise already there may no longer be valid for you to use within the Alma (and by extension the Alma API workflow). In order to place an order via the API successfully two conditions need to be met:
        1. The GOBI Fund must be Mapped to an Active Alma Fund 
        2. The Active Fund in Alma must have an allocationPlease consult the following document for information on what fund to actually order on in GOBI: GOBI Ordering Alma Fund Mapping.xlsx
    3. Library: choose MAIN or LAW depending on where the material is ordered for
    4. Notes to YBP: generally leave blank or make note about intentional duplicate purchase 
    5. Enter an appropriate Reporting Code if applicable
      1. Reporting codes are not generally necessary for monograph purchases in GOBI. See the following document GOBI Ordering Alma Fund Mapping.xlsx for when to apply a reporting code
    6. Library Note: notes created during the selection process in GOBI. These will map to the Notes tab in Alma. As a best practice, enter information here in GOBI about any interested users or people to notify, courses / course reserves for which the item is ordered, any deadlines or any other notes you think relevant to the order. These could be coming directly from GOBI or from an orders@uvic.ca email 
    7. Shelving Location: choose an appropriate Alma location from the drop-down menu in GOBI
    8. Click on Order
  4. What happens next?
    1. GOBI communicates directly with Alma via the API
    2. Within Alma:
      1. A Purchase Order Line (PO-L) is automatically created for your order
      2. The Match profile will attempt to match to existing bibliographic records in Alma:
        1. If a match is found, an additional holding or item is added to the inventory
        2. If no match is found, a brief bibliographic record is created in Alma for the resource
      3. Depending on the match behaviour, inventory is created - usually a holding and an item. The Library and Location are created based on what you enter into the GOBI Order screen
      4. More Information on the Purchase Order Line information populated using the API - what do I need to check?
        1. The Fund, Access Model, Material Supplier, Price, PO Line Details and Reporting Code will come over via the API as they should. As you become familiar with the system it may be a good idea to initially check these over to make sure all the values look right but this will no longer be necessary once you are confident that the values are appropriate.
        2. You will notice that the GOBI fields Library Note, Initials, Subaccount, and Purchase Option all have come over into the Notes tab
        3. Interested Users tab:
          1. Any information about notifying/informing library staff, librarian, faculty, or patrons that is input into GOBI will not automatically populate the "Interested Users" in Alma. 
          2. If a request is coming from a selector and/or faculty member and the item has been purchased:
            1. Add Interested User - a search box will open. Search for the user(s) and add them.
          3. This will lead to the letter being sent when the physical item has been scanned in at the Access Services desk and the item is ready to be shelved
      5. Purchase Order Line information is sent back to GOBI via the API
      6. There is no need to package the Purchase Order Line into a Purchase Order: this will happen during the overnight Alma Auto-Packaging process
    3. GOBI will provide a fuller version of the bibliographic record - this will eventually be overlaid automatically

 

  1. Invoicing
    1. The final step is invoicing
    2. Invoices come from GOBI via EDI and will be imported into Alma automatically
    3. They will appear in your Task List under "Invoices" - the remaining workflow is still to be determined

 

 

GOBI Non-API

Ordering an Additional Copy Using GOBI

  1. Order using usual GOBI procedures
  2. Override the GOBI exception, and submit
  3. Confirm the API created PO-L has matched to the existing Holding in Alma
  4. Check/Add information on the Purchase Order Line information populated using the API
  5. Add a Pink Added Copy / Added Volume flag and place it on Metadata's Added Copy/Volume Shelf

Notes:

  • If the intentional duplicate is an eBook triggered by ReQuest or Reserve, the reporting code INTR1ER is used.
  • If purchasing outside of GOBI, check that the relevant MARC fields match, and use the “Order” button from within the MDE to create the PO-L.

Special Collections One-Time Physical Ordering 

  1. Carry out an initial search to ensure that you are not ordering a duplicate. See the Before You Order - Initial Search tab.
  2. Before you create a PO Line in Alma you must have a bibliographic record from which to order:
    • Open up the Metadata Editor in Alma
    • On the "New" menu at the top of the screen click on the UVic Acquisitions Provisional Record
    • Enter basic information as specified in the Provisional Record tab of the Ordering - General Section
    • Enhance the record with field 561 - All material purchased for a sc location must have a field 561 added to the bibliographic record. Note that field 561 notes are not added to material purchased for arc locations.
      • Editing Actions -> Enhance the Record -> Choose Normalization Type: aUVic - add 561 Purchased Note for SC
      • Update 561 with relevant purchased information
      • Example: 561    1_ |a Purchased from Juniper Books on the Special Collections Fund, 2022. |5 CaBViV
      • See also Field 561 - Gifts, Purchased or Transferred Note
    • Save the Record in the Metadata Editor
    • Click on Order
  3. This will take you to the PO Line Screen
  4. POL Type - most likely Print Book - One Time
  5. PO Line Owner - Mearns-McPherson
  6. POL Summary Tab
    • Fill out purchasing details (material supplier, price, fund, etc.)
  7. Update location to appropriate SC location
    • Under Ordered Items - click on the ellipses next to the holding
    • This will take you to the Item Record:
    • Go to Permanent Location and change to the appropriate SC location
    • Save Item
  8. Receiving note: indicate anything important that will be valuable to know upon receiving. For example: 3 volumes.
  9. When received: Go to the Receiving process for SC

Ordering (One-Time) - Electronic

Before you order an Ebook you will want to search the title in Alma to determine whether we already have access.

  1. Carry out a search of Alma to make sure we don't already have it (unless it's an intentional duplicate/additional format)
  2. What about EBA?
    1. Titles available to us as part of EBA will show up in Alma (either as Leased Content or as purchased titles). But they may not show up in GOBI immediately. 
      1. Update holdings will be present in GOBI for the following EBA packages:
        1. Taylor & Francis
        2. Cambridge
        3. Oxford Handbooks Online / Oxford Scholarship Online
        4. Wiley
      2. JSTOR EBA will be tracked in the Community Zone and will update within GOBI on a regular holdings load schedule
        1. NOTE: at the moment these holdings loads happen quarterly
        2. Therefore if you are considering purchase on the JSTOR platform within GOBI - double check Alma for the title to see if it's already part of JSTOR EBA
  3. de Gruyter University Press Trial 2022
    1. Before you order an e-book also check whether it's part of the UVic De Gruyter University Press trial 2022. If it is part of that collection (as represented in Alma/Primo), add the selection to the "De Gruyter UP Trial 2022" folder in GOBI

 

Electronic Resources will require that particular information is entered at the Purchase Order and/or Portfolio.

 

Access Model (PO-Line - Ordered Items Section)

The access model describes how many simultaneous users can access the resource. Alma is pre-populated with a list of codes and values that is required for Real Time Ordering. In the drop-down, then, is a lot of duplication as there are identical values (i.e.  One Concurrent User) with different codes (i.e. KS, KT, etc.). In order not to disrupt the Real Time Ordering process in any way these codes will not be deleted. But a code will need to be assigned when adding electronic resource portfolios to Alma in different ways. 

UVic Libraries will re-use the following statements and codes when entering the Access Model manually:

Unlimited user: Unlimited Access (PUR-UU)

One concurrent user: One Concurrent User (SU)

Three concurrent users: Three concurrent Users (PUR-3U)

Open access: Open Access (OA)

 

Public Access Model (Portfolio - Acquisition tab)

Public access model is the note displayed in Primo to the users. Note that it is merely the public display note associated with an Access Model and code indicated above [assigned at the PO Line]. UVic Libraries will use the following when updating the Public Access Model from the Portfolio -> Acquisition tab.

Unlimited user: Please note that the platform supports unlimited access (PUR-UU)

One concurrent user: Please note that the platform supports only one concurrent user (PUR-1U)

Three concurrent users: Please note that the platform supports three concurrent users (PUR-3U)

Open access: Please note that the platform supports unlimited and unrestricted access (OA)

 

Access Type (Portfolio - General tab)

Access Type can be set at the Electronic Collection or Portfolio level. It indicates the licensing rights. 

  • Blank – Select this option to use the inherited access type from the electronic collection.
  • Current – For the electronic portfolio that you are editing, this identifies the licensing arrangement for which you are currently subscribing, paying. At UVic we will apply manually for portfolios that are NOT perpetual - that is they have been purchased via a Subscription or to enable access only temporarily.
  • Perpetual – For the electronic portfolio that you are editing, this indicates the right to permanently access the title during the period of a license agreement as represented in the perpetual access coverage date/embargo range. At UVic we will apply manually for portfolios that have been purchased with the expectation that they will continually be made available - for example, firm ordered e-books.
  • Current and perpetual – For the electronic portfolio that you are editing, this identifies the licensing arrangement that includes both current and perpetual resources. At UVic we will apply manually for portfolios that have been purchased but that have a mixed licensing model - where part of the resource is available perpetually and the other part is available on a subscription or temporarily (for example, an e-journal title where some years are available perpetually and other years are available only when you have an active subscription)

 

 

Ordering Additional Copies of E-Books

If you are intentionally ordering an additional copy of the E-book from the same or different platform/publisher/aggregator you will need to create an additional portfolio.

Do an electronic title search to identify the correct bibliographic record.

Click on the Portflio List next to the search result. 

After performing your initial search to ensure that we do not already have sufficient access to the e-book, follow the instructions below for to order within GOBI.

For E-Books Purchased via GOBI

[the following applies to all e-books purchased on 8031-40]

  1.  Find the resource in GOBI
  2. Choose the appropriate platform / concurrent user options based on the following criteria:
    1. General rules: broadest access at time of ordering
      1. Prioritize DRM free
      2. Prioritize unlimited user
    2. Choose the publisher platform when possible - ensuring that resource is both DRM Free and has multiple/unlimited users
    3. When you must choose a non-publisher platform:
      1. Prefer JSTOR or Project Muse (Repository)
      2. Then prefer the aggregators:
        1. EBSCOhost 
        2. then Proquest
      3. Also factor in the price when making this decision
  3. Add to Order Cart
  4. From the Order Cart - select your resource and "Add Order Details."
    1. Add the appopriate GOBI Sub-Account: 8031-40
    2. Enter the appropriate Fund Code from the drop down
      1. NOTE: GOBI Fund Codes chosen by selectors or otherwise already there may no longer be valid for you to use within the Alma (and by extension the Alma API workflow). In order to place an order via the API successfully two conditions need to be met:
        1. The GOBI Fund must be Mapped to an Active Alma Fund 
        2. The Active Fund in Alma must have an allocationPlease consult the following document for information on what fund to actually order on in GOBI: GOBI Ordering Alma Fund Mapping.xlsx
    3. Library: leave blank
    4. Notes to YBP: generally leave blank or make note about intentional duplicate purchase [standardized wording?]
    5. Enter an appropriate Reporting Code if applicable
      1. Reporting codes are not generally necessary for monograph purchases in GOBI. See the following document GOBI Ordering Alma Fund Mapping.xlsx for when to apply a reporting code
    6. Library Note: notes created during the selection process in GOBI. These will map to the Notes tab in Alma. As a best practice, enter information here in GOBI about any interested users or people to notify, courses / course reserves for which the item is ordered, any deadlines or any other notes you think relevant to the order. These could be coming directly from GOBI or from an orders@uvic.ca email 
    7. Shelving Location: leave blank
    8. eBook Purchase option: You most likely will have already selected the platform and number of users. Confirm that the value selected is correct
    9. Click on Order
  5. What happens next?
    1. GOBI communicates directly with Alma via the API
    2. Within Alma:
      1. A Purchase Order Line (PO-L) is automatically created for your order
      2. Your e-book links to a Community Zone portfolio
        1. NOTE: Specific Community Zone collections have been activated in Alma that relate to platforms available on GOBI. The following list has been activated: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/020Purchasing/040Creating_PO_Lines/020Real-Time_Acquisitions#GOBI_Vendor_List  The portfolio for your book will become a part of one of these collections. Also note that Proxy has been enabled at the collection level so will be unnecessary at the Portfolio level
      3. If the e-book cannot link to a Community Zone portfolio
        1. A basic bibliographic record is created in Alma (based on the GOBI metadata record)
      4. More Information on the Purchase Order Line information populated using the API - what do I need to check?
        1. The Fund, Access Model, Material Supplier, Price, PO Line Details and Reporting Code will come over via the API as they should. As you become familiar with the system it may be a good idea to initially check these over to make sure all the values look right but this will no longer be necessary once you are confident that the values are appropriate.
        2. You will notice that the GOBI fields Library Note, Initials, Subaccount, and Purchase Option all have come over into the Notes tab
        3. Interested Users tab:
          1. Any information about notifying/informing library staff, librarian, faculty, or patrons that is input into GOBI will not automatically populate the "Interested Users" in Alma. 
          2. If a request is coming from a selector and/or faculty member and the item has been purchased:
            1. Add Interested User - a search box will open. Search for the user(s) and add them.
          3. This will lead to the letter being sent when two conditions are met:
            1. The Portfolio has been activated
            2. The resource has been marked as "Done" from the e-activation task list
      5. Purchase Order Line information is sent back to GOBI via the API
      6. There is no need to package the Purchase Order Line into a Purchase Order: this will happen during the overnight Alma Auto-Packaging process
    3. GOBI will provide an updated bibliographic record for the e-book - this is still connected to the Community Zone portfolio that was linked to during the initial match. No action is required for this: it is an automatic overlay.
    4. When is the link active?
      1. The link should be active fairly soon after purchasing the e-book from GOBI but the Alma Activation Task will usually take place the later the same day or the following day after the PO Line is auto-packaged into a Purchase Order. 
        1. In addition, GOBI sends a Notification of Access email (or NOA) to the orders inbox for each title which indicates that the e-book is active
      2. Within Alma select the Task icon (clipboard with checkmark) on the top right.
      3. Click on the Electronic Resources Task List. Find the e-book title you ordered the day before (most likely in the Unassigned tab)
      4. Click on the ellipses for your title and click on Edit Resource 
      5. This will open up the portfolio editor:
        1. On the General tab, Set the Electronic Material Type to Book (if not already chosen)
        2. On the Linking tab click on Test Access
          1. Click into the resource to make sure that the link is functional and the content can be accessed
          2. NOTE: sometimes the activation will take longer than a day or two. If you Test Access and the link is not functional, check the orders inbox to see if a NOA email has been received for the title. If the NOA email has not bee received, leave it in Task List until the next day. Try it again until it's functional. 
          3. See the Troubleshooting section below if you have a Notification of Access email with a functional link but the link in Alma does not work.
        3. From the Portfolio List - select the resource and click on Activate at the top of the screen when the link is active.
        4. There are different ways to "Activate" the resource:
          1. From the Edit Resource screen - General tab, click on Portfolio availiabily = Available And then click on Save
          2. OR from the Electronic Resource Activation Task List click on the ellipses and select Activate from the drop down. Confirm. 
        5. Note that your title still appears in the Electronic Resource Activation Task List:
          1. click on the ellipses and select "Done" and the title will no longer appear in the task list

                                                     NOTE! Clicking Done on the Task List also closes the Purchase Order Line

  1. Invoicing
    1. The final step is invoicing
    2. Invoices come from GOBI via EDI and will be imported into Alma automatically
    3. They will appear in your Task List under "Invoices" - the remaining invoicing workflow for GOBI material is still to be determined

 

 

Troubleshooting

What Should I Do If I Receive a Notification of Access email from GOBI with a functional link but the link in Alma does not work?

The GOBI API for ebooks will attempt to match to at title/portfolio within the following Community Zone electronic collections specifically indicated by GOBI. All of these have been activated by UVic Libraries within Alma as a Selective package. If the title you are purchasing in GOBI is not available within the Community Zone collection for a platform - the title/portfolio may either attach to the incorrect Community Zone collection if that title is present there (i.e. not the one specified in the list) or will attach to the correct CZ collection with a non-functional link. 

Confusing I know!

If either of these instances occur, we should prioritize inputting a functional URL so that users can have access to the e-book as soon as possible. 

1. Add the functional link to the portfolio

  • On the Linking tab of the portfolio
    • select URL type of Static
    • In the Static URL field: paste in the functional URL from the NOA email
    • Proxy enabled: Yes
    • Proxy selected: Default
    • Test Access
  • As with all GOBI ordered firm ebooks : make sure ...
    • On the General tab
      • You can now select Available for Portfolio Availability
      • Book is selected for Electronic Material Type
      • Access type: choose Perpetual
    • On the Acquisition tab
      • the correct Public Access Model value should have come in from GOBI via the API
    • Click Save

2. From the Electronic Resource Activation Task List - click on the ellipses and select "Done" and the title will no longer appear in the task list

3. Since the title was problematic in terms of matching to the correct collection we will also need to confirm that the e-book/Portfolio has been added to the correct collection. Vendors/Publishers/Platforms in the Community Zone can have very similar names so make sure the portfolio is attached to one of the following as appropriate. Note that each Electronic Collection has two identifiers: one that appears on the GOBI list for the Community Zone electronic collection, and another identifer for the same collection in the Institution Zone. The following are some of the platforms we purchase ebooks on through GOBI - others can be added to this chart as needed.

 

Electronic Collection Name Community Zone Collection ID  Institution Zone Collection ID Notes
Bloomsbury Collections All Titles 614950000000000416 61291176750007291  
de Gruyter eBooks Complete 611000000000002268 61350582130007291  
EBSCOhost Ebooks 61111000211069000 61291160690007291  
Edward Elgar Books 613170000000000299    
Elsevier ScienceDirect Books Complete 613840000000000009 61361513850007291  
 IGI Global InfoSci-Books 611000000000002255    
JSTOR Books 613170000000000272 61291151070007291 There is a known issue with some JSTOR titles resolving to a 404 error. When this happens replace with a Static URL
Project MUSE - EBA All Single Title Collection 615410000000000517 61350663710007291  
EBook Central Perpetual and DDATitles 614330000000000002 61339953860007291  
       
       
       
       
       

4. To Move a Portfolio from another collection to one specified above:

  • Do a Portfolio Search for the title or select Portfolio List for the incorrect collection to find the Portfolio.
  • From the Portfolio brief view, click on the ellipses and select Move
  • This will bring up another screen: for Desintation Electronic Collection "Select from List" - in the search box enter the appropriate Electronic Collection ID as indicated in the chart above (careful as to whether you are searching the Community Zone or Institution Zone : choose the correct identifier)
  • Select the correct collection and Confirm that you want to move the Portfolio and POL to the new collection

 

 

 

Link order to the Community Zone record (correct platform, publisher, # of users)

if correct record cannot be found, make a provisional record with relevant information

Streaming Video - Ordering

  1. Finding the streaming video title process - where do requests come from? is there a list of platforms you prefer? In what order? Relationship to Reserve? [to be completed]
  2. Once the streaming video has been identified and ordered

NOTE: If there is already a Bib Record/Portfolio for the title in Alma, follow the instructions below

Create a Provisional Bib Record
  1. Create a provisional record in Alma using the UVic Acquisitions Provisional Record template see the Provisional Record guidelines on the Provisional Records tab. For streaming video fill out the following fields (leave all other fields blank):
    1. 020 if available/possible
    2. 245 - enter the title of the streaming video
    3. 264 - enter the date 
    4. 590 - enter "streaming video" ; and any other notes you think will be helpful later on in the process re:  platform, public performance rights, usage rights/concurrent users, expiry date (if applicable). Separate these pieces of information by a full stop or semi-colon.
  2. Once the basic details have been filled out on the provisional record, click on "Order" to take you to the Purchase Order Line creation screen
Create a Purchase Order Line
  1. PO Line Owner and Type:
    1. PO Line Type:  Electronic Book - One Time
    2. PO Line Owner: Mearns-McPherson Library
  2. PO Line Details [if not mentioned below, leave blank]:
    1. Access Model - see the Purchase and Portfolio Lines tab for more information on Access Models. Enter one of the specified values.
    2. Under Ordered Items you should see the Portfolio that was created. Click on the ellipses and click on Edit.
    3. You will be taken to the Electronic Portfolio Editor screen:
      1. General:
        1. If the link is working, click on "Available"
        2. For Electronic Material Type, select "Streaming Video"
        3. Access Type: see the Purchase and Portfolio Lines tab for more information on Access Types and select one of the values.
      2. Linking:
        1. Choose Static URL
        2. Static URL - enter the URL to the streaming video (without the proxy link)
        3. Proxy enabled: for purchased material, select Yes (for free streaming videos select No)
        4. Proxy selected: choose Default from the dropdown
      3. Acquisition:
        1. Public access model: select the same code as you entered for the Access Model dropdown. See the Purchase and Portfolio Lines tab for more information on Public Access Models.
      4. Notes:
        1. Add a public note to indicate other information that may be helpful to the user. If the Access Model/Public Access Model has been filled out there is no need to repeat information on number of concurrent users here. Instead, use this field for information such as when the access to the resource will expire (if applicable) or other standard notes
    4. Fill out the rest of the Purchase Order Line details as you would for other items - entering:
      1. Material supplier
      2. Price
      3. Quantity
      4. Fund
      5. Material type: select Streaming Video from drop down
      6. Reporting Code
      7. Add Interested Users if applicable
      8. Any other values you deem necessary
    5. Save
      1. The PO Line will be saved along with the portfolio
    6. What happens next will be determined by whether the Link is active or not. 
      1. If the link is Active, send an email to cats@uvic.ca requesting the item be catalogued - include the following:
        1. Title
        2. MMS ID
        3. Performance Rights Information (for 540 MARC field)
      2. If the link is not yet Active the resource will be added to the E-Activation task list. When you have notification that the link is ready OR you have returned to the resource in the E-Activation task list and tested access and it works : switch the portfolio to Active and click on Done - this will remove the item from the e-activation task list and send a notice to interested users that the resource is available

 

What if There is Already a Bib Record / Portfolio for the Streaming Video in Alma?
  1. If you are newly purchasing a streaming video (if, for example, the previous access expired and new access has been purchased) you may find that a Bibliographic Record and Portfolio already exist for the previous access
  2. Go to the Bib Record for the streaming video in Alma and confirm that it is indeed for the exact same title 
    1. If it is the exact same title you are newly purchasing, move on to step 3
    2. If it is a different streaming title, start with the Create a Provisional Record section above
  3. There should be a portfolio attached to the Bib Record already
    1. Is it a portfolio that needs to be deleted (i.e. access has expired or the link is no longer functional in some way)
      1. This portfolio will have a POL attached to it and so we will not delete it
      2. If access has expired, we will keep the portfolio - go to the Portfolio List and edit the portfolio. On the General tab, toggle Portfolio availability to "Not Available"
      3. Go to the Notes tab and in the Internal description notes field input: "Portfolio Deactivated: Access Expired" or another note formatted similarly that explains why the portfolio has been deactivated
    2. If the previous / existing portfolio is still active and you are merely purchasing additional access, leave the portfolio (ensuring that the portfolio has been filled out as indicated above )
  4. Now that the previous portfolio has been dealt with, return to the Bib Record in the Metadata Editor and click on Order - follow the instructions for Create a Purchase Order Line above

 

 

 

 

 

Ordering (Continuous) - Physical

Ordering (Continuous) - Electronic

This is a DRAFT

Please note for the migration backlog, CZ record for the eJournal should already be activated so create the order on that portfolio; begin Order the eJournal instructions at step 4. There is no subsequent need to activate the portfolio, but do verify coverage/start date. In these cases, vendors, in particular Harrassowitz via FOKUS, will need to be advised of the new PO and we will need to ensure that the SNA number is included on POL

Create eJournal Order

  1. Complete pre-order searching in the Institution Zone to see if UVic Libraries owns the title. 
  2. If there is no UVic Libraries title, search for search type Electronic Portfolios and search criteria Title to find the title in the Community Zone.

  3. Locate your title from the appropriate Electronic Collection (e.g., JSTOR).

  4.  Click Order 

  5. PO Line Owner and Type screen will appear

    1. Create POL as:
      1. Purchase Type: Electronic Journal - Subscription
      2. PO line owner: Mearns - McPherson Library
      3. Template: leave blank, not yet in use
      4. Assign inventory manually: leave unchecked
      5. Click Create PO Line
  6. Purchase Order Line Details screen will appear. On the Summary Tab, fill in this information:
    1. Ordered Items section
      1. License: Leave blank (eResources Working Group does not recommend linking licenses at the individual title level; these will be linked to electronic collections)
      2. Access Model: Leave blank
    2. Vendor Information section
      1. Material Supplier: enter correct vendor and account (Note: Harrassowitz account is VICO-SER(1953)-15)
      2. Access Provider: choose an Access Provider, if applicable. (TBD)
      3. Claiming Grace Period (days): This value comes from the vendor account - default to 0 
      4. Expected activation after ordering (days): This value comes from the vendor account. - default to 0, we will populate  
      5. Expected activation date: Leave blank  
      6. E-Activation due after ordering (days): Defaults to ?? days, or you can fill in specific dates based on your expectation of when the title should be activated. (Activation dates determine when the title appears in the Electronic Resource Activation Task List.)
    3. Pricing and Funding sections
      1. Add list price (TBD) and fund...default to $1.00 at this time
    4. PO Line Details
      1. Acquisition method: If you are placing the subscription directly from the vendor (e.g., via Harrassowitz) choose Acquisitions Method: Purchase at Vendor System
      2. Material type: Journal (default)
      3. No charge: leave unchecked
      4. Invoice status: Do not change. This will update automatically as order goes through invoicing process. 
      5. Vendor reference number: SNA number supplied by Harrassowitz
      6. Vendor reference number type: choose SNA for Harrassowitz orders
    5. Reporting Codes
      1. 1st Reporting code: see list of 1st reporting codes
      2. Other reporting codes currently not in use, this is subject to change
    6. Renewal section
      1. Manual renewal box: Defaults to being ticked TBD -  
        1. Renewals are processed as follows:
          1. If the PO line is marked as automatic, the Renewal date is automatically incremented according to the Renewal cycle. The PO line is then saved back in the repository for further processing (step 4).
          2. If the PO line is marked as manual, it appears in the renewals task list and you are required to manually update the Renewal date and/or any other fields in the Renewals section of the PO Line Summary tab. The PO line will be set to Recurring Renewal. You then select Renew to continue the renewal processing (step 4). Updating the Renewal date will also remove the PO line from the renewals task list.
      2. Subscription from date and Subscription to date: Neither is required 
      3. Renewal date:12/31/2099. ???
      4. Renewal reminder period (days): can be kept at 0 ???
    7. Add any required notes to the POL notes field

Activate the eJournal

  1. Click on the Task List icon (clipboard with a check mark) in the main menu bar
  2. Click on Electronic Resources >> Activation >> Unassigned
  3. Look for the title in the Unassigned tab. The field Status will identify the necessary action for each title; a newly ordered title will have a status of Check access. 
  4. Select the correct line. Once the user begins to edit the task, it is automatically assigned to their account and will show up in the Assigned to me tab. 
  5. From the ellipsis to the right of the title, select Test access. This will bring you to the resource itself to verify full text access and coverage.
  6. If full text is not yet available, follow up with the vendor. At this point, the resource is not available to the public and the title is suppressed. 
  7. When access and coverage has been verified, select Activate from the ellipsis to the right of the title.
  8. Click Confirm, and then Confirm again. The title is no longer suppressed, and the link is available to the public.
  9. Coverage Information tab: Verify the dates. If your subscription entitlement differs from the Global Date Information
    1. Add coverage information to the Local Date Information section
    2. Switch the Which coverage statement will be applied? radio button to Only local.
  10. Click Save
  11. You are then taken to the Assigned to Me tab of the Electronic Resource Activation Task List
  12. Click on the row action item list icon next to the title
  13. Mark as Done

Search to ensure record does not already exist

If collection available in CZ, activate and suppress this collection

  • confirm this process with PP

If not, use template for DAR's that has been set up in MDE

Go to “Show MDE”

Click “New” – select UVic Acquisitions DAR – fill in appropriate fields

  • Note: we no longer add 'electronic resource' identifiers

Click “Record Actions” – select Suppress from Discovery

Save or Save and Release

Use Save option to now create Order

POL Type: Electronic Collection - Subscription

For DAR and Provisional orders…tick the ‘Assign inventory manually’

Do we want to add license/sub period?

Ordering (Continuous) - Physical and Electronic

Workflow here is what we call Print+Online continuations and standing orders

Ex Libris documentation recommends linking both the print and electronic orders to the record for the electronic version in the Community Zone. ???

We will be linking payment to the electronic order when ever possible since it is more likely to continue and our fund structure requires this.

 

 

These instructions assume that you will use separate bibliographic records and that payment will be associated with the electronic order.

To order a print + electronic subscription, you create two orders: one for the print subscription and one for the electronic subscription. The electronic order will hold the payment, while the print order uses Acquisitions Method: Technical.  

Create Continuous Order-Print Journal-subscription

For the print order, follow the instructions for a continuous order (serial), except that your Acquisitions Method will be Technical (which does not require data in the price and fund fields).

Write down the POL number for the print subscription as it will be needed when setting up the electronic subscription order.

Create eJournal Order

  1. Complete pre-order searching in the Institution Zone to see if UVic Libraries owns the title. 
  2. If there is no UVic Libraries title, search for search type Electronic Portfolios and search criteria Title to find the title in the Community Zone.

  3. Locate your title from the appropriate Electronic Collection (e.g., JSTOR).

  4.  Click Order 

  5. PO Line Owner and Type screen will appear

    1. Create POL as:
      1. Purchase Type: Electronic Journal - Subscription
      2. PO line owner: as appropriate
      3. Load from template: Select the appropriate template for this subscription. For more information, see PO Line templates.
      4. Click Create PO Line
  6. Purchase Order Line Details screen will appear. On the Summary Tab, fill in this information:
    1. Ordered Items section
      1. License: Leave blank (eResources Working Group does not recommend linking licenses at the individual title level; these will be linked to electronic collections)
    2. Vendor Information section
      1. Material Supplier should be the same as print subscription POL
      2. Access Provider: You may also choose an Access Provider, if applicable. 
      3. Claiming Grace Period (days): This value comes from the vendor account 
      4. Expected activation after ordering (days): This value comes from the vendor account.  
      5. Or expected activation date: Leave blank  
      6. E-Activation due after ordering (days): Defaults to 30 days, or you can fill in specific dates based on your expectation of when the title should be activated.
    3. Pricing and Funding sections
      1. Add list price and fund
    4. PO Line Details
      1. Acquisition method: If you are placing the subscription directly from the vendor (e.g., via Harrassowitz) choose Acquisitions Method: Purchase at Vendor System or Purchase – without letter.
      2. Material type: Journal (default)
      3. Invoice status: Do not change.  This will update automatically as order goes through invoicing process. 
      4. 1st Reporting code: see list of 1st reporting codes
      5. Secondary reporting code: current not in use
    5. Renewal section
      1. Manual renewal box: Uncheck
      2. Subscription from date and Subscription to date: Neither is required 
      3. Renewal date:12/31/2099. ???
      4. Renewal reminder period (days): can be kept at 0 ???
    6. Additional section
      1. Click > icon to open window
      2. Associated PO lines: Add POL number for the print subscription. This will link the eJournal POL to the print POL.  
      3. Click Order Now

Activate the eJournal

  1. Click on the Task List icon (clipboard with a check mark) in the main menu bar
  2. Click on Electronic Resources >> Activation >> Unassigned
  3. Look for the title in the Unassigned tab. The field Status will identify the necessary action for each title; a newly ordered title will have a status of Check access. 
  4. Select the correct line. Once the user begins to edit the task, it is automatically assigned to their account and will show up in the Assigned to me tab. 
  5. From the ellipsis to the right of the title, select Test access. This will bring you to the resource itself to verify full text access and coverage.
  6. If full text is not yet available, follow up with the vendor. At this point, the resource is not available to the public and the title is suppressed. 
  7. When access and coverage has been verified, select Activate from the ellipsis to the right of the title.
  8. Click Confirm, and then Confirm again. The title is no longer suppressed, and the link is available to the public.
  9. Coverage Information tab: Verify the dates. If your subscription entitlement differs from the Global Date Information
    1. Add coverage information to the Local Date Information section
    2. Switch the Which coverage statement will be applied? radio button to Only local.
  10. Click Save
  11. You are then taken to the Assigned to Me tab of the Electronic Resource Activation Task List
  12. Click on the row action item list icon next to the title
  13. Mark as Done

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