Once a new resource has been ordered and the vendor sends notification that access is available, it's time to activate the resource in Alma to make it discoverable and accessible in Primo. The Implementation workflow is made up of three basic steps:
1. Search "Electronic Collections" for the title of the collection and when you find the correct collection , click on the "Activate" button off to the right
2. On the next page of the set up wizard, don't change anything on this screen (question about the Proxy) and choose "Next."
3. On the 3rd page of set up, you will choose how to activate electronic portfolios in the collection. After making selection choose "Next."
4. On the 4th page of the Activation Wizard, choose how the portfolios will be activated, then click "Next"
5. On the final page, review your submission and click "Activate."
6. A job will begin to activate the portfolios. You can monitor the job by going to Admin>Manage Jobs and view progress on the page.
7. When the job is finished search using the facet "Electronic Collections" for the collection title and click on "Edit Collection" to go to the Additional tab. Scroll down to the bottom of the "Additional" tab and click on the hyperlink "Full Text" to enter the service portal.
8. Enter the "Linking" tab to ensure the proxy settings are set accordingly (turned on for paid content, turned off for OA resources.)
9. View the portfolio list by entering the "Portfolio" tab and can test access for each portfolio to make sure all was set up as desired.
10. Click on "Save" in the upper right hand corner when finished.
11. You will be returned to the Electronic Collection Editor page, click "save" again in the upper right hand corner and you will be taken back to the main page with a list of collections.
If the library acquired a single ebook, ejournal, or streaming film from a vendor, the single portfolio will have to be activated in Alma from the appropriate vendor and interface.
If an electronic collection or portfolio is unavailable in the CZ, or is unavailable from the desired vendor and/or interface, it's necessary to create a local collection or portfolio.
Local Electronic Collections are created by clicking on the Add Local Electronic Collection button in the Resources menu. Portfolios are added to the collection as individual portfolios or uploaded using the Portfolio Loader as a batch. It's also possible to populate a local electronic collection with MARC records provided by the vendor using an import profile.
Standalone Portfolios (or portfolios not attached to an electronic collection) can be added to an existing electronic collection in the CZ, linked to the CZ, or added to a local electronic collection for easier tracking and management.
Please note that creating a local portfolio, even if linking to the CZ, will still remain a local portfolio. It will not be updated automatically fro the vendor. There will be times when it will be necessary to wait for the vendor to add the portfolio to their collection and reattach the Bib if there is a PO attached.
Manually Create a Local Electronic Collection
Using the Portfolio Loader Function
Upload an Excel file of portfolio information to upload an entirely new batch of portfolios, delete an entire batch of portfolios, or make changes to select portfolios.
1. In the Electronic Services Editor, navigate to the Portfolios tab and click on Load Portfolios.
2. To batch upload an entirely new set of portfolios, select Complete for the Loading Policy Type and Add Local Portfolios for the Select Action. Make sure that Institution is selected for Select Catalog, upload the file, select Validate Online, and click Next.
3. To batch delete an entire set of portfolios, select Complete for the Loading Policy Type and Delete Portfolios for the Select Action. Make sure to also select Delete Bibliographic Record(s) in the Handling Bibliographic Records Without Inventory field. Upload the file and click Next.
4. To make changes to some of the portfolios in the collection, select Incremental as the Loading Policy Type. A drop down menu will appear in the Select Action section. Select the desired action: update some of the portfolios, delete some of the portfolios, or add new portfolios to the collection. Upload the file and click Next.
5. Alma will validate the file and make available an Excel file with all the portfolios that did not validate properly on the next screen.
6. Download the file as these portfolios will have to be handled manually.
7. Click the button to Activate the job which will add, delete, or update the portfolios.
Create a Local Portfolio Linked to a Community Zone Bib
1. Click Resources >> Create Inventory >> Add Local Portfolio.
2. This will open New Portfolio page.
This is where you attach the local portfolio to an existing electronic collection.
Not relevant to eBooks usually.
Inventory and Linking Information
We want to use Parser Parameters instead of static URLs.
You now have a Local portfolio linked to an electronic collection that you can place your order on in Alma.
Place order from this portfolio as usual.
Testing access to a newly activated electronic resource in both Alma and Primo is a good practice. As described in the activation workflow, one can test access to electronic portfolios in Alma using the Test Access functionality. By testing access in Alma immediately after activating a resource, you can identify issues with access before the electronic resource is discoverable in Primo.
After activating and testing access in Alma, it's worthwhile to go a step further and test access in Primo as Primo is the interface with which users will be interacting. By testing access in Primo, you'll be checking the following items: