Creating an E-Journal Subscription Order

This workflow would be used for an e-journal subscription that is paid at the individual title level. These instructions assume that a license exists and that trials and evaluations have happened already.

1. Search the Repository for possible duplication.
2. If no record is found, click the Community Zone tab to search for a Community Zone record.
3. Click on “Portfolio List”. Don’t click on “Order” from this initial CZ search results screen. If you do, you will have to manually associate the CZ portfolio with the order in a separate step.
4. In the list of CZ portfolios locate the appropriate Electronic Collection (e.g., Oxford University Press Journals) associated with the subscription you’re ordering and click “Order” for that portfolio.
5. Click Order.
6. In the PO Line Owner and Type screen:
   • Purchase Type: Electronic Journal – Subscription
   • PO line owner: Acquisitions (or Law for law staff)
   • Load from template: not being used at this time
7. Click Create PO Line.
8. You will now be at the Purchase Order Line Details screen, which is where you will input the order information. Note that the information in the blue box at the top is not editable.
   1. On the Summary Tab, complete the following fields:
      1. Ordered Items section:
         • License = Leave blank for now. We will use in the future.
         • Activation Status = no action needed. We will activate in a later step.
      2. Vendor Information section:
         • Material Supplier = where we are purchasing the item/sending payment.
         • Access Provider = interface where the content is located, if exists in Alma.
         • Claiming Grace Period (days) = use default.
         • Expected activation = use either the “Expected after ordering (days)” or the “Or expected activation date” field. Do not use both fields. This field is used to calculate the claim date.
         • E-Activation due after ordering (days) = The number of days after ordering that the activation task is due. This will generate a past due alert for the assigned task.
      3. Pricing and Funding sections:
         • Add list price.
         • Fund – select appropriate fund and click Add fund button
      4. PO Line Details section:
         • Acquisition method = usually will be Purchase at Vendor System.
         • Material type = Journal
         • Invoice status: Default is No invoice. Do not change. This will update automatically as order goes through invoicing process.
         • Reporting code: TBD – in the process of setting in Alma.
      5. Renewal section:
         • Uncheck Manual renewal box if automatically renews with vendor (e.g., EBSCO orders).
         • Subscription from date = Original start date of the subscription. Usually will be January 1 start date even if we order mid-year
         • Subscription to date = Blank (since the subscription, in theory, will continue in perpetuity).
         • Renewal date = Date new subscription period starts.
         • Renewal reminder period = Zero (since it’s an automatic renewal, we don’t need a renewal reminder).
      6. In the Interested Users tab, you manage users interested in the acquisition. Interested users are always notified about changes in the PO line. – DO NOT USE UNTIL FURTHER NOTICE RECEIVED. NOTIFY USERS VIA EMAIL.
         • • Click Add interested users.
           • Search for and select a user.
           • Check the appropriate notification boxes for Alma to send the user an email when the item is activated and/or renewed.
           • Click Add.
9. Select a Save Option:
   • Save will save the PO line as a draft in Review status so you can make edits to it later.
   • Save and Continue will save the PO line and move it to the packaging stage where it is packaged into a Purchase Order. If mandatory information is missing or erroneous, an error message will display and the PO line will remain in Review status.
   • Order Now will save the PO line and package it into its own Purchase Order – a package of one. This might be useful in the case of Rush orders.

 

Activate the E-Journal

1. Go the Electronic Resource Activation Task List via one of three ways:
   • Resources Menu > Manage Electronic Resource Activation
   • Using the Tasks widget –  Electronic resources – Activation – unassigned
   • By clicking on the Task List icon (clipboard with a check mark) in the main menu bar
2. Locate the title in the Unassigned tab (you can narrow by using the search box under the tab).
3. Click the Actions button (ellipsis icon) > Click Test Access.
   • This will open the Alma Online Services window, showing the link a to the resource on the publisher’s site.  Make sure that the publisher/platform link name listed here matches the publisher we have ordered from.
   • Click the platform name and verify that access is working by clicking into the volume/issues.
4. Click the Back button to go to the Assigned to Me tab. The e-journal you just tested access to has now been assigned to your Electronic Resource Activation Task List because you have taken action on it.
5. Click Actions > Activate.
   • You will see a confirmation message pop up: “You are about to activate the service – are you sure you want to continue?” Click Confirm.
   • You will then see an activation feedback message pop up: “[journal title] is now available. Do you want to edit it?” Click Confirm.
6. In the Electronic Portfolio Editor, verify the dates in the Coverage Information tab. If our subscription entitlement differs from the Global Date Information:
   1. Click Add Date Information in the Local Date Information section.
   2. Enter the correct dates for our subscription including volume and issue number if available.
   3. Update the “Which coverage statement will be applied?” radio button:
      • ONLY local: Full text is displayed if the issue date of the article is included in the local coverage added to the portfolios.
      • Global AND local: Full text is displayed if the issue date of the article is included in the local coverage added to the portfolios AND in the coverage defined in the Central Knowledge Base.
      • Global OR local: Full text is displayed if the issue date of the article is included EITHER in the local coverage added to the portfolios OR in the coverage defined in the Central Knowledge Base.
      • ONLY global: Full text is displayed if the issue date of the article is included in the coverage defined in the Central Knowledge Base.
7. Occasionally you will need to update information on other tabs (e.g., linking parser, authentication notes, etc.).
8. Click Save.
9. You are then taken to the Assigned to Me tab of the Electronic Resource Activation Task List.
10. Click Actions > Done to complete activation and make the resource display in Primo.

 

For more information, see the Ex Libris documentation:

• Manually Creating a PO Line
• Managing Electronic Resources