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--- eds_admin_management [2019/05/23 12:51]
jmulvaney
+++ eds_admin_management [2020/11/18 13:50]
jmulvaney
@@ Line 5: / Line 5: @@
 **Also See**
   * [[hlm_admin_maintenance|HLM Admin Maintenance]]
-  * [[ebsco_regular_tasks|EDS & HLM Regular Tasks]]
+Per Steve, here’s how records get from Aleph to EDS:
+"We run a job on ALEPH every day (except Sundays) at about noon which finds any bibs or holdings that have been added, deleted or edited within the past 3 days.  The reason we wait till the next day is we wait for the union view process in ALEPH to run its overnight process.   The process collects a union-view bib for those records, the preferred full bib with holdings location/url data attached (852/856) and send them to EBSCO via FTP. EBSCO gets these records by early afternoon and they are generally loaded in EDS by late afternoon."
 ==== Searching, Results, Delivery, etc. Tabs ====
 The Searching tab contains all the functionality for basic and advanced searching in EDS. Like searching, the Results tab contains all functionality for adjusting how search results are displayed to the end users. The Delivery Options tab changes what end users see for options to interact with a record in EDS. Changing any of these settings **will** affect end users, and should never be done without testing the outcome first.
 ==== Understanding Linking ====
-Linking through EDS is rather complex, and has a variety of methods. This is due to our relationship with EBSCO as a publisher, a subscription agent, and as a discovery service. Basically there are three different types of links.
+Linking through EDS is rather complex, and has a variety of methods. This is due to our relationship with EBSCO as a publisher, a subscription agent, and as a discovery service. Basically there are four different types of links.
-   * HTML Full Text/PDF Full Text Links (Called Smart Links)
+   * UMass: Link to Resource (Aleph Holdings Record Links)
-       * These appear when EBSCO has the content relating to whatever record you are viewing in one of the databases they publish and you subscribe to. It is one of the most common links users see in EDS.
+       * Metadata provided from MARC records in Aleph with 856's from the holdings record powering the linking. For eResources, these links appear for cover records and batch loads. The Link brings you directly to content at the publisher site. This form of linking is managed via 2 CustomLinks created for our Admin, one is for the brief record and the other is for advanced. We provide a stanza of link language to determine which 856's get pushed to patrons (so for instance a MHC Springer eBook link does not appear but a 5C Free eResource link will.) These stanzas are stored in the FCDC Drive.
-   * Smart Link Plus (Shown as Linked Full Text)
+   * HTML Full Text/PDF Full Text Links (Smart Links)
-       * These appear when EDS wants to link us to something we buy from EBSCO, but that they do not publish. This is for things like eJournals, packages, etc.
+       * These appear when EBSCO has the content relating to whatever record you are viewing in one of the databases they publish and you subscribe to. It is one of the most common links users see in EDS. These links appear regardless of metadata source.
-   * CustomLinks (UMlinks, ILL Request, Catalog Links, Connect to Resource, Configured Publisher Icon)
+   * Linked Full Text (Smart Linking+)
-       * These are also very popular, as they are everything we have that is in EDS, but that we don't pay EBSCO for.
+       * These appear when EDS wants to link us to something we buy from EBSCO, but that they do not publish. This is for things like eJournals, packages, etc. These links are powered by a system that lives in between EBSCONet and EDS, and **NOT** HLM. It is not tied to order integration in HLM.
+         * SL+ was disabled during the Spring Semester 2020 as part of the FTF migration. Terry Walsh turned it back on in June 2020.
+   * CustomLinks (Including: UMlinks, ILL Request, Catalog Links, Connect to Resource, Configured Publisher Icon)
+       * These are managed by UMass to facilitate full text linking to content we subscribe to outside of EBSCO (although this is not a hard rule.) If there is not a Smart Link, SmartLink+, or CustomLink, then the SFX or ILL button will appear on a record.
 ==== EDS Statistics ====
 At the moment we are not tracking statistics from EDS. Video documentation can be found at the various EBSCO support sites.
+  * Interface Usage Report
+      * How many searches, sessions, Abstracts viewed, etc
+  * Database Usage Report
+      * What is providing Full Text and where are people linking from
+  * Link Activity
+      * Where they actually go
 ==== Updating Branding ====
 Video documentation can be found at the various EBSCO support sites.
@@ Line 32: / Line 43: @@
        * Our label is "Discovery Search: Find books, articles, DVDs & more."
    * Basic Search
-       * **DO NOT TOUCH.** This HTML code is for the search box on the Library website home page.
+       * We used the advanced search in EDS, any changes made to this field will not actually display to patrons.
    * Additional Options
        * Leave this checked as enhanced so that we can control more.
@@ Line 40: / Line 51: @@
        * Top Right Branding: This can either be a text link, or a hyperlinked image. We use the green "Ask Us" box in lieu of an Ask-a-Librarian button in the top ribbon.
    * Bottom Branding
-       * We have not changed the default bottom branding.
+       * We have made extensive changes to the bottom branding. Most important are:
+         * Capitalize Location Limiter
+           * Unclear if this is for the breadbox limiters or in the advanced search screen
+         * RTAC Sorter App
+           * Sorts UMass Sub-Libraries to the top of the RTA
+         * Changes clear button to new search
+         * Favicon Switcher App
+           * Changes the browser tab icon to the "M"
+         * Auto Select Limiter
+           * Unclear
+         * Modify PFI Exact Match Placard
+           * Unclear what this is powering with the new exact match placard
+         * Google Analytics
+           * Not fully configured
+         * Libanswers Ask us Right tab
 ==== EBSCO Core Indexes ====
   * Complementary Index: Includes metadata by primary publishers for searching. Publishers included in this data set include Elsevier, Wiley, Springer, Taylor & Francis, Sage, Nature Publishing, ACM, Oxford, Cambridge, and thousands of others.
   * Supplemental Index: Includes EBSCO-enhanced metadata for journals and  magazines (including peer-reviewed journals) not available in Academic Search or Business Source, as well as books, newspapers, and more.
+      * There is no way to tell beyond this list what content is in either of these core Indexes. EBSCO keeps it quiet for business reasons. You can always try searching for something in Discovery and limiting to one of these Content Providers to see where the metadata is coming from.
   * eBook Index: Includes metadata and searchable full text for more than hundreds of thousands of eBooks and is designed to facilitate discovery and linking of the eBooks you purchase directly from primary publishers such as Wiley, Sage, Cambridge University Press, and Oxford University Press.
+    * We use "eBook Collection (EBSCOhost) (nlebk)" which is powering our order integration where EBSCO eBook metadata and linking appears in EDS and prevents the related Aleph record from showing.
+    * The actual "eBook Index (edsebk)" is not enabled as it is literally the entire universe of eBook content in EDS. Since we are loading records into Aleph it doesn't need to be on.
   * Academic Search and Business Source: Includes metadata for more than these two resources. EDS suggests that we enable them regardless of subscription.
   * EBSCO Partner Databases: Publishers and databases partnered with EBSCO to provide metadata for EDS searching.
+    * Check EBSCO Connect for more information about content. Unfortunately, very little detail is provided, and there is no signal when content is indexed in one of the larger indexes.
   * Subject Indexes: Includes databases that do not work directly with discovery services,  such as: America: History & Life, Art Abstracts, Atla Religion Database, Biological Abstracts, CAB Abstracts, CINAHL, EconLit, PsycINFO, RILM Abstracts of Music Literature, and more.
 ==== Creating Local Collections ====
 Local collections of content can be created to populate the LCL Collections select box in a CustomLink editing view. Some CustomLinks require creation of LCL collections to facilitate linking (Lit .Crit. Online, JSTOR Books) and some LCL collections are created for when we have a very small subset of whatever LCL collection is being offered in EDS.
+//Consider sending files to Bob to ensure that the collections will be created successfully.//
   * To create a local collection, you must first have some sort of datafile from a publisher platform.
       * A title list, KBART or CSV export, etc.
@@ Line 83: / Line 115: @@
       * Ignore the Group ID (Despite the two red asterisks, it is not required)
       * Enter our proxy address
-          * silk.library.umass.edu
+          * silk.library.umass.edu/login.aspx?url={targetURL}
       * Select IP Address and User ID/Password as our Authentication Methods
       * Click Generate URL
@@ Line 93: / Line 125: @@
 ==== Enabling Metadata ====
 Like SFX, enabling metadata is a three step process.
-   * First, navigate to the EDS Wiki to see if the resource is a partner with EBSCO. As long as the resource is partnered, they should be on the Database list. Check for what sort of metadata is provided on the [[http://edswiki.ebscohost.com/EBSCO_Discovery_Service_Wiki | EBSCO Wiki.]]
+   * First, navigate to EBSCO Connect. As long as the resource is partnered, they should be on the Database list. Check for what sort of metadata is provided on [[https://connect.ebsco.com/s/article/EBSCO-Discovery-Service-Partner-Database-Information | EBSCO Connect.]]
-       * Under Content & Searching, choose "Partner Database Information" to see the partner spreadsheet.
+       * Use the link to download the actual spreadsheet that used to exist on the EDS Wiki.
                * If it isn't on the spreadsheet then it can't be activated in EDS. Make a note in CORAL.
                * If it is, check to see what sort of metadata is actually provided to EBSCO.
@@ Line 136: / Line 168: @@
 ^ Basic Setting Field ^ UMA Global Setting ^ Notes ^
-| Link Name | **Leave This** | Especially if it is "managed" by EBSCO |
+| Link Name | **Please use existing convention** | EBSCO confirmed this doesn't affect settings. |
 | Managed By | **N/A** | EBSCO doesn't manage activation, they just make global updates. |
 | Customize Link | **Leave This** | as EBSCO Managed or else we will not receive the global updates. |
-| Category | TBD |
+| Category | **Leave as whatever is configured.** |
 | Link text | **Connect to Resource** | This is the most common language.|
 | Mouse-Over Text | **Connect to Resource in (Resource Name)** | This will be on links and images. |
@@ Line 148: / Line 180: @@
 ^ Advanced Settings Field ^ UMA Global Setting ^ Notes ^
 | Mandatory Fields | **DO NOT CHANGE** | This is part of the linking that EBSCO manages |
-| Window Properties | TBD |  |
+| Window Properties | **DO NOT CHANGE** |  |
 | Display in New Window | **ALWAYS YES** | |
-| Window Name | TBD | |
+| Window Name | **DO NOT CHANGE** | |
 | Hide Link if Full Text | **ALWAYS NO** | (ILL is the only one set to Yes) |
-| Show Link | **ALWAYS "If Item is in Collection"** | |
+| Show Link | **USUALLY "If Item is in Collection"** | (Some CLs do not rely on Local Collections and need to be set to all. ILL or MathSciNet for example.)|
 | Local Collections for Filter | **USE CTRL+CLICK** | Select what we own. LCL will start with UMAAH. |
 | Show on Results List | TBD |  |
 | Show on Publication Detail | TBD |  |
-| Show on Detailed Record | TBD |  |
+| Show on Detailed Record | **YES** | This is so the advanced record can have a Link |
-| Show in Publication Finder Results | TBD |  |
+| Show in Publication Finder Results | **NO** | Rely on HLM |
-| Show in Publication Finder Details | TBD |  |
+| Show in Publication Finder Details | **NO** | Rely on HLM |
 | Show in Catalog Holdings Table | TBD |  |
 | Mandatory Data for Display in Catalog Holdings Table | TBD |  |
@@ Line 167: / Line 199: @@
    * Once you have made the changes you need, be sure to click submit at the bottom of the page.
-   * Put the name of the LCL Collection from the Editing Window in the "EDS LCL Collection" note in the Access Tab of CORAL. Mark the "Data Integration" section EDS=CL to Yes.
+   * Put the name of the LCL Collection from the Editing Window in the "EDS Metadata & Linking" note on the FOLIO Agreement Line for the resource. Mark the "Data Integration" section EDS=CL to Yes.
 ==== CustomLink Rankings ====
@@ Line 184: / Line 216: @@
        * 70 = Open access
        * 80 = Reviews
+       * 90 = Indexes (Web of Science/MathSciNet)
    * Once you've assigned or changed a ranking, scroll down to the bottom of the page a click submit.
    * Put the name of the CustomLink from the Ranking Screen in the "EDS CL Name" note in the Access Tab of CORAL. Also mark what the ranking is.
+       * Linking in EDS tries to match a partner database with the CustomLink for the same partner, but if something is ranked higher than that partner full text may be found elsewhere and prioritized. For example, a record could come from aggregator metadata like Gale's, but since individual publishers are ranked higher an Accessible Archives CL could provide the actual full text.
+           * Only one CustomLink will ever show.
 ===== Renewal Procedures =====
@@ Line 207: / Line 242: @@
    * Put the name of the CustomLink from the Ranking Screen in the "EDS CL Name" note in the Access Tab of CORAL. Also mark what the ranking is.
-===== Creating Local Collections for EDS =====
+===== Deleting CustomLinks =====
-Text
+To delete a CustomLink, you need to remove the CL from the ranking and then go and make edits in the Modify Screen. Remove the (umaah) from the Link Name, toggle the radio button to "Make this link your own (self-managed)." This will cause the screen to reload. Hit submit. Back in the Modify Screen use the "X" button on the far right of the screen and verify with the popup. The CL entry will be removed from the screen.
-  * Text
+  * This no longer appears to work as of June 2020. Please use the "Removed" naming convention to keep the unused CLs at the bottom of the list.
-===== EDS & eJournal Content =====
+===== EBSCO Regular Tasks =====
-eJournal content is managed through the connection to [[hlm_admin_maintenance|HLM]]. Titles enabled in HLM appear in the exact match eJournal placard, and allow for SmartLinking Plus.
+There are some regular maintenance things that need to be done to make sure that EDS and HLM are up to date.
-==== SFX file to EDS for Library Collection Limiter ====
+==== CustomLink Checking ====
-There is a cron job set up to transfer SFX holdings to EDS for the Library Collection Limiter. The cron runs at 4:01 am every Tuesday to be processed by EBSCO on Wednesdays at 11:00 am. The cron sends an Advanced Export serials file by ftp to EBSCO. See Steve Bischof for more information.
+  * Once a year, all ranked CustomLinks should be checked to make sure that they conform to the UMAAH naming system, link language and hover text should be reviewed to ensure it matches (except where there is an icon), lcl collections should be verified, and the proxy settings should be checked to make sure it is correctly toggled.
+==== Test Profile Review ====
+  * Once a year, all profiles in all Site/Groups should be reviewed. Only 1 profile of each type of EDS interface should be preserved in the Test Group UNLESS there is an active project being worked on with EBSCO. The live profile data should be copied down on to the test profiles to make sure they are correct.
+      * To avoid confusion, all test profiles should be descriptively named and ideally should include a date. If there is longer term testing (like during the FTF migration) and entirely new group should be created to keep the profiles separate.
+==== EBSCOhost versus Unique Profiles ====
+  * Once a year, the EBSCOhost resources which reside outside the main EHOST profile should be reviewed to make sure that the settings, linking, and branding match the rest of the UMAAH EBSCO environment. URLs should be double checked in all systems. If something is broken, check with Jennifer Friedman to hear from the Liaisons. Do NOT preserve broken profiles in the Main User Group.
+===== Location Lookup Tables =====
+We maintain custom location lookup tables for the catalog and for our Institutional Repositories in EDS.
+==== FCC Location Lookup Tables ====
+The location lookup table for the physical spaces of the Five Colleges need to be updated periodically based on changes to Aleph collection codes and SubLibraries.
+  * This is something coordinated through Five College Discovery Committee. When new collections or locations are created or deleted, let DRMS know and we can work to update them with EBSCO.
+==== SCUA Location Lookup Tables ====
+**This isn't working with newer versions of excel**
+Twice a year, the SCUA location lookup table (for limiting by collection in the advanced search window) needs to be updated to catch new collections and resources added to Credo.
+  * Go to the URL Aaron created to access the OAI endpoint. (It is stored in JGMs calendar invite.)
+      * Save (right click) as an XML file
+      * Open a blank Excel File
+      * Open the XML File (not through the data tab, but underl File > Open)
+      * Allow Excel to open the file as an XML table, and to create its own Schema. (Click OK twice.)
+  * Copy and paste the data into a new tab to sever the link with the XML File
+  * Open the credo_lookup_table document.
+      * DRMS Drive > EDS > Institutional Repository and Catalog > SCUA Lookup Table Updates Folder
+          * The documents inside are the ones sent to EBSCO. Find the latest.
+          * **If the number of rows match between the two worksheets (new and old) you don't have to continue.**
+  * Remove the first three columns and the final column from the new data
+      * These are identifiers and descriptions that are not needed for EDS.
+  * Set up the headers for the file to send to EBSCO (Steal it from the old document)
+      * ns1:setSpec : Name in Data
+      * Insert Blank Column: Facet Display
+      * ns1:setName : Full Display
+      * ns1:setName : Limiter
+      * Limiter: ns1:setName (Copy the entire column)
+  * The Second Column (Facet Display) needs to be created manually
+      * Copy the column from the old document send to EBSCO
+      * Find the places where the changes happened. (//For Dec. 2019 the new additions were all at the bottom of the file//
+          * Insert a Cell and create a new Facet Display Name
+      * Save the Excel spreadsheet and then save it as a .txt file
+  * Email the document to Support to submit it.
+      * "Hello, Could the attached file be used to update the location lookup table for UMAAH ir01012a (UMass SCUA Digital Collections)? Thanks! Jack"
+**Workaround**
+  * Go to the URL Aaron created to access the OAI endpoint. (It is stored in JGMs calendar invite.)
+    * Scroll to the bottom of the XML Tree
+    * Compare the final collection to the most recent file sent to EBSCO (As of 20200612 it is Silvio O. Conte)
+      * Check DRMS Drive or EBSCO Connect
+    * If they match, no new collections have been added
+      * If they don't, use the formatting mentioned above and create a new lookup table with additional collections appended to the older version. Send to EBSCO as outlined above.
+==== ScholarWorks Location Lookup Tables ====
+TBD pending fix by EBSCO in 2020.
+===== LCL Collection Updates =====
+These are to update specific LCL collections created for linking to full text in EDS. It is easiest to send title lists to Bob. Title and Identifier are the required fields.
+==== Literature Criticism Online ====
+Once a year after Spring renewals the LCL collection created for the Literature Criticism Online CustomLink should be updated. Visit [[http://go.galegroup.com/ps/titleList.do?actionString=DO_FETCH_USER_EBOOKS&userGroupName=mlin_w_umassamh&inPS=true&prodId=LCO|the Resource page]] and click on "What's Inside" under the basic search bar. Export the title list for our databases.
+  * Remove everything but the ISBN and the Title
+      * Edition statements will not be included in the file Bob Uploads as they are not supported.
+  * Save the entire export as a Tab Delimited .txt document
+  * Go to EBSCOAdmin and then the Local Collections Tab
+      * Click the "Go" for the 2019Apr29LitCritEbookCollection
+  * To overwrite the existing local collection, choose upload local titles at the top of the screen.
+      * Make sure the Collection ID is correct (2019LitCri)
+      * Make sure the Column Identifiers are correct.
+          * The column number needs to be in brackets.
+      * Make sure the radio button for "Replace is selected"
+          * This will overwrite everything
+      * Upload the file
+      * Submit
+==== Gale eBooks (GVRL) ====
+  * Coordinate with the UM Batch Services Team
+    * We manage a local collection for chapter level linking.
+    * Get data from Jennifer E. from the MARC files
+        * Title, Print + Electronic ISBN
+    * Edition statements will not be included in the file EBSCO Uploads as they are not supported.
+  * Be sure to have EBSCO replace the existing LCL collection as there are deletes. Do NOT use the older versions of the local collections.
+==== Newsbank Content ====
+Newsbank Titles 7/10/2020 (nwsbank2)
+  * A KBART entitlements request can be made to Newsbank, which will cover ALL Newsbank content, not just our Access World News Subscription. The file should be shared to EBSCO as part of the renewal cycle to have a brand new local collection created. The older version can be deleted.
+==== Ovid eJournal Content ====
+[UMAAH] Journals at Ovid (MANAGED: Do Not Edit!) (ovid)
+  * An entitlements file can be downloaded from Ovid and given to EBSCO. This should ideally be updated once a year as part of the renewal cycle.
+==== ASTM Compass Content ====
+ASTM holdings (MANAGED: Do Not Edit!) (astm)
+  * This local collection is NOT easy to create but should be relatively stable. A holdings file can be downloaded from the ASTM Compass site and the passed on to EBSCO if it needs to be refreshed.
+==== MaryAnn Leibert eJournal Content ====
+Mary Ann Liebert Journals May 2019 (maliebj519)
+  * Consider deleting this LCL collection and removing the MAL CustomLink from the ranking after FTF Migration
+===== EDS & eJournal Content =====
+eJournal content is managed through the connection to [[hlm_admin_maintenance|HLM]]. Titles with specific material types enabled in HLM appear in the exact match eJournal placard in EDS.
+  * SFX file to EDS for Library Collection Limiter: There is a cron job set up to transfer SFX holdings to EDS for the Library Collection Limiter. The cron runs at 4:01 am every Tuesday to be processed by EBSCO on Wednesdays at 11:00 am. The cron sends an Advanced Export serials file by ftp to EBSCO. Ask Steve Bischof for more information.
+        * Once we migrate to FTF this will change as the connection will be 1:1 at all times.
+  * This is only for the SFX CL available in EDS. There are two in use for EHOST which are set to always display and do not rely on a curated local collection.