[Wactclc-alma] creating POLs in bulk for eBook portfolios

[Guidry, Wade]

Excellent reply, Heather.

The most formalized way of accomplishing automated or bulk POL creation would be through EOD (embedded order data) records.

Typically, that’s done by working with a vendor to place orders through a platform like GOBI, and having title records delivered with the embedded order data, that can then be imported with an import profile.

Search Alma-L for ‘question from Claire at Shoreline’ to see a discussion from Feb 2020 on this topic.

Meanwhile, you can order and activate collections or portfolios from the CZ<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/010Getting_Started/060Electronic_Resources_%E2%80%93_Scenarios_and_Workflows#Bulk_Imported_Portfolios_and_Orders>, as Amy indicates that she already does.

But now she wants to do the activations and POLs in bulk.

You can’t order and activate a bunch of portfolios at once and have separate POLs created for each.


But, one low-tech way to handle a POL for purchased titles would be to simply activate the desired portfolios in the collection, and then create a an order line without inventory. You could then add the titles you ordered as a note to the POL.

The titles wouldn’t be linked to the POL, but you would have a record of the purchase, and the list of associated titles.




Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org


From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Heather Jean Uhl
Sent: Wednesday, April 22, 2020 12:57 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] creating POLs in bulk for eBook portfolios

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Hi, Amy.

Thanks for reaching out with this great question.  I'm working on a similar experimental process right now too.  Full disclaimer, this is a brave new world for me, but I'm excited to learn, as I've had a lot of success creating import profiles to bring in huge batches of inventory for netbooks.  I'm grateful to work together with everyone for their ideas, suggestions, and past experience.

I'm looking at trying to do this in two stages:

  1.  Bring in a batch of eBook bibs (coordinated with our EBSCO rep to include linking fields / public notes in specific preconfigured MARC fields) using an import profile that will auto-create the portfolios based on those fields.  See the Alma Knowledge Center article Managing Import Profiles<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/060Record_Import/020Managing_Import_Profiles#Creating_an_Import_Profile:_Profile_Type>, and the sections below.

     *   Creating/Editing an Import Profile / Type: Repository - Create
     *   Creating/Editing an Import Profile: Inventory Information / Electronic

  1.  Next, once I have the bibs imported and the portfolios created, I plan to use the Import / Physical Inventory - Update feature to create POLs for each of the bibs matching on MMS ID.  See the Creating/Editing an Import Profile: PO Line Information<https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/040Resource_Management/060Record_Import/020Managing_Import_Profiles#Creating.2FEditing_an_Import_Profile:_PO_Line_Information> Alma knowledge center article.
At least this is the plan....  ^_^*

I have a meeting with Marianne Le, our collection development librarian who is our EBSCO rep, tomorrow as a first step to figuring out this workflow.  Next, I'm going to reach out to the vendor to pitch the process and work with their team to tinker with the records for import.  Once I get a test record, I'm going to pilot the process.  I'll share the results if you like?

Take care everyone.  Best wishes for all your endeavours.

Heather Jean Uhl, Faculty Librarian (pronouns: she / her)
Acquisitions & Cataloging Department Supervisor
Everett Community College - Library Media Center
huhl at everettcc.edu<mailto:huhl at everettcc.edu> | (425)388-9139

Library Liaison for English, Journalism, Communications, Theater
Japanese Culture Club Adviser
Instructor ART228D The World of Anime & Manga


On Wed, Apr 22, 2020 at 12:26 PM Herman, Amy <aherman at olympic.edu<mailto:aherman at olympic.edu>> wrote:
Hello all!  Until now we’ve just purchased fairly small numbers of ebook monographs from Ebsco eBooks.  In those cases I search for the electronic portfolio in the CZ, find the correct electronic portfolio in the correct electronic collection, “Order” it in Alma (including entering a price and fund) to create a POL, the POLs get packaged into a PO, I activate the portfolios in Primo, etc.

We are now ordering much larger numbers of eBooks.  Is there a way to do this POL creation process in bulk, rather than one at a time, if we have a list of ISBNs?  And set up so that the process would only choose the portfolio from the Ebsco Ebooks collection, from the available collection choices in the CZ?  And assign the correct prices and fund for the POL?  I’m thinking that’s a little ambitious but before I start on the next large ebook order, wanted to make sure I’m not missing something.

Thanks,

Amy Herman
Library Faculty | Olympic College
1600 Chester Avenue | Bremerton, WA 98337
aherman at olympic.edu<mailto:aherman at olympic.edu>

OC Libraries are OPEN online only!  Visit the OC Libraries website<https://libguides.olympic.edu/index> to connect to services and resources.

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