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

[Cara Beth Stevenson]

I am also interested in learning about importing spreadsheet data into MARCEdit templates.

Could someone present a tutorial at one of our weekly sessions?


Cara Beth Stevenson

(pronouns: she/her/hers)

Library Paraprofessional

John Spellman Library

Grays Harbor College


** cara.stevenson at ghc.edu

** currently working from home

** email is the best way to reach me

________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Heather Jean Uhl <huhl at everettcc.edu>
Sent: Thursday, April 23, 2020 12:33:58 PM
To: WACTCLC Alma Discussion
Subject: Re: [Wactclc-alma] creating POLs in bulk for eBook portfolios

Hi, Kirsti.

Thanks for the ideas.  I'd love to read more about creating POLs from a spreadsheet and creating templates in MARCEdit.

Much appreciated.

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 Thu, Apr 23, 2020 at 11:38 AM Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu<mailto:Kirsti.Thomas at seattlecolleges.edu>> wrote:
Amy,

I was initially thinking that what you want to do wouldn't be possible because of the CZ records piece, but talking to Wade this morning jogged my memory and now I think it might be.

First, it's possible to turn order data from a spreadsheet into POLs in Alma through an import profile.  You have to import the spreadsheet into MARCEdit, using a template that maps the Excel columns to specific MARC fields and subfields. You can then save the MARC records from MARCEdit and import them into Alma using an import profile for New Orders.

With import profiles, there's an option to allow incoming records to match against CZ records or to block incoming records from ever matching against a CZ record.  We use a global setting in one of the Alma config table to never ever allow an incoming record to match a CZ record.  If you have this Alma config setting set to allow for matching with CZ records, then you get a check box in all your import profiles allowing you to decide profile-by-profile whether you want to allow incoming records to match against CZ records or not.

If you used this option, you would want to look at the CZ bib records to see if they had some kind of EBSCO ID number in an 035 field. You would want the that EBSCO ID number to also be in your file of incoming records.  You could then set your import profile to allow matching CZ records based on the EBSCO ID number in the 035 (Other System) field *and* set the import profile to keep the existing record instead of the incoming record. ISBN matching might work too, but that gives you a pretty high risk of a bad match.

If you're doing this regularly from here on out, the process would save you time and effort. If you're just doing a one-time order on a limited number of titles, then the testing you'd have to do in the Sandbox to get the import profile working might not be worth it.

If you want to pursue it, I have some documentation about creating POLs from a spreadsheet that I can share. I can also share info about creating templates in MARCEdit.


It will be ok!

Kirsti S. Thomas
Library Technical Service Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>



From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Herman, Amy
Sent: Wednesday, April 22, 2020 12:26
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] creating POLs in bulk for eBook portfolios

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>

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