[Wactclc-alma] Reports for individual eResources with license expiration dates

[Thomas, Kirsti]

Correct.

We're doing both-- creating continuous POLs and using the License Expires note.

The continuous POLS are easier for acquisitions staff to keep track of.

The License Expires note is visible to Public Services folks and lets them know right away why someone can't connect (in case we forget to deactivate the portfolio record when we decide not to renew the license). This is especially helpful after hours when acquisitions staff may not be around.

It will be ok!

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



From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Guidry, Wade
Sent: Thursday, April 7, 2022 15:50
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Reports for individual eResources with license expiration dates

Thanks, Kirsti.

Meanwhile, for institutions that use acquisitions, might it make sense to use continuous POLs for these titles, and then rely on the renewal dates in the POLs for cancellation / renewal  reminders?




Wade Guidry
Library Consortium Services Manager, WACTCLC
wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>
(509) 760-4474
http://www.wactclc.org<https://nam04.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.wactclc.org%2F&data=04%7C01%7C%7C2be01c18f1bc4a51f69a08da18e92a03%7C02d8ff38d7114e31a9156cb5cff788df%7C0%7C0%7C637849687580454314%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=MxKhnr%2BhJpoHwG0VL41l1ilEY7aU9Fx0vhLK4Z36XKM%3D&reserved=0>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Thursday, April 7, 2022 12:13 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Reports for individual eResources with license expiration dates


In this morning's call, Wade mentioned the idea of using an Alma Analytics report to help keep track of eresources with license expiration dates. I let folks know we had this working at Seattle and I'd be happy to share the reports in our Community WACTCLC folder in Alma Analytics.  Laura Staley asked if I could share this information.

To make this work, we put a Public Note in the portfolio record for any eresource that has a license expiration date.  The Public Note says:

License expires MM/DD/YYYY

Each note has to follow this wording, spacing, and punctuation *EXACTLY* or the Alma Analytics reports we have won’t work.

In this Alma Analytics folder:
/shared/Community/Reports/Consortia/WACTCLC/Seattle

You'll find the following 3 reports:

Expired portfolios to be renewed or deleted
Portfolios expiring in the future
Portfolios expiring in the next 30 days

Here's what one of the reports looks like:

[cid:image001.jpg at 01D84A9E.BA9D2A60]

Wade points out that you can set things up in Alma to have these Alma Analytics reports emailed to specific people on a regular daily, weekly, or monthly schedule. The Portfolios expiring in the next 30 days one might be a good one to set up for a monthly email. 😊


For those of you interested in how this works on the back end…

We use a formula that trims the Public Note field down to just the part of the text string that contains the date.

Since I'm a novice at regular expressions, I can't manage to account for all the possible ways that a date might show up at different places within a sentence of variable length. So the note we use always has the first date character show up as the 17th character in the note and the date part of the note always takes up 10 characters.

Once we have the text string containing the date, we convert the data from text format to date format.

Here's the formula:

CAST(EVALUATE('TO_DATE(%1,%2)' AS DATE, SUBSTRING("Portfolio"."Portfolio Public Note" FROM 17 FOR 10),'MM-DD-YYYY') AS DATE)

It will be ok!

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



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