ERU Gobi procedures

Gobi Ebooks for ERU

Gobi Ebooks are now autoloaded. We have created a local Electronic Collection called Gobi Ebooks to help us manage the process, and most of the work will take place in that collection. There will be no more LBL Access Footprints tickets.

There are two types of orders:

1. Approvals
2. Firms

Approvals: For most titles ERU does not have to do anything. They autoload and, if we have a designated collection for them ( JSTOR, ProQuest, etc.), they go in  automatically activated and with bib. If they are titles for which we don’t have a designated collection  (Project Muse, Oxford, etc.) they will load into our generic Gobi ebooks collection, activated and with bib, but will need to be moved to an appropriate, non-local collection, so they can be managed by ExL global updates.

You can look at all the collections we have designated here:

https://docs.google.com/document/d/15N8kkTnEBmq5hTzp3mqGXqU24N2afkV8Q9R1rPMnHuQ/edit?usp=sharing

Firms: These actually get loaded twice due to loader tech specs and Alma-ness. The first load will create portfolios with brief bibs; the second will overlay the full Gobi bib, activate and move to appropriate collection IF it is one we have defined in the above document.
If not, we will need to move them, like we have to do with the approvals.

For both types: ERU needs to move titles from Gobi Ebooks Collection to the appropriate collection.

Clean Up
To help with clean up, there is a report in Analytics:
Analytics-> Design Analytics -> Catalog-> Shared Folders-> University of California Berkeley ->Reports -> Acquisitions -> ECRU 
You will see the Report: Gobi ebook orders. Click ‘More’, then Export->Data-> Excel to download a spreadsheet of the report.

For Titles In Gobi Ebooks Collection: Moving portfolios and linking to CZ zone

This is for titles without a specific designated collection

Filter the spreadsheet by ‘available’ titles. These will be ones that are ‘on’ in the gobi ebooks collection and should be moved to an appropriate collection. 

Look up the title in the CZ to find an appropriate collection (wise to copy the name). 
Go to the title in the Gobi portfolio list
Click Move from the row action items menu
Select the Collection to move it to: may need to paste in the name
Move it.

Go to the collection you  moved it into, and Edit Service
Click the Portfolios tab
Click ‘Link Local Portfolios to Community’

VERY IMPORTANT: on the job setup page, go to the bottom section "Bibliographic Records Configuration" and make sure the setting "Use the community bibliographic records" is set to NO (default is yes) 
This keeps the portfolios linked to the good bibs we’ve purchased from Gobi, rather than moving them to subpar CZ bibs
Proceed to run the job. You can see the progress under “Monitor Jobs”
It’s possible not all portfolios will find a match in the CZ by title/isbn (if they’re not in the CZ collection). We’re just hoping 

For old orders clean up: Deleting dummy portfolios from Gobi Ebooks Collection (one by one)

*Note: There appears to be about a week delay between the first load of dummy records, and the second load, which activates them and moves them to the appropriate collection (when there is an appropriate collection.)

After checking that the second load has made the portfolio unnecessary:

Find the Gobi Ebooks Collection-> Edit Service->Portfolios tab
Select or search for the titles.
Click the ellipses and select Delete
In the pop up window, select ‘do nothing’’
Click ‘Confirm’

Batch Deleting dummy portfolios from Gobi Ebooks Collection

*Note: There appears to be about a week delay between the first load of dummy records, and the second load, which activates them and moves them to the appropriate collection (when there is an appropriate collection.) Be sure to spot check by date to be sure you are only deleting ones that have already had the second load and are active and in the correct collection.
Export the Gobi ebooks report from Analytics

Filter by Electronic Collection Public Name (Column R) to Gobi Ebooks, then filter Availability (Column D) to Unavailable.

Create a new spreadsheet, name the first column PORTFOLIO_PID. Copy the Portfolio ID column (Column F) from the report and paste into the first column under your heading. Save the file.

Find the Gobi Ebooks collection -> Edit Service -> Portfolios tab ->Load Portfolios
Select Catalog: Institution
Select File -> Upload your spreadsheet
Select Loading Policy: Incremental
Select Action: Delete Portfolios
Handling Bib Rrecords without inventory:Do nothing
Select Validation Policy: Validate online
Click Next, then Load

Note:
In some cases, there is overlap between what we had activated in LBL tickets and what was loaded by Trina after migration. In these cases, there will be an active portfolio in Gobi ebooks and one in the correct target.