Managing weekly updates to Central KnowledgeBase

Purpose

Review all changes done in the Community Zone for content UCB has access to.

What you need to know

Alma Weekly Update Notes, these are emailed weekly. This includes information on changes for e-collections, deletions and e-collection replacements, AND new collections added. Changes are specific to UCB and may include modifications to bibliographic records, as well as changes to holdings, availability, security requirements, and parser parameters.

What to do

1. To generate the weekly updates list, from the Alma home screen click on Resources, under Manage Inventory, then select Community Zone Updates Task List.
2. In the field Submit Date Range, filter to dates you want to account for on the report. Since these are weekly updates, it’s best practice to select dates for an entire week and maintain a regular download schedule. 
3. Approve or Edit Updates Task List

CZ Updates Task List Actions

Dismiss: Approve of the change made to CZ. Highlight the column by checking the box next to the report type. Click on the ellipsis box and select Dismiss. Task will disappear from the Review list but is still available to view under All.
Edit: We don’t approve of the changes made to the record. Make necessary changes to revert prior settings or fix mistakes made by the update.
Note: If it’s a bigger problem, affecting multiple records then it needs to be reported to Ex Libris.Search portfolio or collection. Find the record we are reporting to Ex Libris. Click on the ellipsis box next to Order, click on Report to Ex Libris.
You should see a Report to Ex Libris with data information filled out. Add additional info in the description box.
All: A history of all updates made to our IZ. No action can be taken, only view mode.

What to Check

Name Changes for e-collections: Ex Libris changes the name of an e-collection to match the vendor’s name of the collection. Any configurations, such as Display Logic or GES, that use the name of the e-collection need to be updated.  The name of the e-collection may need to be updated in the purchase order line (POL).

Deletions and e-collection replacements: Ex Libris removes an e-collection and replaces it with a new e-collection. If we are using an e-collection that is being replaced, the new e-collection will need to be activated in the CZ, all portfolios will need to be activated again and the POL will need to be migrated to the new e-collection. 

When an e-collection is being deleted, export the current portfolios.  Use this file to update the new e-collection if it is a package with selective portfolios, not an aggregator package. Ex Libris may not give the name of the e-collection that is replacing the one being removed.  A query of the CZ will need to be done to locate the new e-collection.  Start with the name of the e-collection listed in the subscription information from the vendor.
New collections added: This is when a library has been waiting for ExL to add an e-collection that was previously missing. The new e-collection will need to be added from the CZ.  This applies to Open Access resources too.  For example, I’ve been waiting for a new ATLA e-collection to match the subscription for one of the libraries.  That new e-collection was added to the CZ and now can be activated and made available to that library.  If a local e-collection was created while waiting for the global e-collection to be added, the POL will need to be migrated to that new CZ e-collection after it is activated.

Actions for CZ updates