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HLM Admin Management

HLM, or Holdings Management, is the EBSCO system that powers the exact match eJournal placard in EBSCO. It also enables SmartLinking Plus for all of our subscriptions that we pay to EBSCO. (ie. content where EBSCO is our subscription agent.) Maintaining HLM means enabling subscribed, full-text eJournal content. Approximately 87% of our eJournal subscriptions (individual and package) are paid to EBSCO, who manages enabling the content through the Order Integration between EBSCONet and EBSCOAdmin. We have to manually enable the remaining 13%, some of which is not available at all in HLM. Once something appears in HLM then you can go about the relatively simple process of enabling the package or title.

SFX and HLM are not a 1:1 match. The last time a full upload was done was in Summer 2017, and EBSCO had a hard time taking the data from ExLibris and porting it into their own system. A cleanup project is in order once EDS is cleaned up and FOLIO is further along.

HLM Overview Page

The overview page for HLM in the EBSCOAdmin shows how many titles and packages we have enabled, as well as linking out to be able to create custom resources and packages, and to manage some of our universal settings.

  • We need to reach out to EBSCO to understand how the ranking in HLM works.
  • We also need to discuss Notes. Currently, we don't really use them since we believe there is a limit to the number of notes we can create.
    • Right now there are only three: OA, PA, and Transfer

General HLM Notes

  • Allow EBSCO to Add new Titles
    • Do not select Yes unless you are sure that we subscribe to all the content in the Package.
  • Custom Date Coverage
    • Custom date coverage overwrites the global date coverage in HLM
    • The Custom coverage at the package level overwrites custom coverage at the title level.
      • It is rare that we would ever use this.
    • Custom coverage at the title level can be used to signify PA for individual subscriptions.
  • When disabling a package in HLM, be sure to toggle “Hide all Titles in this Package” first, since Order Integration can sometimes enable titles even if the package is disabled.

Custom Content in HLM


  • Text
    • Text

Elsevier AutoLoad data from SGX needs to be refreshed once a month (just like the autoload) for our holdings to be reflected accurately in HLM. This is done by an FTP into the Admin

  • Instructions
    • Text

Enabling a New Resource

When a brand new resource appears in your queue it can be enabled in HLM. If the vendor is EBSCO, all you need to do is take a cursory glance by searching for the title and seeing if the Order Integration has already enabled it. If it has, make a note in CORAL and mark the workflow step as completed. If it is not, leave the step alone and wait. If the vendor is not EBSCO, then you need to enable the resource yourself.

Non-EBSCO Paid Content

  • We only enable full text journal content in HLM to power the exact match eJournal placard as well as SmartLinking Plus, so if the resource is anything other than eJournals you need to verify whether or not there is journal content contained within.
    • For example, does the database have some sort of journal content? If it is turned on in SFX that is a good sign that it should also be enabled in HLM.
  • Start by searching for the Title/Package Title
    • Leave the search as “Selected and Not Selected” just in case to see if for some reason it is already active.
  • When you find the correct resource you can choose the drop down menu at the right of the screen and choose “Select__”
    • If you are in a title search, you can enable just that title or the entire package the title resides in. If you are in package search you can enable all the titles in the package at once.
  • If you are not sure which resource is correct, click the hyperlinked title to see the titles contained in the package or more details about the package a title is contained in.
    • If you still are not sure, contact EBSCO support.
  • Once you have enabled the content, click on the hyperlinked name and make sure that the proxy is set to Silk (unless the resource is Free/OA) and ensure the “Allow EBSCO To Add New Titles” is toggled correctly.
    • Yes for entire packages and EBSCO paid content.
    • No for individual subscriptions or for packages that we only subscribe to part of the title list.
  • Once everything is done, copy the package title (and potentially the individual title) and put it in the HLM note in the Access Tab of CORAL. Make changes to the Data Integration note, and check off the workflow step.

When Not to Enable

  • If a resource is clearly not full text or eJournal Content
  • If the resource is an eBook or eBook package
  • If the resource is an A&I database
    • EBSCO paid A&I content is still enabled
  • If the resource is content type: Online Reference
    • Unclear exactly what this means. It isn't an eBook and isn't a database, something in between.

Renewals in HLM

Renewals in HLM are easier than anywhere else. As long as the resource is still enabled and the number of titles is roughly the same as the title list/SFX target then things are just fine.

  • EBSCO paid content should never be changed.
  • Non-EBSCO paid content shouldn't really change, just check title lists and check into things if the number of titles in HLM is drastically different.

Ceased or Cancelled Resources

When a ceased or cancelled workflow step arrives in your Queue, the resource in HLM needs to be disabled. Be sure to toggle “Hide all Titles in this Package” first, since Order Integration can sometimes enable titles even if the package is disabled.

  • Make changes to the notes in CORAL

Primary contact: Jack Mulvaney

hlm_admin_maintenance.1556028938.txt.gz · Last modified: 2019/04/23 10:15 by jmulvaney Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0