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hlm_admin_maintenance [2019/04/30 09:13]
jmulvaney [HLM Admin Management]
hlm_admin_maintenance [2020/12/02 13:34] (current)
jmulvaney [HLM Link Rankings]
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 ===== HLM Admin Management ===== ===== 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+HLM, or Holdings Management, is the EBSCO system that powers the exact match eJournal placard in EBSCO. Maintaining HLM means enabling subscribed, full-text eJournal content. Approximately 87% of our eJournal subscriptions (individual and package) are paid to EBSCO. 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.+
 **Also See** **Also See**
   * [[eds_admin_management|EDS Admin Management]]   * [[eds_admin_management|EDS Admin Management]]
-  * [[ebsco_regular_tasks|EDS & HLM Regular Tasks]] 
-==== 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 ==== +==== HLM Overview ​==== 
-  * Allow EBSCO to Add new Titles +The overview page for HLM in the EBSCOAdmin shows how many //unique// 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. From this page you can get to the following 
-      * Do not select Yes unless ​you are sure that we subscribe ​to all the content in the Package. +  * Titles and Packages 
-  * Custom Date Coverage +      * This placard will open up the search screen and default to selected. 
-      * Custom date coverage overwrites ​the global date coverage in HLM +          * The number of packages is split between managed (EBSCO Global) and UMA Custom 
-      * The Custom ​coverage at the package level overwrites ​custom ​coverage at the title level+          * The number of titles is for **unique** titles, and includes managed (EBSCO Global) and UMA custom ​titles. A download of the full KB **will not** match this number as it includes duplicates
-          It is rare that we would ever use this+    Managing Links 
-      * Custom coverage at the title level can be used to signify PA for individual subscriptions+      * This portal ​is similar to ranking in EDS. Here you can rerank, manage link assignments,​ change text/​icons/​etc,​ and manage our local links for Menu integrations,​ etc. 
-  * 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.+          * EBSCO should automatically apply the appropriate links when we activate a resource. 
 +  * Upload/​Download Holdings 
 +      * This can be used to import external data into existing Packages 
 +          * Documentation exists on EBSCO Connect and below for these functions 
 +          * Downloading holdings is the only way to find Custom titles. Notes are not included
 +  ​* Searching Options 
 +      ​* When searching by title, rely primarily on an identifier rather than title as HLM does not return results consistently for all titles. 
 +      * Searching by UMAAH under vendors will return custom packages created locally. 
 +  * Manage Notes 
 +      * These are for the internal or public notes attached to recordsnot for Custom Labels. This is available by going into the title search screen. 
 +          * HLM is hierarchical like SFX. Any note attached to a vendor will inherit down to Package ​and then Title. 
 +      * There is no functional limit to how many notes you can create or attach to a record, but they do only appear in FTF and PubFinder, not in the Exact Match Screen 
 +          * Notes should be avoided as they behave strangely. Use appropriate Custom Labels for internal and public notes, use these notes when you need to apply something across multiple KB items or if you need more advanced formatting. 
 +  * eHoldings & the Holdings IQ 
 +      * Data from HLM and eHoldings communicate back and forth nearly 1:1 via the HoldingsIQ product. There is no delay (unless something is wrong) but some things only exist on one side of the divide (notes for instance are not shared between HLM and eHoldings.)
-==== Custom Content ​in HLM ====+==== Understanding Linking ==== 
 +HLM functions as the back end for the Link Resolver Full Text Finder, and the eJournal A-Z Publications Finder. These two interfaces rely on different linking mechanisms. 
 +  * The Full Text Finder CustomLink exists ​in EBSCO profiles to allow for the generation of a Link Resolver Menu 
 +  * HLM Links are associated with different packages and titles in packages. They are automatically associated with selected content but can be edited. They are generated based on the combination of the BaseURL, a Query String, and a Mandatory Field 
 +      * There is a known issue with HLM links relying solely on the DOI rather than ISSN or a combination of multiple identifiers. For a link to correctly appear on an FTF menu there MUST be a DOI in the source metadata. When found, these should be reported to EBSCO. Bob suggested that sometimes an ISSN version of a link can be created and Sara has had luck with getting additional metadata elements included. 
 +      * This is a VERY different structure than SFX. 
 +  * PubFinder Links appear in the titles themselves. The URL stored here is what is actually linkable from PFUI and can sometimes be used on the FTF menu if the PubFinder link is applied to those packages/​titles. 
 +      * They are NOT editable, any changes need to be sent to EBSCO. 
 +==== HLM/​FTF/​PFUI Statistics ==== 
 +We have not made any decisions on what sort of statistics we will track once we leave SFX. 
 +==== Updating Branding ==== 
 +Branding for Full Text Finder and PubFinder are handled differently since PFUI is one of EBSCO'​s newer products. 
 +  * FTF Branding Tab 
 +      * Basic changes are handled here, and we use enhanced branding but most of the design is handled via the bottom branding. 
 +      * [UMAAH TEST] FTF (prior to to Go-Live) has all of our custom branding. 
 +          * The same LibAnswers tab Kat created for EDS is used in FTF 
 +          * MHC lent their code for the footer link to the eResource Use Policy 
 +          * The same Favicon Switcher app for EDS is used 
 +          * Courtney added code created for Amherst to increase the font size and underline the menu links 
 +          * Courtney also created code to allow for a link in the FTF header to PFUI 
 +          * Courtney created code to allow for better mobile use of the FTF menu 
 +          * There is also code at the base from Courtney to rearrange elements of the metadata header and to change the way that the branding works to hide the EBSCO FTF image, put our branding in the top right, and allow for better resizing of the metadata. 
 +  * PFUI Branding 
 +      * The branding tab only controls the Title of PubFinder and the top right text and URL for images 
 +      * [UMAAH TEST] New PFUI (prior to Go Live) has most configuration options ​ and it needs to be set to Plain Text for the JSON to work 
 +          * We have LOC subject headings configured 
 +          * Colors are configured here as well 
 +          * Alphabrowse is TBD 
 +          * We have hidden the Browse by Database (package) but not the filter option 
 +          * Our UMass branding image is stored here 
 +          * The PfResourceTypeControl contains our customized radio buttons for searching 
 +              * Final execution TBD 
 +==== Interactions with EDS ==== 
 +EDS and HLM are two sides of the same knowledgebase but they are NOT the same thing. EDS can be viewed primarily as a metadata source with a unique linking aspect (CustomLinks and SmartLinks/​Plus) of which HLM/FTF plugs in to be a link resolver. The EKB (HLM) is NOT intended to facilitate discovery. Important things to know: 
 +  * Selecting a package/​title in HLM does NOT mean it is discoverable in EDS. Metadata is handled separately and it is possible that titles in the EKB are not actually indexed, and therefore not linkable via FTF 
 +      * Since we have the Exact Match Placard, this is how we expect patrons to link out to a title when searching in EDS 
 +  * FTF Menus cannot be generated when there is no match to holdings in HLM (meaning, the generation of a link! not the selection of a title). An ILL button will appear instead. This is the same behavior as SFX. 
 +      * A link existing in HLM does NOT mean it is linkable in FTF based on EDS metadata. Metadata from EDS must include the specific mandatory elements (like a DOI) for a link to appear on the FTF menu. If the required elements are not present a link will not generate, meaning there will be false negatives for content that will lead to ILL requests. 
 +==== Interactions with Publisher Platforms ​====
-   * Text 
-       * Text 
-Elsevier AutoLoad data from SGX needs to be refreshed once month (just like the autoload) for our holdings ​to be reflected accurately ​in HLMThis is done by an FTP into the Admin +==== Custom Content ==== 
-   ​Instructions +Try to keep custom content ​to a minimum ​to avoid the hastels of duplication. Search UMAAH in the vendor search to find all custom content. 
-       ​Text+  * ProQuest Legislative and Executive Publications:​ a UMAAH custom package for the different access points/​names of the PQ Congressional Collection, there is a mix of managed custom and full custom titles. 
 +  ScholarWorks@UMass Amherst: eJournal content from Scholarworks,​ there is a mix of managed custom and full custom titles. 
 +  UMass Amherst eResources: Outlier resources of various types, there is a mix of managed custom and full custom titles.
 ===== Enabling a New Resource ===== ===== 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 note in CORAL and mark the workflow step as completedIf it is notleave the step alone and waitIf the vendor is not EBSCO, then you need to enable ​the resource yourself.+When a brand new resource appears in your queue it can be enabled in HLM. 
 +  * Confirm whatever title or package actually matches ​the subscribed content. Selecting the title will activate it in HLM 
 +      * Always check the proxy settings, custom coverage, and whether or not the package ​is set to Allow EBSCO to Add New Titles. 
 +          * OA contentincluding content from publishers we pay for, should not be proxied ​to allow for better guest access. 
 +      * Leave any notes as Custom Labels 
 +      * If there is new link, it needs to be ranked ​in the Links Management pane. 
 +  * Moving forwardwe will activate all material types in HLM except for Abstract ​and Index packagesThis may need to be revised following further testing in EDS/FTF. 
 +      * PubFinder will be configured specifically to show only some types of title material types (primarily excluding non serial content like eBooks) but if there is a link and a linking mechanism, ​the content could appear in an FTF menu and will always appear in downloads.
-==== Non-EBSCO Paid Content ​==== +==== HLM Link Rankings ​==== 
-  * 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+Labels for the FTF Menu are also linked. Keep links on the 10s to allow for wiggle room
-      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+   ​The ranking ​of HLM Links is loosely based on SFX sort_services.config ranking
-  * Start by searching for the Title/​Package Title +       * 0  = EBSCO Linking Services (?) 
-      Leave the search as "​Selected and Not Selected"​ just in case to see if for some reason it is already active+       10 = Paid Journal subscriptions 
-  When you find the correct resource you can choose the drop down menu at the right of the screen and choose "​Select______"​ +       ​20 = Publisher hosts (Ingenta, Highwire, etc.) 
-      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. +       ​30 = Newspapers 
-  If you are not sure which resource is correctclick the hyperlinked title to see the titles contained in the package or more details about the package a title is contained in. +       ​40 = Databases 
-      If you still are not sure, contact EBSCO support. +       ​45 = Mediaimage, and streaming 
-  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/OAand ensure the "Allow EBSCO To Add New Titles"​ is toggled correctly. +       ​50 = Less reliable aggregators and digitized historical publications 
-      Yes for entire packages and EBSCO paid content. +       ​60 = eBooks 
-      No for individual subscriptions or for packages that we only subscribe ​to part of the title list. +       * 70 = Open access 
-  * Once everything is donecopy 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.+       * 80 = Print 
 +       * 90 = Alternate Linking ​(CrossRef ​PubFinder
 +       ​100 = Service Links (Set to Always Show) 
 +         ​Begins with Section Label "​Unable ​to Find Full Text?" 
 +   ​* Once you've assigned or changed a rankingscroll to the top of the page and click Refresh.
-==== When Not to Enable ​==== +==== Link Editing ​==== 
-  If a resource is clearly ​not full text or eJournal Content +^ Basic Setting Field ^ UMA Global Setting ^ Notes ^ 
-  If the resource ​is an eBook or eBook package +| Link Name | **Do not Change** | EBSCO confirmed this doesn'​t affect settings. | 
-  If the resource ​is an A&I database +| Rank | **Match to above Schema** | | 
-      * EBSCO paid A&I content ​is still enabled +| Allow EBSCO to Manage Assignments | **Should always be set to Yes** | | 
-  If the resource is content type: Online Reference +| Category | **Do not Change** | | 
-      Unclear exactly what this means. It isn't an eBook and isn'​t ​database, something in between.+| Link Text | **TBD** | | 
 +| Hover Text | **TBD** | | 
 +| BaseURL | **Do not Change** | | 
 +| Query String | **Do not Change** | | 
 +| Mandatory Fields | **Do not Change** | | 
 +| Proxy Server | **Set to Inherited - Silk** |Need to confirm behavior when link is proxied but package ​is not | 
 +| Display Settings | **For my Assigned Holdings*| Only the Service Links should be set to always show, ILL is NOT set or Items not in my Holdings| 
 +| Show only if no (other) full text is available | **Always NO** | The service links should also be set to No| 
 +| Show in Full Text Finder | **Always YES** | | 
 +| Show to unauthenticated users | **TBD** | Need to decide if we want unauthenticated patrons to see Links to then hit the proxy wall| 
 +| Display in new window | **Always YES** | | 
 +| Icon Settings | **TBD** | Do not change the default Alt-Text unless it is missing or you are uploading ​custom Icon|
-===== Renewals ​in HLM ===== +==== Deselecting Content ​==== 
-Renewals ​in HLM are easier than anywhere elseAs 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+If you are deselecting entire packages, download the content first to see if there are any CustomLabels that should be preserved. Record relevant notes in FOLIO. Deselecting a title will delete ALL customizations including custom date coverage. 
-  * EBSCO paid content ​should ​never be changed+===== Renewal Procedures ​===== 
-  * 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.+Checking renewals ​in HLM is actually ​easier than SFXThere'​s a quick three step process for processing a renewal when it shows up in your queue. 
 +==== Review Package Settings ==== 
 +Packages have basic settings which should be reviewed: 
 +  * Be sure that the package has not been hidden 
 +  * The Proxy Server should reflect whether the package ​is OA or not 
 +      * (If it is mixed, it should NOT be set at the package level.) 
 +  * Custom Date coverage should usually be unset (the exception being Springer eBooks) 
 +  * Allow EBSCO to Add New Titles 
 +      * Generally, unless the Package Type is Complete this should be set to No. 
 +==== Checking Titles in Packages ==== 
 +Titles do not need to be closely checked unless ​the package is for eJournal content 
 +  * For packages, title lists should be checked against ​the content 
 +      * Sometimes, a new package is created and that package should be evaluated for new selection 
 +      * Otherwise, check for cessations or title changes in EBSCONet and update Custom Labels 
 +  * For individual eBook titles, check access through HLM and ensure that the proxy settings ​are correct 
 +      * Confirm the coverage is correct and record any relevant notes. 
 +eBook Packages and titles are handled differently
 +  * For packages, ideally there should be a complete package and it can be treated like an eJournal package or aggregator
 +  * For individual eBook titles, they really ​should be a one and done selection processyou won't need to review unless it's something with a recurring subscription. 
 +==== Review Link Settings ==== 
 +The Link assigned to the package/​title should be reviewed to make sure that no settings have been changed. Match the links to the criteria outlined above in the Enabling a New Resource setting. 
 +Moving forward we will test links during the renewal process. Using a test profile which just uses the FTF CustomLink perform a title search for a title in package, generate an FTF menu, and confirm that the links you expect to see are appearing. Consider testing from multiple metadata sources and comparing the menus to see if mandatory fields are causing some links to fail. 
 +===== General HLM/​FTF/​PFUI Procedures ===== 
 +There are not many formal procedures for HLM/​FTF/​PFUI,​ but some will need to be created post-Go Live 
 +==== Quality of Metadata & Linking ==== 
 +==== Open Access Linking ==== 
 +==== Perpetual Access Policy ==== 
 +See [[perpetual_access_procedures|Perpetual Access Procedures & Codes]] 
 +  * This should be updated post Go-Live and the previous page archived. 
 +===== HLM Regular Tasks ===== 
 +There are some regular maintenance things that need to be done to make sure that HLM is up to date. 
 +==== Weekly Revision ==== 
 +EBSCO does not yet put out updates before they happen, so management ​of content ​in HLM is more reactionary than in SFXEach week a copy of the Full KB should be downloaded and stored on the DRMS Drive and a "​Titles Removed from my Holdings"​ report should be run for the previous week. 
 +  * Currently the KB Download should be done on Mondays 
 +  * The Titles Removed report should be on run on Tuesday and cover the previous Monday to Sunday. Compare titles against an appropriate download of the Full KB. 
 +      * Ignore aggregator, OA, and eBook titles. 
 +  * If titles are removed that we care about, check the package first to see if there is still content there that can be selected, or else, create a KB Inquiry. 
 +Jack will work on streamlining this process in January, and hopefully EBSCO will make the report better as well. We have provided use cases. 
 +==== Link Testing ==== 
 +Comprehensive link testing should be completed once a year in addition to testing individual links during the renewals process. Criteria is TBD. 
 +==== ScholarWorks Update ==== 
 +Once a year the custom package for ScholarWorks should be updated based on the Journals page. 
 +Jack will work with EBSCO to try and get an actual link created so that we can link to ScholarWorks content through the FTF menus in addition to PFUI. 
 +==== Print Holdings Update ==== 
-==== 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 
  --- //​[[jmulvaney@library.umass.edu|Primary contact: Jack Mulvaney]]//​  --- //​[[jmulvaney@library.umass.edu|Primary contact: Jack Mulvaney]]//​
hlm_admin_maintenance.1556629999.txt.gz · Last modified: 2019/04/30 09:13 by jmulvaney
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