Ebook Central Admin: Automated holdings updates in Summon, Intota, and 360

Your Ebook Central Perpetual access, DDA-discoverable, and Subscribed holdings can be automatically updated in:

• 360 Client Center
• Intota

Once updated in the above, the holdings information flows to the following discovery services if configured to do so:

• 360 Link
• Ejournal Portal
• Summon

There are two automated workflows for Ebook Central collections:

• Support for perpetual (owned) titles and DDA (Demand-Driven Acquisition) collections via the Ebook Central Perpetual and DDA database (database code AABBV) 
• Support for Subscribed titles via Ebook Central All Subscribed Titles database (database code BBABE)

Note that owned titles and any active DDA-discoverable titles are combined for the purposes of the automated holdings update. If you select the DDA/owned automated workflow it is not currently an option to only auto-update one or the other (owned or DDA-discoverable) – it is currently both or none. Subscription titles can be updated separately since they are sent to a different database. Once auto-updating has been enabled, it is not possible to manually edit subscribed status of these titles in 360 Client Center.

Once the automation settings are in place:

• New purchases as well as changes to your DDA and/or subscription holdings will be automatically loaded into 360 Client Center and Intota every night(US time)
• From Client Center, holdings information will propagate to:
  • 360 services
  • Ejournal Portal (next day)
  • Summon (for Summon Index timing, see Summon update article)
• In Client Center, your holdings will have status "Subscribed" in the appropriate database: AABBV for Perpetual and DDA-discoverable titles and BBABE for subscription titles

To set up automated holdings management for your Perpetual, DDA and Subscribed titles:

You can do the initial setup yourself but you will need the Ex Libris Support team to enable the service for you. For instructions, see the following Ex Libris support articles:

• 360 Client Center: For Perpetual and DDA titles
• Intota: For Perpetual and DDA titles
• 360 Client Center and Intota: for Subscribed titles

You'll need to contact the Ex Libris support team to enable the update service:

• Please submit a support case for Ex Libris support by going to https://support.proquest.com/s/submit-a-case?language=en_US and select Ex Libris as the Platform/Service.
• Or visit the Ex Libris Knowledge Center at http://knowledge.exlibrisgroup.com (no login required) where you'll find knowledge articles as well as a prominent “Submit a Case” button (which will require you to sign in).
• If you don't have access to the Support Portal, there are two options:
• If one of your colleagues has access, they can get you a login by following the instructions in the Knowledge Article there called "How do I request a Support Portal Login for a new staff member?"
• Or, you can call request a Support Portal login by calling the Ex Libris toll-free number (North America):  877-445-5693

Consortia-provided holdings:

NOTE:
Subscriptions, such as Academic Complete, are still represented as separate databases in Client Center and can still be manually selected if you opt not to use the automated holdings workflow for your subscription titles.

Please note that there are differences in regional availability of some titles in subscription databases, which means the individual subscription collections listed in Client Center may not reflect your holdings with 100% accuracy. We recommend using the automated holdings workflow for subscriptions for 100% accuracy.

Even when automated holdings are enabled for subscription and titles sent to BBABE, 360 Resource Manager and Intota clients should still use individual Ebook Central Subscription databases to record ERM data like payments, renewals, contacts, notes, etc. To avoid duplicate holdings in discovery, you should disable the Display In settings in your individual subscriptions (Academic Complete, etc.). Please see the Ex Libris support article for more information: https://knowledge.exlibrisgroup.com/360_Services/360_Core_Client_Center/0Product_Documentation/Manage_Your_Data/Data_Management_Concepts/Intota_and_360_Core:_Managing_Ebook_Central_Titles_with_Territorial_Rights

Automated Holdings Management does not impact other library workflows or any functionality of your 360 and Summon services.  Examples of related activities that remain unchanged:

• Making ebook titles discoverable via your library catalog. The workflow to add, delete, and update ebook records in your catalog remains unchanged since it takes place separately from the Automated Holdings Management process.
• Using 360 Resource Manager Alerts for resource changes in your Client Center profile. Alerts will recognize Client Center updates made by Automated Holdings Management.
• Using 360 Counter or 360 Resource Manager to apply costs.  The costs remain attached to resources as holdings are routinely updated through the automated program.

Custom status indicators (such as Purchased or License Negotiation) set up through a library’s 360 Resource Manager subscription currently cannot be applied to automated holdings management.

Ebook Central also offers automated holdings management with Ex Libris' Alma and OCLC's WorldCat Knowledgebase. For more information, access the following support articles:
Ebook Central Admin: Automated holdings updates to Alma
Ebook Central Admin: Automated holdings updates to OCLC Worldcat Knowledgebase