Setting up the Available in Library Collection limiter for Serials Solutions & SFX Customers A key feature of EBSCO Discovery Service (EDS) is the ability to limit search results to items available in your library via the Available in Library Collection limiter (AiLC) and items your library holds in Full Text. When enabled, the limiters allow users to their limit search results to records with full text available online (via EBSCOhost full text databases, as well as e-journals, institutional repositories, data partners, etc.) and/or content physically available in your library.
This limiter is driven by a local collection added to your EDS profile and mapped to your link resolver. A local collection is a group of titles defined by you, as held locally by your library. When a local collection is set up in EBSCOadmin, a file is created that describes the collection and tells EBSCO which titles are included in your collection. The local collection is then assigned to the EDS profile, and a CustomLink is created in EBSCOadmin so when a user searches EDS, with the limiter selected, the results are focused to include only titles you have defined as belonging to your collection. This local collection in your EDS profile is built from a knowledge base of your items. This document describes the process of exporting your holdings from your third-party knowledge base provider (SFX, Serials Solutions, etc.) in order to create a local collection in EBSCOhost.
Creating your knowledge base file
The system supports two overall file types: Excel “row based” files and Google Scholar XML holdings files (aka SFX-XML files).
Serials Solutions makes their holdings exports available in .xls, .xlsx, or .csv. The default and preferable export format is .csv.
SFX holdings can also be exported using .xml. If you are opting to use SFX-XML the file needs to be in Google Scholar format.
Notes regarding format:
- A file can provide multiple DateRange columns, or multiple FromDate/ToDate columns, but not both. The number of FromDate and ToDate columns must match, and are paired up accordingly.
- When FromDate/ToDate columns are used, you are also prompted for option Embargo indicator columns. Normally, we expect Embargo data embedded directly in the ToDate columns. But when a separate column is used, any value in the Embargo column “trumps” any value in the ToDate column.
- We customize your upload process to the initial file we receive. It is important to remember that the file format selected will need to be maintained after set-up. If you need to change your file format, please contact firstname.lastname@example.org prior to your next upload.
Accessing your EBSCO FTP account
Once you have a copy of your file available to upload to EBSCO, you will need to send that file to our Discovery Services Support team. To provide an easy and seamless transfer of your file, EBSCO utilizes a File Transfer Protocol (FTP) account created specifically for your library. A Discovery Solutions team member will provide you with specific information about your FTP account via email. Please note that this FTP account is separate from other FTP accounts you may have been provided during your EDS setup process.
The FTP server is accessed with the following information:
User = XXXXX
Password = XXXXX
Notes regarding access to your FTP account:
- A user name and password will be provided to access the EBSCO FTP server.
- Your FTP account will contain two folders. Please use the folder labeled FULL when providing us with your export.
- Files uploaded to your FTP account are archived for processing upon logout, so please disconnect from the FTP account once your upload is complete. If this does not occur after the upload completes, EBSCO will close the connection after 30 minutes of inactivity.
Setting up the automated local collection
Once the file is uploaded to your institutions FTP server, the Discovery Services Support team configures the automated process that will take subsequent files and push them to your EDS profile. In order to do this, after your first upload you must contact email@example.com to let us know your file is ready to be processed for automation. A team member will analyze your file and let you know if we need any adjustments to automate the process. Once your file is successfully loaded through the FTP process you can now prepare to send us the file on a regular basis.
Notes regarding automation:
- You are required to use the same file format as the original file. If you need to make changes you must contact firstname.lastname@example.org prior to your next upload.
- Always upload only one file to the FULL folder.
- Each file uploaded will completely replace all of the existing data; you must do a full export of your collection each time.
Scheduling your automated local collection
Now that your file is successfully loaded through the FTP upload process, you can prepare to send it to us on a regular basis. Some customers opt to create a CRON job which will automatically export the holdings and send them to the FTP site on your preferred schedule. Others simply export the file manually and upload it to the FTP server on a weekly or monthly basis.
Any new holdings that you load through the FTP upload process will be posted at the next processing run. Currently, processing runs are scheduled on Wednesday and Sunday.
Notes regarding scheduling:
- You have the option to upload your holdings as frequently as you wish. Most customers choose weekly or monthly.
- Currently, the most frequent interval available is bi-weekly, as our processing run occurs twice per week.
- We must receive your new file by Tuesday at 11:00AM EST (-04:00 GST) or Saturday at 11:00AM (-04:00 GST) in order to meet our next processing run which occurs at 11:00AM EST (-04:00 GST) on Wednesday and Sunday.