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Support - EBSCO Help

Local Collections - Frequently Asked Questions (FAQs)

What is a Local Collection?

A local collection is a group of journal titles held locally in the library. When a library administrator sets up a local collection in EBSCOadmin, a file is created that describes the collection and tells EBSCO which titles should be included in it. Once a collection is created, it is assigned to a profile. When a user searches the profile in EBSCOhost or EBSCO Discovery Service (EDS), the results are focused to include the titles in the collection.

 

How can I view a Local Collection in EBSCOadmin?
  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections Tab.
  3. Click Go under the Setup/Maintain Titles column for the Local Collection you would like to view.
  4. Use the Page Up or Page Down arrows to browse the list. To find a specific title, type the name of the title (or the first few letters of the title) in the space provided.
  5. Click the Browse button to search.
  6. After you have viewed the list, click the Back to List of Collections link to return to the Collection Maintenance Window.

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How do I create a Local Collection in EBSCOadmin?
  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections tab. (Consortium administrators: choose the target site from the drop-down list in the sub-toolbar).
  3. Click the Add a New Collection link.
  4. Enter a Collection ID that is from 3-8 characters in length.
  5. Enter a Description for the collection.
  6. Indicate whether or not the collection is an Exclude Collection. Any titles within an Exclude Collection will not be searched in EBSCOhost or EDS.
  7. Indicate whether Alternate ISSNs should be included.
  8. Click Submit. The Local Collections screen appears with the new collection name displayed.

 

Can I create a Local Collection of all the print titles that I purchased from EBSCO Subscription Services?

Yes, we can obtain a file of all your ESS print holdings including coverage dates. If interested, please contact EBSCO Technical Support to request ESS Summary Holdings be loaded into EBSCOadmin. If possible, please provide your ESS account number.

 

How do I add a title to my Local Collection?
  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections Tab.
  3. On the Local Collection screen, click Go under the Setup/Maintain Titles column in the row of the Collection ID to which you would like to add a title.
  4. Click the Add New Titles link.
  5. From the Show Titles drop-down list, select the databases from which you want to add titles.
  6. In the Browse for field, type the magazine/journal title to which you subscribe, e.g., Time.
  7. Click Search. A list of titles appears.
  8. Highlight the journal title. To select multiple titles, hold down the CTRL key while selecting titles. Click Add to Collection.
  9. When you have finished adding titles, click Back to Title List to view the titles added.
  10. To modify the Yes/No message, call number, the dates held, and whether or not the journal is held locally, click the name of the journal link. If you change the Yes message to alert your patrons that you own the journal, check "Change All" to change this for all titles within your collection.
  11. Click Submit to update journal information.

 

How do I upload multiple titles to my Local Collection?

Multiple titles can be uploaded to a Local Collection from a tab delimited text file or a comma delimited text file.

  • To create a tab delimited text file, create a list of titles with ISSNs. or ISBNs in a spreadsheet. Save the spreadsheet at a "Text (Tab delimited) (*.txt)" file.
  • To create a comma delimited text file, save your spreadsheet as a "CSV (Comma delimited) (*.csv)" file.

To upload multiple titles:

  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections tab.
  3. In the Local Collections screen, select the name of the collection link you want to view (making note of the Collection ID).
  4. Click Go under the Setup/Maintain Titles column.
  5. Select Upload Local Titles link.
  6. Select a File Type: Delimited Text File (this is the default and must be used)
    Note: When entering field information for the type of file you are uploading, fields with an asterisk (*) are required. All column numbers must be enclosed in [ ] (square brackets). Otherwise, they will be read as literal text.
  7. File Encoding - Enter the code for the encoding type of your text file.  See What is the "Field Encoding" field when I upload a Local Collection in EBSCOadmin? for applicable codes. 
  8. Field Delimiter - If uploading a tab-delimited file, enter [tab] in this field. If uploading a comma-delimited file, enter , (the comma symbol on the keyboard)
  9. Text Delimiter - For comma-delimited files only: Enter the character that encloses values in your text file when a field also contains a comma, this is typically a " (the double-quote symbol on the keyboard). When upload finds the text qualifier character, all of the text that follows that character and precedes the next occurrence of that character is imported as one value, even if the text contains a comma. If no Text Delimiter is defined and your titles contain commas, your file may not upload properly. Leave this field blank if uploading a tab-delimited file.
  10. Field Names:
    • Collection ID* - Enter your collection ID. (This field is sometimes automatically filled in but it might not be the proper collection ID. Also note that this field does not need brackets [ ] around the collection ID.)

    • ISSN/ISBN* - Enter the column number between brackets [ ] of the ISSN/ISBN field in your text file. Example: if your ISSN numbers are in the first column, use [1].

    • Title* - Enter the column number between brackets [ ]. (This field cannot be blank. If you do not have a column with title names then make up a column number.)

    • Notes - Enter the column number between brackets [ ] containing Local Notes or leave blank. NOTES only displays on detailed display of the citation after the Yes Message.

    • Summary Holdings - Enter the column number between brackets [ ] containing Summary Holdings or leave blank. Summary Holdings only exist in EBSCOadmin. EBSCOhost does not make use of this data.

    • Call Number - Enter the column number between brackets [ ] containing the Call Number data. Please note that this field is not displayed in EBSCOhost. However, this field may be used for a CustomLink function called CustomerLocalsLookup.

    • From Date (yyyymmdd) - Enter the column number between brackets [ ] containing the From Date. Dates must be formatted as YYYYMMDD. For example, if your From Date is Feb 1, 2001 then the data should be 20010201. If you want an open ended start date then leave the field blank.

    • To Date (yyyymmdd) - Enter the column number between brackets [ ] containing the To date. Dates must be formatted as YYYYMMDD. For example, if your To Date is Dec 31, 2005 then the data should be 20051231. If you want an open ended end date then leave the field blank.

    • Yes Message - Enter the column number between brackets [ ] containing the Yes Message. This field is used if you want an individual Yes Message for each title. This feature is used when you select this collection for the Local Message Collection under the Viewing Results tab. Otherwise, you can customize the Yes Message for all titles in the Setup/Maintain Titles mode using the CHANGE ALL feature for a specific title.

    • No Message - Enter the column number between brackets [ ] containing the No message. This particular No Message only displays when you have multiple date ranges for a specific title and there are gaps of coverage. For a general No Message that displays for any titles outside your date range and outside your collection use Message for Titles Outside of Local Collection under the Viewing Results tab.

  11. Update Mode
    • Append – This is the default. It will add to the existing collection.
    • Replace – If selected, this will replace the existing collection with the brand new file being uploaded.
  12. File Location - Enter the full path name for the file to be uploaded. (Click Browse to navigate to the drive and directory required.)
  13. Notify via Email upon Completion - To be notified via email when the file has been uploaded, enter an email address. Otherwise, leave this field blank.
  14. Click Submit. Your changes are saved.

 

What is the correct ISSN format for uploading local holdings?

When uploading local holdings into EBSCOadmin, the ISSN (International Standard Serial Number) must be typed in one of the following formats:

XXXX-XXXX
or
XXXXXXXX

The following ISSN format is not acceptable:
XXXX XXXX

 

How do I upload a MARC file as a Local Collection?

For instructions on uploading a MARC file as Local Collection, see: How do I upload a Marc file as a Local Collection?

 

What is the maximum file size allowed for uploading a local collection?

When uploading a local collection-- in either tab-delimited or MARC formats--the maximum file size that can be uploaded is 4MB.

 

How do I set up my Local Collection as an Authority File?
  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. From the drop-down lists, select the group and profile that you want to work with.
  3. Click the Searching sub-tab.
  4. Click the Modify link to the right of the Local Collections as Authorities field. The local collections that were created under the Local Collections tab are displayed.
  5. Highlight the collection you want to display as an Authority File and click Submit.

    Note: To display more than one collection as an Authority File, hold down the Control key when selecting or deselecting more than one item.

 

How do I create an Exclude Collection?

To exclude certain records from being searchable in an EBSCOhost database or EDS, EBSCOadmin gives library administrators the ability to create an Exclude Collection.

To create an Exclude Collection:

  1. Log in to EBSCOadmin at http://eadmin.ebscohost.com.
  2. Click the Local Collections Tab.
  3. Click the Add a New Collection Link.
  4. Enter a Collection ID. The collection ID can be from 3-8 characters in length.
  5. Enter a Description for the Exclude Collection.
  6. Click Yes next to Exclude to indicate that the collection is an Exclude Collection.
  7. Indicate whether or not the Alternate ISSNs should be included (they are included by default).
  8. Click Submit. The Local Collections Screen appears with your new collection name displayed.
  9. Add the desired titles to your Exclude Collection by clicking the Go link under Setup/Maintain Titles.
  10. Click the Add New Titles link.
  11. Browse for titles by database, or select by title name or ISSN/ISBN. Click Browse. A list of titles is displayed.
  12. Highlight the publication title. To select more than one journal from the list, hold down Ctrl when choosing the titles.
  13. Click Add to Collection.

To enable an Exclude Collection as a permanent limiter:

  1. Click the Customize Services Tab, then select the desired Profile from the drop-down list.
  2. Click the Searching Sub-Tab, then click the Modify link in the Local Collections as Limiters field.
  3. Locate the Exclude Collection and click ON to enable the collection as a permanent limiter.
  4. Click Submit. Your changes are saved.

 

How do I create a Local Collection limiter?

EBSCOhost search results can be limited to articles in a library's local collection by putting a check mark next to the local collection name on the EBSCOhost search screen. If you do not see the option to limit to your local collection, the feature is not enabled.

Local collection limiters are set up in the EBSCOadmin module. Once enabled, a local collection limiter will appear with the other database limiters on the search screen of interfaces such as EBSCOhost or EBSCO Discovery Service (EDS). For instructions on creating a local collection limiter, see: In EBSCOadmin, how do I create a local collection limiter?

 

After I make changes to my collection, do I have to click Update Local Limiter in EBSCOadmin?

If, in EBSCOadmin, you have selected a particular collection to act as a limiter on an EBSCOhost or EDS search screen, it is necessary to click the Update Local Limiter link on the screen that contains the list of your local titles. Once this update has been completed, any new titles added to your collection will be available the next time you use your collection limiter in EBSCOhost or EDS.

To update the Local Limiter File:

  1. Click the Local Collections Tab. Under Setup/Maintain Titles, click the Go Link to the right of your collection name.
  2. Click the Update Local Limiter Link. The Update Local Limiter Screen displays.
  3. Enter the e-mail address to be notified upon completion.
  4. Click Submit. The Local Limiter file will be updated.

 

As a consortium administrator, how do I share a local collection with member sites?
  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections tab.
  3. From the Current Site drop-down list in the toolbar, select the site you want to work with.
  4. Click the Share Collection Llnk. The Share Collection screen displays.
  5. In the From Source Site area, select the "from" site and collection that you want to share. In the To Target Site area, select the site that will share the collection.
  6. Enter the Collection ID and Description that you want for the collection.
  7. Click Submit. The collection will be added to the target site's list of collections.

 

How do I add a custom Yes or No message in EBSCOadmin to my Local Collection and apply it to all of my titles?

To add or change the yes or no message for your local collection titles:

  1. Log in to EBSCOadmin at http://eadmin.ebscohost.com.
  2. Click the Local Collections tab.
  3. Click Go under the Setup/Maintain Titles column that corresponds to the local collection you would like to change. You should see a listing of your titles in that collection. You can customize the yes or no message for one, some, or all of your titles.

To change the message for a specific title:

  1. Use the browse feature to find the title name.
  2. Click on the title name.
  3. In the Yes or No Message box, type your customized message.
  4. Click Close.

To change the message for all titles:

  1. Click on the title name of any of the titles in your collection.
  2. In the Yes or No Message box, type your customized message.
  3. To the right of the Yes or No Message box, put a check mark in the Change All box. (This will apply the new message to all of your titles.)
  4. Click Close.

 

Why don't I see my Yes/No messages for the Local Collection I created in EBSCOadmin?

If you do not see Yes/No messages for your local holdings collection, please check the following:

  • Ensure that the CustID you used to log in to EBSCOhost matches the CustID for which your local collection was established.
  • If the accounts match, you should check your Yes/No message in EBSCOadmin.

To check your Yes/No message:

  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Customize Services tab, then click the Viewing Results sub-tab.
  3. Check the setting in the Local Message Collection field. If this setting is set to NONE, click on the drop-down list to choose the collection you created.
  4. Note that the field Message for Titles Outside of Local Collection contains the message that will display when an item is not in the collection. You may wish to change the message at this time. For a cleaner look, leave the No message blank.
  5. Click Submit. Your changes are saved.

 

Can I add color to the Yes Message text of my Local Collection?

Yes, to help emphasize that your library has a publication in your local holdings you can add color to the Yes Message text of your local collection. To achieve this, include HTML code with the Yes Message text.

To add color to the Yes Message:

  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections tab. EBSCOadmin displays the Local Collections screen.
  3. Click the Go link in the Setup/Maintain Titles column for the specific Collection ID.
  4. Click a journal link in the Modify Titles column.
  5. In the Yes Message text box, enter the following text. Replace the bold/italic text with your site-specific information:
    <font color="red">This library subscribes to this journal. Please check the shelves or ask for assistance.</font>
    Note: To use a color other than red, replace "red" with the color you want.
  6. Click the Change All checkbox to change the message for all titles configured in this EBSCOadmin Collection.
  7. Click the Submit button to update journal information.

 

Can I include a link to a website in the Yes Message field for my Local Collections?

Yes, you can specify a link in the Yes Message field by entering specific HTML code in conjunction with the website address and Yes Message text.

To add a link to the Yes Message field:

  1. Log in to EBSCOadmin: http://eadmin.ebscohost.com.
  2. Click the Local Collections Tab. EBSCOadmin displays the Local Collection Screen.
  3. Click the Go link in the Setup/Maintain Titles column for the specific Collection ID.
  4. Click a journal link in the Modify Titles column.
  5. In the Yes Message text box, enter the following text. Replace the bold/italic text with your site-specific information: <a href="Web Site URL" target=_blank >Yes Message Text </a>
  6. Click the Change All textbox to change the message for all titles within your collection.
  7. Click the Submit button to update journal information.

Note: If the Change All option does not affect all titles within this collection, repeat this procedure for one or two additional journal titles in this collection.

 

In EBSCOadmin, how do I get statistics on searches conducted within my Local Collections?

The Title Usage Report allows library administrators to create a report that shows activity only on titles that are searched in a local collection.

To generate the Title Usage Report:

  1. Log in to EBSCOadmin at http://eadmin.ebscohost.com.
  2. Click the Reports and Statistics Tab.
  3. Click the Title radio button.
  4. For Period to Show, use the drop-down list to choose the desired date range.
  5. Select your collection from the drop-down list in Limit Results To field.
  6. Click on Show Report or Email Report to view your statistics.