Using load portfolios in a collection to update POL link
We currently use the Load Portfolios tool in the Electronic service to update portfolio information. We have found this won't update the PO Line information in the Acquisition tab of the Portfolio. It is included in the data in an extended export of portfolio information, but does any changes/additions made to this field in the spreadsheet are not reflected in Alma when it is loaded.
We would like to be able to add/change this information using the Load portfolios tool.
A recent example of where this would be useful was a number of portfolios were incorrectly deleted from a collection. The portfolio and POL data was able to be extracted from Sandbox, but the POL data did not load into Alma and then had to be entered manually for each portfolio with an individual POL.
Melissa McInnes
shared this idea
-
Mavis Cheung commented
It is good to import PO_LINE field in a spreadsheet using portfolio loader. Currently, our Library need to assign an existing POL to a batch of portfolios. However, PO_LINE field in the spreadsheet only used at portfolio export.
Apart from that, run a job to bulk attach an existing POL to portfolio is also not allowed by Alma due to the different content types. It would be great if a set could be selected regardless content type. For example, when perform the job of PO Line, not only the set with content type Order Lines can be selected, but also other content type, such as Electronic Portfolios can be selected as well.
If both functions can be executed in Alma, it would save a lot of time and work load to bulk assign POL to portfolios.
-
Michael Diaz commented
Batch updating portfolios to add/edit the PO line field would be very helpful with managing large electronic standing orders.
Electronic standing orders could be useful when high-volume title-by-title ordering and activation of ebooks isn’t feasible due to capacity constraints in technical services. For example, a small team could manage frequent purchases of term-limited and perpetual ebooks from vendors like OverDrive with just a handful of POLs on different funds. The portfolio loader could then be used to batch activate titles acquired through these standing orders.
But currently, there isn’t a way to batch associate portfolios with electronic standing order POLs. The portfolio loader ignores the PO_Line field in a spreadsheet, and there isn’t a job for batch editing a set of portfolios to add/update POLs.
-
Anonymous
commented
Please add a column for PO line to the excel file for batch load updating portfolios. Below are specific examples from the Alma listserv of other institutions describing use cases for why this would be helpful.
Thanks,
TerraUse cases from ALMA listserv:
Eleanor Craig, e.m.craig@sussex.ac.uk
Sent: Wednesday, 23 September 2015 4:35 PM
To: ALMA-L@LISTSERV.ND.EDU
Subject: [ALMA-L] Individual journal subscriptions associated to Electronic Collections"We have a subscription to the Sage Premier 2015 package. Each of the core titles (portfolios) in the package have the collection Sage Premier 2015 and this is what the purchase order for each of them has been attached to (so we can pay against each core title). Is it possible to move all the purchase order lines attached to Sage Premier 2015 over to Sage Premier 2016? So without having to cancel and then recreate the large number of purchase order lines every year?"
Erin Bell, Librarian (UWA)
"Alma does not allow the automatic moving of purchase orders however, it can only be done manually, one-by-one. I looked at this from many different angles and consulted ExLibris, and there’s no way to do it."Sita Austin (sita.austin@flinders.edu.au)
Electronic Resources Librarian, Flinders University of South Australia
"Moving order records is time consuming and it would be great if there was a way to do it in a batch."