Scope: How to pull a GOBI invoice report and how to use that report to search for and activate recently purchased titles in Ex Libris.
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Once a week (usually Friday mornings) we pull an invoice report to track single titles purchased via GOBI that need to be activated in Ex Libris. More information about the process of GOBI purchases listed here: https://wikiduke.dukeatlassian.edunet/wiki/display/DTSP/Single-Title+Ebook+Purchases+via+GOBI
Pull GOBI Invoice Report
- Log into GOBI(talk to head of Monographic Acquisitions if you need a GOBI log-in)
- Under Search tab > Select Library Activity
- Deselect Open orders > Select Invoiced
- Select all of the following Subaccounts (hold CTRL key while clicking to select multiple):
- 1370-50 US Ebook SL CL
- 1370-51 US E-Collections
- 1370-52 US Approval E-Books
- 1370-54 E-Book Rush
- Select Invoice Date Dropdown box and change ">=" to Range, then select dates needed (the date the last invoice left off up until the day before you're pulling this report)
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- Open the downloaded file. Copy all the text and paste into an Excel spreadsheet.
- Here is a list of all the columns you'll want to see. Hide all the other columns.
- Columns: A / G-M / FC / FD / FI-FP / FZ
- Column FM is where the orders will state if the item is a Rush item or not. Change column name from "Local_Data_3" to "RUSH?"
- Format the cells as appropriate (wrap text, change ISBNs to numbers, add filter to all columns)
- Go through Rush items first to see if these have been resolved already through the Rush Ebook process (NOTE: Always check that we have access before activating a title.)
- Filter the column FM to only show "Yes"
- Column FL will show notes pertaining to the order left by TS CS staff (like whom to notify after activation)
- Aleph initials listed here: CRAD > Workflow documentation > Aleph Initials.docx
- Instructions for processing rush e-book orders can be found here
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- When activating a title purchased through GOBI make sure the 360 MARC Updates box is unchecked. This is a very important step because we receive our MARC records from GOBI (and not through Ex Libris) and we want to make sure that 360 MARC is turned off so that we don't have multiple catalog records in the catalog for the same title.
- Note: There is an exception - SAGE titles. When activating SAGE titles you must leave 360 MARC Updates selected and email Leeda a list of the SAGE titles and ISBNs that were just activated. That way she can overlay the records as they come in.
Note: Depending on the database in Ex Libris, some titles will have 360 MARC automatically deselected. However, there are some that you'll have to click edit again to turn off. (Examples: EBSCO, Elsevier, and Wiley) - If RUSH ebooks were missed (an email wasn't sent) complete the Rush Ebook Orders Procedures
- After you've gone through all the Rush titles, un-filter the FM column and filter the "Supplier" column (column FC). Go through each Content Provider individually (leaving ProQuest for last). Use the "Vendors and Platforms used for Single-Title Ebook Purchases via GOBI" list in the Single Title EBook Purchases page to track titles in the appropriate databases in Ex Libris.
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Color coding
Keeping up with all of these titles and their progress can be difficult (especially since some issues may not be resolved until months later) so color coding the GOBI Invoice Report spreadsheet is necessary. See legend below to help keep track of title tracking progress.
Green Cell Style = You tracked the title in Ex Libris and counted in your monthly departmental stats
Orange Cell Style = This title has already been tracked (whether by you or automatically by Ex Libris)
Red Cell Style = Not available in the appropriate database
Blue Cell Style = emailed a URL of the RUSH item to the patron but has not been added to Ex Libris
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