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Scope: How to activate rush ebook orders and notify the interested parties of the activation.

Contact: Alaina Deane

Unit: Continuing Resource Acquisitions

Date last reviewed:  

Date of next review:


Once a rush ebook has been ordered, the Rush Ebook Orderers from Monograph Acquisitions will forward you an email similar to the image below.

  • First, look for the purchase information (highlighted in the red box below).
    • Note: Depending on the Orderer, this information may be in different places in the email – the Orderer may move the necessary information to the top of the email for convenience or they may type out the information for you

Screenshot of email from orderer that highlights notes at the bottom regarding the provider and who to email when e-book is activated

  • This section of the rush order will tell you important information like who's the supplier, if we have limited access or not, which subject specialist ordered the ebook, and who to contact when the ebook is accessible.

enlargement of email from orderer that shows supplier and notes, including note on who to notify

  • Search for the title in Ex Libris, by "All Titles" and "Title Begins With"

screenshot of Ex Libris search results page. Highlighted text shows the seach 'all titles', 'title begins with', 'ALONG THE SILK ROADS IN MONGOL EURASIA'

  • Check that this isn't a duplicate purchase by searching the catalog, it can be useful to search by title and not just ISBN. If we have access via another supplier/database, alert the Orderer immediately and provide the URL to the catalog record for easy access.
  • If we haven't purchased this title before, activate it in the appropriate database (refer to the "Vendors and Platforms used for Single-Title Ebook Purchases via GOBI" list on the Single Title Ebook Purchases page if needed). The order for this ebook said our supplier was De Gruyter so we know to activate this one in the De Gruyter eBooks database.
    • Click the edit button in the top right corner and then change status to 'subscribed'
    • Note: If our access is locked do not activate - check back later for access. You tell if we have access by clicking the link in Ex Libris to see if you can access it.

Screen shot of Ex Libris record page

  • If our access has been granted, make sure the 360 MARC Updates box is unchecked and leave a note if our access is limited to 1 user or 3 users.

    • Note: Depending on the database in Ex Libris, some titles will have 360 MARC Updates automatically deselected. However, there are some that you'll have to click edit again to turn off. (Examples: EBSCO, Elsevier, and Wiley)
  • After you've activated the title in Ex Libris, it's time to send a notification email. See template below. Replace the Title and URL with the appropriate information from Ex Libris (the output URL). Refer to that original email with the order information to see who should be notified.

Hello,
The title Biotechnology, Human Nature, and Christian Ethics has been activated in the knowledge base and is available with the following URL:
https://login.proxy.lib.duke.edu/login?url=https://doi.org/10.1017/9781108385916
As usual, it will take about a week or so for the record to display in the catalog but it should be searchable via the E-Journal Portal (Books Only) within the next 24 hours.
Please don't hesitate to let me know if you have any questions or concerns.
Thanks,

  • Sometimes it will take a while for the title to pop up in Ex Libris but since this is a rush order it's important to get the access URL to the subject specialist or patron as soon as possible. If the title is not available in Ex Libris in the appropriate database, do a Google search for the title and the supplier. If we have access to the ebook on the correct supplier site, then we want to let the subject specialist/patron know.
  • Here is the notification email template for ebooks that aren't in Ex Libris but we have access to the content:

Hello,
The title Learning the Language of Scripture: Origen, Wisdom, and the Logic of Interpretation is available with the following URL:
https://login.proxy.lib.duke.edu/login?url=https://doi.org/10.1017/9781108385916
This one isn't available in our knowledge base yet so it may take a little longer for it to show up in our catalog. However, since this is a rush order I wanted to make sure you had access to the URL as soon as it was available.
Please don't hesitate to let me know if you have any questions or concerns.
Thanks,

    • Note: You may have to create an appropriate URL (that include the proxy prefix) by using other URLs in the correct database as an example.
  • ProQuest
    • ProQuest titles will automatically activate in Ex Libris within 24 hours of being invoiced so thankfully some of our work might already be done for us. If we have access but the title hasn't been activated in Ex Libris yet, feel free to activate it. If it is already activated, all we need to do is to send the notification email (and leave any necessary notes on the title level record if our access is limited to 1 user or 3 users; along with the date and your initials).
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