Database Trials

Owned by Sarah Holsapple
Last updated: Sept 30, 2024 by Amelia Rodarte
4 min read

Scope: How to set up and remove a database trial

Contact: Amelia Rodarte

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed:  

Date of next review:


Occasionally, we will receive an email (to our Lib-eResource-Orders email) from a subject librarian to start a trial of a database in order to assess the resource. Generally, the free trial lasts one month, but may be extended if needed.
Note: Some subject selectors may do all the set up in advance (especially if the content provider and their content isn't English). If this happens, you'll complete the steps listed below as normal – minus the email to our provider representative.

Here are the steps to set up a database trial:

  • Reply all to the email to let the librarian (and your colleagues) know that you'll start working on setting up access.
  • Email our representative to set up access (if the subject librarian hasn't done this step already)

Example email template to rep:

Hello,

Duke University Libraries is interested in setting up a trial for [NAME OF DATABASE].
Could you please provide pricing information and let us know if IP authentication or SSO are available as authentication options?

Here is our IP information:
LIST IP RANGES 

Also, could we receive EZproxy stanza information so we can set up remote access?


Thanks,

  • Once you've received the necessary information from the representative, you can create and start filling out a Trello card on the E-Resource Trials Board

  • Depending on the information you receive from the rep, you'll either use the 1x Purchase card template or Subscription card template. Create a copy of the appropriate card template and move the card to the "Pending Requests" column.
  • Fill out the Description of the Trello card using the information from the representative (use older Trello cards as examples).
  • Next, Email AskTech to add temporary EZProxy stanza (if applicable)


Note: If the publisher database trial URL includes a token, you might not need to set up access using EZproxy.

This is what the Database Trial page will look like from the admin side:


Image of database trial page, add library database trial


This is what the Database Trial page will look like from the user side:


image of database trial page from the user side

  • If you need to edit or delete the Databases Trials page, go to this webpage: https://dbtrials.library.duke.edu/admin/content/dul_dbtrial/ Scroll past the red text in the pink box and then you will find the list of trial databases. This list includes all current and past database trials. You will see the 'edit' and 'delete' links under the Operations header.


database trial page, list of databse trials

Example email template:

We have number new databases to trial this month. Please see details below.

Database Name
Trial ends Date
Direct link with proxy
Access notes (if applicable)

Description

For a list of all active database trials, visit this link:  http://dbtrials.library.duke.edu/


Please let me know if you have any questions or issues accessing the content.



After the trial has expired:

    • Make sure that the trial is no longer displaying on the Drupal site
    • Email AskTech to remove temporary stanza (if applicable)
    • Reply all to the trial notification email to share the Box link for accessibility evaluation (if completed)
    • Share accessibility evaluation with provider (see database accessibility evaluation process)
    • Move the Trello card to the appropriate FY List

image of Trello E Resource Trials board, trial manager tasks with tasks checked off