Admin Account Coordinator Workflow steps
- Sarah Holsapple
- Heather Baker
Scope: This document describes the steps that the 'Admin Account Coordinator' takes in e-resource acquisition workflows
Contact: Alaina Deane
Unit: Electronic Resources & Serials Acquisitions
Date last reviewed: Â
Date of next review:
When we order and turn on access for new e-resources, one of the steps is to enter or update various admin data, such as branding, IP addresses, link resolver prefix, and/or contact details in the admin account area on the provider site.
Different providers handle this work in different ways. Not all providers have a specific portal or page for this information, and some providers may only have options for some of this admin data. In some cases, we email this information directly to the provider, and in some cases we add it in the admin portal.
After "Access Confirmer" steps of a workflow are complete, the "Admin Account Coordinator" is tagged on the Trello card for the following steps:
- Verify the platform has an admin account by checking the provider site of the new resource and by checking for saved credentials in FOLIO under the 'Organizations' tab in the 'Interfaces' section
- If you are unable to locate an admin portal on your own, email the provider to check if an admin exists (see template email below). Email contact information can be found in FOLIO under the 'Organizations' tab as well. If the provider does not yet have an entry in the Organizations area – follow these instructions to add them.
- Note: I suggest searching for the provider's name instead of looking through the alphabetical list because some providers have aliases that make it complicatedÂ
- Note: I suggest searching for the provider's name instead of looking through the alphabetical list because some providers have aliases that make it complicatedÂ
- Add or update admin account details to and FOLIO as necessary; use dul-eresources@duke.edu for email address and ERM Librarian's name whenever possible. Follow these instructions to add Admin Interface information to FOLIO
- Login to the provider's admin area and add or update branding, IP addresses, proxy server IP address, link resolver prefix, and contact details as applicable. Use these documents from the ERSA drive: Current IP Ranges and FTE and Branding folder
- Move card to appropriate FY acquired list
Email Template:
Hello,
My name is __________ and I'm a(n) \[job title\] at Duke University Libraries. I was wondering if the \{xyz resource\} has an admin portal for libraries to set up institutional information, such as IP addresses, branding, and/or pulling usage reports. If so, would you be able to provide some information on setting up our institutional account or put me in contact with someone who can?
Many thanks,