Working with Serials Solutions Client Center Interface to Manage Ejournals

Purpose: To provide broad guidance on working within the Serials Solutions Electronic Resource Management System (ERM).  The  Client Center interface provides a window to our Knowledge Base (KB) to manage e-journal collections with  various publishers and third party providers.  The interface includes a manual and contact support for detailed issues. 

Activating a full collection

• Use dropdown menu to search e-catalog by Database.
  
• Click on name of the desired database.
  
• Click "Edit."
  
• Use dropdown menu to change "Status" from "Not Tracked" to "Subscribed."
  
• Click "Saved." All titles in the database will now be active.

Activating select titles in a collection

• First follow above procedure to activate the collection as a whole
  
• Once status has been changed to "Subscribed" and the changes have been saved, click "Edit" again.
  
• Check the box which says: "Title Coverage We subscribe to only some of the titles in this database."  (If the box is grayed out, see notes under Unselectable collections when selection is needed)
• Click "Saved."  Now, instead of showing only one number next to "Titles, it should read "0 of (number of titles in database)"
• Click on the number next to "Titles."  A list of all the titles in the database will come up.
• Click "Edit Status."  A box will now appear to the left of each title.  Click the box for each title you want to activate.  Make sure the lower dropdown menu is set at "Subscribed" (this is the default.)
• Click "Saved."  Repeat procedure for each page of titles.  The changes on each page will need to be saved before moving onto the next.

NOTE: If you want the majority of the titles activated, it may be quicker to activate them all and then deselect the ones you do not want. To do this, once you have clicked on "Edit Status," click the top box (above the first title on the page) - this will put a check mark in all the boxes on the page. Click the box next to each of the titles you do NOT want, to remove the check mark, then change the dropdown to "Not Tracked," and "Save" the changes. You will need to change the dropdown on each page, as it defaults to "Subscribed."

Updating holdings information (we need to make sure the holdings showing on eJournal portal are correct)

• Find the collection you want to update in "Data Management."
• Click on the number under "Titles."
• If the "Filter By" window is grayed out, it means we subscribe to all the titles in the database.  If not, we subscribe to only some of the titles.  To show only those to which we subscribe, set the "Filter By" option to "Subscription Status," and change the next box to "All Titles."  Click on "Apply."
• To check whether our holdings information is correct, copy and paste each subscribed title into our e-journals portal.
• Then check the coverage dates for each link (we usually do not check aggregates such as Academic Search Complete).  To thoroughly check coverage date, we need to drill down to article level on oldest year available to us.  It may take several tries before finding the exact first issue available.  If date needs to be changed then:
  •        Go into holding details page by clicking on title, click on "Edit" in the right hand corner and update the date range.

Deactivating a full collection

• Find the database you want to deactivate in "Data Management." 
• Click on the title of the database.
• Click "Edit."
• Use the dropdown menu to change "Status" to "Not Tracked."  Click "Saved."  All titles in the database will now be deactivated.

Deactivating select titles in a collection

• If you have a lot of titles to deactivate:
  • Find the database you want to deactivate in "Data Management." 
  • Click on the number of titles in the database (eg. 157 ).  A list of the titles will appear.
  • Click "Edit Status."  A box will now appear to the left of each title.  The titles in bold are active, those not in bold are not.
  • Click the box next to each title you wish to deactivate.  This will put a check mark in the box.
  • Change dropdown to "Not Tracked."
  • Save the changes. 
  • Repeat same procedure for each page.

NOTE: If you want the majority of the titles deactivated, once you have clicked "Edit Status," click the top box (above the first title on the page.)  This will put a check mark in each box.  Click the box next to each of the titles you do NOT want to deactivate, to remove the check mark, and then follow the rest of the steps.

• If you have only a few titles to deactivate, it may be quicker to do it title by title:
  • Change the dropdown next to "Filter" by to  "Title begins with". 
  • Type in the first few words of the title, and click Apply.
  • Click the desired title.
  • Click "Edit."
  • Use dropdown window to change "Status" to "Not Tracked". 
  • Click "Save." 
  • Repeat for all titles you want to deactivate.

Unselectable collections when selection is needed

Some databases have not been set up by Serials Solutions to be selectable - i.e., one can activate only the entire database, or nothing.  In these instances, the box giving the option of "we subscribe to only some of the titles in this database" is grayed out, and cannot be checked.  See sample below.  If we do need the database to be selectable, i.e. we need to be able to activate only some titles and not others, we have to contact Serials Solutions and request them to make the database selectable.  This can be done either by phone, or by using the "Ask a Question" facility on the "Serials Solutions Support Center and Online Community" link.

Search tips in Client Center

• To find a database to which we are subscribed, click on the "Data Management" link on the "Home" page in the Client Center.
  • To see all subscribed databases in a continuous list, click "Show All."

• To find a database to which we are not subscribed, use the "e-catalog" bar at the top.  Using the drop-downs, change the first field to "Database."  Leave the second as "Title begins with."  In the third field, type the name of the database, and click on the green forward arrow.
  • If it comes up saying "No Results Found," try variations on the title.  It may be helpful to use only the first word of the database name.  Also bear in mind that prefixes and hyphens may make a database more difficult to locate.  For example, the Duke Journals Scholarly Collection appears in Serials Solutions as e-Duke Journals Scholarly Collection.  A search for "Duke" would not locate this database.

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Revised: 12/23/2011