ERM: Working with Client Center Interface
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 and e-book collections with various publishers and third party providers. The interface includes an online support center with separate credentials to research known issues and submit new cases.
Navigating the 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.”
- You could also use the method described in the next bullet.
- 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.” You can leave the second field as “Title begins with” if you know the specific title you are looking for. Bear in mind sometimes things can be hard to locate this way. 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.
- A broader net for searching is to select “Database” and “Name Contains” or select “Provider”.
- Tip: keep the search string short when looking for databases.
- To find a specific journal or e-book, at the title level, use the “e-catalog” search bar and type the title (the default search of “all titles” and “title begins with” usually work fine. The first set of results will show you all the e-books/ejournals in the client center with the title you searched. It is easy when the results only come up with one, but there may be times when you see more than one result:
- If the title is short like “Time” for example, you will also get results of title’s starting with “Time”.
- For e-books, sometimes the exact same title will show up many times, this is usually because they are different editions of the e-book with unique ISBN numbers.
- Sometimes a title (either e-book or ejournal) will show up multiple times because SerSol has not “normalized” the different listings together. In these cases, once you drill down to the next level you will usually be able to tell which one you want.
- Click on the title you are looking for to display what collections it is available in. There will be four columns of information showing you the holdings, database, provider, and status of each listing. To go directly to the title level (and bypass the drilling through the database title list), click on the date range in the first column.
Activating a Full Collection
NOTE: Any updates to the Client Center will appear on the public side next day after 11 a.m. Be sure to note when communicating with Public Services staff.
- Navigate to the Database you would like to turn on
- Click “Edit.”
- Use drop-down menu to change “Status” from “Not Tracked” to “Subscribed.”
- Click “Save.” All titles in the database will now be active.
Activating Selected 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 )
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 drop-down to “Not Tracked,” and “Save” the changes. You will need to change the drop-down on each page of titles, 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 aggregate resources 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
- Find the “custom coverage date From” and “…To” windows and type in the corresponding dates.
Deactivating a full collection
- Find the database you want to deactivate from “Data Management.”
- Click on the title of the database.
- Click “Edit.”
- Use the drop-down menu to change “Status” to “Not Tracked.” Click “Save.” 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.
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.
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