How to Create a Local Collection

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How to Create a Local Collection

• Tutorial

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Welcome to EBSCOs tutorial on How to Create a
Local Collection in EBSCOadmin. Local Collections
can be used as EBSCOhost search limiters, or as
authority files that appear along the top
sub-toolbar, to seamlessly integrate searching
your print subscriptions with your EBSCOhost
subscription databases. Once created in
EBSCOadmin, your local collections will become
part of your users EBSCOhost search experience.
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The first step is to click on the Local
Collections tab, then click the Add a New
Collection Link, and enter a 3-8 character
Collection ID. Enter a Description for the
collection, and indicate whether or not the
collection is an Exclude collection. This can be
helpful if you would like to prevent certain
titles from being searched on EBSCOhost. If you
would not like Alternate ISSNs for your titles to
be included in your collection, select the No
radio button. When you are finished, click Submit.
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The Local Collections screen appears with your
new collection name displayed. To add titles to
the new collection, click the Go link in the
Setup/Maintain Titles column.
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Click the Add New Titles link, then browse for
titles by database, by title name or by
ISSN/ISBN. Click Browse. A list of titles is
displayed. Highlight the appropriate journal
title, or hold down the Ctrl key to select more
than one journal from the list. Click Add to
Collection. Click the Back to Title List link
to view the new list of titles in your collection.
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You may also choose to upload a list of titles
you already have available. This is useful if you
would like to highlight titles physically
available at your institution when Full Text is
not available from EBSCOhost. Next, well
review the several important steps to upload your
list of titles. To begin, click the Go link under
the Setup/Maintain Titles column to the right of
the collection.
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Click the Upload Local Titles Link.
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In the Select File Type field, select Delimited
Text File. (For instructions on how to upload
your titles using the MARC21 format, please
click on the Help link.)
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In the Field Encoding field, enter the code for
the encoding type of your text file. The
following FAQ includes a full list of all
applicable codes. http//support.epnet.com/knowl
edge_base/detail.php?id5810
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In the Field Delimiter field, you can enter any
single character, space, or a tab space. In the
Text Delimiter field, you can enter a text
delimiter (such as quotation marks) used to
enclose the fields containing embedded commas.
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In the Collection ID field, if your text file
contains this field, enter the number of the
column containing the Collection ID field. If
your text file does not contain this field, you
must enter a Collection ID containing up to eight
characters.
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In the ISSN/ISBN field, enter the column number
of the ISSN/ISBN field in your text file. Do not
enter a literal text value for this field. If the
ISSN is specified, we try to match the journal by
ISSN if it is not included, we use the Title
Name to find the journal.
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In the Title field, enter the number of the
column containing the Title. If your text file
does not contain this field, leave it blank.
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In the Notes field, enter the number of the
column containing Local Notes. If your text file
does not contain this field, leave it blank or
enter the Notes Text, which will be added to
every title in your collection.
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In the Summary Holdings field, enter the number
of the column containing Summary Holdings. If
your text file does not contain this field, leave
it blank or enter the Summary Holdings text,
which will be added to every title in your
collection.
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In the Call Number field, enter the number of the
column containing Call Number. If your text file
does not contain this field, leave it blank or
enter the Call Number String, which will be added
to every title in your collection.
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In the From Date and To Date text fields, enter
the numbers of the columns containing the From
and To dates. If your text file does not contain
this field in the stated format, leave it blank
or enter From and To dates which will be added to
every title in your collection.
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Enter the Yes and No messages that should appear
on the Result List if the item is or is not
available locally. You can use the messages
shown here, or customize your message by
entering new text.
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In the Update Mode field, indicate whether the
record should be appended or replaced. In the
File Location field, enter the location where the
file should be uploaded. Click the Browse button
to navigate to the correct location.
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If you would like an e-mail sent upon completion
of your upload, enter the e-mail address in the
appropriate field and click Submit. The list of
titles will be uploaded and you will receive an
email confirmation that the upload is complete.
If you would like assistance with uploading a
Local Collection in EBSCOadmin, contact EBSCOs
Technical Support team and they can assist with
your upload.
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At any time, click the Help link to view the
complete online Help system.