How do I process DDA dropped titles in Alma?
Answer
In our DDA program with GOBI/EBSCO, EBSCO periodically sends us emails listing titles that have been dropped from the DDA program. Depending on the size of the untriggered DDA collection, these lists can be quite long. We need to add an internal description to the matching electronic portfolio ("DDA dropped title") and delete the portfolio. Note that we also prefer to deactivate the portfolio before deleting it, to avoid the portfolio as both active an deleted in Analytics.
A workflow has been designed in Library Open Workflows to aid with this process. The workflow uses an Analytics report to match the EBSCO ID (accession number) to the portfolio using the portfolio's parser parameters, since these are of the form "ID=[EBSCO ID]". The workflow has been added to the Library Open Workflows cloud app in our institution. See the link at the bottom of this LRCQ for a video demo.
To use the workflow:
- Copy the table in the email sent by EBSCO to a spreadsheet. The columns should be separated in the spreadsheet.
- Select the data in the first column, except for the header.
- Open your cloud app menu.
- Select Library Open Workflows.
- Select the workflow titled Process DDA Dropped Titles.
- Paste the list of EBSCO IDs into the text area input.
- Select your college—this is needed since to retrieve the portfolio, we need to know which electronic collection it's in.
- Click Submit.
- Wait for the process to complete. The cloud app will show a report listing EBSCO IDs for which portfolios were processed (note added, deactivated, deleted) and any that were not found. It's possible that the EBSCO ID will not find a match in the Analytics report if the parser parameters are not done correctly. If any are not found, then go back to your email from EBSCO, see which title it is, and check if it is still in Alma; remove any of these one-by-one.