eHoldings

Owned by Jaime Taylor
Last updated: Apr 12, 2022 by Jack Mulvaney (Unlicensed)
19 min read

Links to Five College Workflow Documents

The eHoldings app allows you to manage your library’s e-resources. You can link your e-resources to agreements created in the Agreements app to create a relationship between the two.

Definition of terms related to the eHoldings app:

  • E-resource. An electronic resource. This generally refers to packages and titles.

  • Knowledge base (KB) A knowledge base is an extensive database maintained by a knowledge base supplier that contains information about electronic resources such as title lists and coverage dates etc. Knowledge bases typically organize the resources provided by a content provider into collections or databases that reflect specific content provider offerings, for example packages of e-journals, e-books, or other materials.

  • Providers. The provider of the e-resource, for example, the vendor or publisher.

  • Packages. A collection of e-resource titles bundled together as a unit and distributed by a provider.

  • Titles. The individual e-resources, for example a journal or ebook, contained within a package.

Permissions

The permissions listed below allow you to interact with the eHoldings app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the eHoldings app or any related information.

The following are all the eHoldings permissions:

  • eHoldings: Can create and delete custom packages and titles. This permission allows the user to create and delete custom packages and titles.

  • eHoldings: Can edit providers, packages, titles detail records. This permission allows the user to edit providers, packages, and titles detail records.

  • eHoldings: Can select/unselect packages and titles to/from your holdings. This permission allows the user to select (or add) packages and titles to your library’s holdings, and unselect (or remove) them from your holdings.

Implementing eHoldings

When you use eHoldings, the data is held in an external knowledge base (KB) and you’re interacting with that knowledge base through eHoldings using an API call. eHoldings is connected to an EBSCO knowledge base API called HoldingsIQ to get external KB data. You can make changes in FOLIO eHoldings or EBSCO Holdings Management and they are immediately reflected on the other interface. Currently EBSCO is the only supported external KB.

To setup eHoldings:

  1. Subscribe to EBSCO’s HoldingsIQ API.

  2. Request an API key

    .

  3. Go to FOLIO > Settings > eHoldings to enter API credentials and EBSCO customerID.

Searching for providers, packages, and titles

To search for the providers, packages, or titles available in your knowledge base, follow these steps:

  1. In the Search & filter pane, click Providers, Packages, or Titles.

  2. Optional: If you are searching Titles, you can click the Titles drop-down list to search through one of the following fields:

    • ISSN/ISBN. International Standard Serial Number or International Standard Book Number of the title.

    • Publisher. Publisher of the title.

    • Subject. Subject of the title.

  3. Enter your search terms into the box and click Search. Your results appear in the Providers, Packages, or Titles pane.

You can also search for providers, packages, or titles by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. The filters available vary depending on whether you are searching for a provider, package, or title. See the sections below for more information on the filters.

Tags

To search for provider, packages, or titles assigned with specific tags, follow these steps:

  1. In the Search & filter pane, click Tags.

  2. Select the Search by tags only checkbox.

  3. Select the tag(s) from the drop-down list. Your results appear in the Providers, Packages, or Titles pane.

Sort options

Sort options determine the order in which your search results display. By default, Relevance is selected. If you select Provider, Package, or Title, your search results are sorted alphabetically.

To change the sort option:

  1. In the Search & filter pane, click Sort options.

  2. Select Relevance or Provider, Package, or Title. Results are sorted in the Providers, Packages, or Titles pane based on your selection.

Selection status

To filter packages or titles by selection status, in the Search & filter pane, click Selection status, and select one of the following options:

  • All. All packages or titles, regardless of selection status. This is selected by default.

  • Selected. Packages or titles selected in your knowledge base.

  • Not selected. Packages or titles not selected in your knowledge base.

  • Ordered through EBSCO. Packages or titles your library has acquired through EBSCONET.

Content type

To filter packages by content type, in the Search & filter pane, click Content type, and select one of the following options:

  • All. All packages, regardless of content type. This is selected by default.

  • Aggregated Full Text. Aggregated full-text databases refer to products sold by companies that do not themselves publish journals but only distribute journal content, for example products sold by EBSCO and ProQuest.

  • Abstract and Index. Reference sources which provide bibliographic information about journals including abstracts of the articles.

  • E-Book. Electronic books.

  • E-Journal. Electronic journals (full text and bibliographic).

  • Print. Materials in print (or paper) format.

  • Online Reference. For example, dictionaries, almanacs, and encyclopedias that are available in electronic format.

  • Unknown. The content type is undefined.

Publication Type

To filter titles by publication type, in the Search & filter pane, click Publication Type, and select one of the following options:

  • All. All titles, regardless of publication type. This is selected by default.

  • Audiobook. A recording of a reading of a book, frequently on CD.

  • Book. A written text that can be published in print or electronic format; a monograph.

  • Book Series. A related set of books.

  • Database. A structured set of data held in a computer.

  • Journal. A newspaper or magazine that deals with a particular subject or professional activity.

  • Newsletter. A printed or electronic document containing information about the recent activities of an organization or group sent regularly to members.

  • Newspaper. A printed or electronic publication (usually issued daily or weekly) containing news, feature articles, advertisements, and correspondence.

  • Proceedings. A complete written record of what is said or done during a meeting.

  • Report. An official document made by someone who has examined a particular subject.

  • Streaming Audio. Audio data transmitted over a computer network for immediate playback rather than for file download and later offline playback.

  • Streaming Video. Video data transmitted over a computer network for immediate playback rather than for file download and later offline playback.

  • Thesis & Dissertation. A long essay on a particular subject written as a requirement for an advanced degree.

  • Website. A set of related web pages located under a single domain name.

  • Unspecified. The publication type is undefined.

Viewing provider, package, and title records

The type of information displayed in your search results depends upon the type of search performed (provider, package, or title). That information can include:

  • Name. The name of the provider, package, or title.

  • Provider. The package provider.

  • Selected. The number of packages your library has selected from the provider.

  • Total packages. The number of packages available from the provider.

  • Total titles. The number of titles available from the package.

  • Hidden. Whether the package is hidden from view.

  • Publication type. Material type of the title.

  • Title information. Varies depending on the publication type of the title.

In the search results, click any result to view it. The provider, package, or title records each display additional information about your selection.

Viewing a provider record

The provider record contains detailed information about the selected provider.

  • To view a provider record, find the provider you want to view and select it. The provider record window appears.

Tags

In the tags section of the provider record, you can manage any tags associated with the provider.

Adding a tag to a provider record

  1. Find the provider

    you want to tag and select it.

  2. In the Provider record window, in the Tags section, either select a tag from the box or enter a new tag.

  3. Optional: If you are adding a new tag, click Add tag for: [your tag name] to create the tag and add it to the record.

  4. Click the X on the provider record window to close the window and save the tag.

Removing a tag from a provider record

Note: Tags can be removed but not entirely deleted.

  1. Find the provider

    from which you want to remove a tag and select it.

  2. In the Provider record window, in the Tags section, click the X next to the tag you want to remove. The tag is removed from the record but still remains as an option in the drop-down list.

Provider information

This Provider information section displays the following fields:

  • Packages selected. Indicates the number of packages selected by your library. You can change the number of selected packages in the Packages section.

  • Total packages. Indicates the total number of packages available from the provider.

Provider settings

The Provider settings section displays the provider’s proxy settings. Proxy settings can be changed by editing the provider record. See Editing provider records for more information.

Notes

In the Notes section, you can add and manage notes.

Adding a new note to a provider

  1. Find the provider

    to which you want to add a note and select it.

  2. In the Provider record window, in the Notes section, click New.

  3. In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.

  4. Enter a Note title in the box.

  5. Optional: Enter any Details about the note in the box.

  6. Click Save & close. The note is saved and appears in the Notes section of the provider record.

Assigning an existing note to a provider

  1. Find the provider

    to which you want to assign a note and select it.

  2. In the Provider record window, in the Notes section, click Assign / Unassign.

  3. In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.

  4. Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the provider record.

Editing a provider note

  1. Find the provider

    with the note you want to edit and select it.

  2. In the Provider record window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.

  3. In the Edit: note window, make your desired changes to the note.

  4. Click Save & close. The note is saved.

Deleting a provider note

  1. Find the provider

    with the note you want to remove and select it.

  2. In the Provider record window, in the Notes section, click the note you want to remove.

  3. In the Note window, click Actions > Delete.

  4. In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Packages

The Packages section includes the total number of packages available from the provider displayed in alphabetical order. Not selected packages are indicated by a gray icon. Selected packages are indicated by a green icon.

Filtering packages

  1. To filter packages, click the magnifying glass icon.

  2. Optional: In the Filter packages dialog, search for a package title by entering the name or partial name of the package in the box.

  3. Optional: Select any filters (Tags, Sort options, Selection Status, or Content type) you want to apply to the packages.

  4. Click Search. The packages are filtered based on your selections.

Viewing a package record

The package record contains detailed information about the e-resource package.

  • To view a package record, find the package you want to view and select it. The package record window appears.

Tags

In the tags section, you can add and manage tags applied to a package.

Adding a tag to a package record

  1. Find the package

    you want to tag and select it.

  2. In the Package record window, in the Tags section, either select a tag from the box or enter a new tag.

  3. Optional: If you are adding a new tag, click Add tag for: [your tag name] to create the tag and add it to the record.

  4. Click the X on the package record window to close the window and save the tag.

Removing a tag from a package record

Note: Tags can be removed but not entirely deleted.

  1. Find the package

    from which you want to remove a tag and select it.

  2. In the Package record window, in the Tags section, click the **X **next to the tag you want to remove. The tag is removed from the record but still remains as an option in the drop-down list.

Holding status

Holding status indicates whether the package is part of your library’s holdings.

Adding a package to holdings

If a package has not yet been selected by your library, you can add it to your holdings from this section of the package record.

Note: Performing this action adds all the titles in this package to your holdings.

  1. Find the package you want to update holdings on and select it.

  2. In the Package record window, in the Holding status section, click Add package to holdings.

  3. In the Add all titles in a package to holdings dialog, click Add package (all titles) to holdings. The titles are added to your holdings and the Holding status updates to Selected.

Removing a package from holdings

  1. Find the package

    from which you want to remove holdings and select it.

  2. In the Package record window, click the Actions > Remove package from holdings.

  3. In the Remove package from holdings? dialog, click Yes, remove. The titles are removed from your holdings and the Holding status updates to Not selected.

Package information

The Package information section contains the following information on the package:

  • Provider. The package provider.

  • Content type. Type of material contained in a package.

  • Package type. Either Complete or Variable, indicating whether the package must be selected in its entirety, or whether individual titles can be chosen from within the package.

  • Titles selected. The number of titles acquired by your library from within this package.

  • Total titles. The total number of titles contained within the package.

Package settings

The Package settings section includes the options: Show titles in package to patrons, Automatically select new titles, the package’s Proxy setting, and Provider token. These settings can be changed by editing the package record.

Coverage settings

Coverage is the available years or version of a publication. For a journal this would be the publication years, volumes, or issues covered by the online resource. For a monograph it can contain publication year, edition, or volume. Coverage can be customized by editing the package record.

Agreements

Use the Agreements section to create agreements or link the package to agreements created in the Agreements app.

Linking an existing agreement

  1. Find the package

    to which you want to link an agreement and select it.

  2. In the Package record window, in the Agreements section, click Add.

  3. In the Select agreement dialog, enter the agreement’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Agreements pane.

  4. Optional: Filter results using the filters in the Search & filter pane.

  5. Click the agreement to select. The agreement is added to the package record.

Creating a new agreement

  1. Find the package

    to which you want to link an agreement and select it.

  2. In the Package record window, in the Agreements section, click New.

  3. Fill in the fields. See Creating an agreement for more information.

  4. Click Save & close. A confirmation message appears and the agreement is added to the package record.

Removing an agreement

  1. Find the package

    from which you want to remove an agreement and select it.

  2. In the Package record window, in the Agreements section, click the trash can icon next to the agreement you want to remove.

  3. In the Unassign an agreement from this record dialog, click Unassign. A confirmation message appears and the agreement is removed from the package record, but not deleted from the Agreements app.

Notes

In the Notes section, you can add and manage notes.

Adding a new note to a package

  1. Find the package

    to which you want to add a note and select it.

  2. In the Package record window, in the Notes section, click New.

  3. In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.

  4. Enter a Note title in the box.

  5. Optional: Enter any Details about the note in the box.

  6. Click Save & close. The note is saved and appears in the Notes section of the package record.

Assigning an existing note to a package

  1. Find the package

    to which you want to assign a note and select it.

  2. In the Package record window, in the Notes section, click Assign / Unassign.

  3. In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.

  4. Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the package record.

Editing a package note

  1. Find the package

    with the note you want to edit and select it.

  2. In the Package record window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.

  3. In the Edit: note window, make your desired changes to the note.

  4. Click Save & close. The note is saved

Deleting a package note

  1. Find the package

    with the note you want to remove and select it.

  2. In the Package record window, in the Notes section, click the note you want to remove.

  3. In the Note window, click Actions > Delete.

  4. In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Titles

The Titles section includes the total number of titles available in the package displayed in alphabetical order. Not selected titles are indicated by a gray icon. Selected titles are indicated by a green icon.

Filtering titles

  1. To filter titles, click the magnifying glass icon.

  2. Optional: In the Filter titles dialog, search for a title by entering the name or partial name of the title in the box.

  3. Optional: Select any filters (Tags, Sort options, Selection Status, or Publication type) you want to apply to the titles.

  4. Click Search. The titles are filtered based on your selections.

Viewing a title

The title record contains detailed information about the selected title.

  • To view a title record, find the title you want to view and select it. The title record window appears.

Title information

The Title information section can contain Author, Publisher, Publication type, ISSN (Print), ISSN (Online), ISBN (Print), ISBN (Online), Subjects, Peer reviewed, Title type, and Description.

Title information varies depending on the publication type.

Adding a title to a custom package

For information on creating a custom package, see Creating a custom package, below.

  1. Find the title

    you want to add to a custom package and select it.

  2. In the Title record window, in the Title information section, click Add to custom package.

  3. In the Add title to custom package dialog, select the Package to which you want to add the title from the drop-down list.

  4. Optional: Enter a Custom URL in the box.

  5. Click Submit. The title package details window appears.

Packages

The Packages section includes the packages that contain the title displayed in alphabetical order. Not selected packages are indicated by a gray icon. Selected packages are indicated by a green icon.

Filtering packages

  1. To filter packages, click the magnifying glass icon.

  2. In the Filter packages dialog, search for a package by entering the name or partial name of the title in the box.

  3. Select each package you want to filter by. You can select multiple packages.

  4. Click Search. The packages are filtered based on your selections.

Editing a provider record

Only proxy settings can be edited.

Note: If your library is an EBSCO KB API user, access EBSCOAdmin to setup and maintain proxies.

  1. Find the provider

    you want to edit and select it.

  2. In the Provider details window, click Edit.

  3. Select a new Proxy from the drop-down list.

  4. Click Save & close. A confirmation message appears and the provider is updated.

Creating a custom package

  1. In the Search & filter pane, click Packages.

  2. In the Packages pane, click New.

  3. In the New custom package window, enter a package Name.

  4. Optional: Select a Content type from the drop-down list.

  5. Optional: To provide a date range for Coverage settings, click Add date range. Enter a Start date and End date.

  6. Click Save & close. A confirmation message appears and the custom package details window appears.

Editing a package

  1. Find the package you want to edit and select it.

  2. In the Package record window, click Actions > Edit.

  3. Make your desired changes. See the sections below for more information.

  4. Click Save & close.

Editing holding status

Holdings can be added or removed from a package. See Holding status for instructions.

Editing package settings

  • Show titles in a package to patrons. Indicates whether the titles display in your catalog. If you select No, you continue to be subscribed to the titles in eHoldings, but they are hidden from patrons in the catalog.

  • Automatically select new titles. Whether your service provider will automatically select additional titles as they are added to the package by the provider. If you select No, then new titles are not selected if they become available in the package unless manually selected by your library.

  • Proxy. Settings can be changed using the Proxy drop-down list.

Editing coverage settings

You can customize the package’s coverage dates to match your holdings by setting a new start and/or end date.

Deleting a custom package

  1. Find the package

    you want to delete and select it.

  2. In the Package record window, click Actions > Delete package.

  3. In the Delete custom package dialog, click Yes, delete. The package is deleted.

Adding a title to holdings

  1. Find the title

    you want to add to your holdings and select it.

  2. In the Title record window, under the Packages, select the package to which you want to add the title.

  3. In the Package title details window, in the Holding status section, click Add to holdings. The Holding status changes to Selected.

Removing a title from holdings

  1. Find the title

    you want to remove from your holdings.

  2. In the Title record window, in the Packages section, select the package within which the title appears that you want to remove from your holdings.

  3. In the Package title details window, click Actions > Remove title from holdings.

  4. In the Remove resource from holdings? dialog, click Yes, remove. The Holding status changes to Not Selected.

Editing a title record

  1. Find the title

    you want to edit.

  2. In the Title record window, in the Packages section, select the package within which the title appears that you want to edit.

  3. In the Package title details window, click Actions > Edit.

  4. Make your desired changes. See the sections below for more information.

  5. Click Save & close.

Editing custom labels

Custom labels are created in the Settings app. For more information, see Settings > eHoldings > Custom labels. If you are using custom labels, you can enter information into these fields.

Editing resource settings

This section includes the options:

  • Show to patrons. Indicates whether the titles display in your catalog. If you select No, you continue to be subscribed to the titles in eHoldings, but they are hidden from patrons in the catalog.

  • Proxy. Settings can be changed using the Proxy drop-down list.

Editing coverage settings

Coverage is the available years or version of a publication. For a journal this would be the publication years, volumes, or issues covered by the online resource. For a monograph it can contain publication year, edition, or volume.

  • Managed coverage dates. Indicates the title’s coverage dates are managed by your library’s service provider.

  • Custom coverage dates. Indicates that coverage dates are managed by your library. Click Add date range and enter a Start date and End date.

  • Dates. If selected, the title’s coverage displays as dates in your catalog.

  • Coverage statement. If selected, the title’s coverage displays as the statement you enter into the box.

  • Embargo period. A period of time during which the title is not available.

Adding a custom embargo period

  1. Click Add custom embargo period

  2. In the first box, enter a number greater than 0.

  3. Select a time period from the drop-down list. The embargo period saves when you save and close the record.

Deleting a custom embargo period

  1. Find the embargo period you want to remove.

  2. Click the trash can icon next to the embargo period. The embargo period is removed and is deleted when you save the record.

Adding a tag to a title record

Tags can only be added to title records when a package is selected and the title record is not open for editing.

  1. Find the title

    you want to tag and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears that you want to tag.

  3. In the Package title details window, in the Tags section, either select a tag from the box or enter a new tag.

  4. Optional: If you are adding a new tag, click Add tag for: [your tag name] to create the tag and add it to the record.

  5. Click the X on the provider details window to close the window and save the tag.

Removing a tag from a title record

Note: Tags can be removed but not entirely deleted.

  1. Find the title

    you want to tag and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears that you want to tag.

  3. In the Package title details window, in the Tags section, click the X next to the tag you want to remove. The tag is removed from the record but still remains as an option in the drop-down list.

Creating a custom title

  1. In the Search & filter pane, click Titles.

  2. In the Titles pane, click New.

  3. In the New custom title window, enter a title Name.

  4. Optional: To add a contributor, follow these steps:

    1. Click Add a contributor.

    2. Select Author, Editor, or Illustrator from the Type drop-down list.

    3. Enter the Name of the contributor in the box.

    4. Repeat as needed.

  5. Optional: Enter an Edition in the box.

  6. Optional: Enter a Publisher in the box.

  7. Optional: Select a Publication type from the drop-down list.

  8. Optional: To add an identifier, follow these steps:

    1. Click Add identifier.

    2. Select ISSN or ISBN, Print or Online, from the Type drop-down list.

    3. Enter the ID of the identifying number in the box.

    4. Repeat as needed.

  9. Optional: To indicate whether the title is peer reviewed, select the Peer reviewed checkbox.

  10. Select a Package from the drop-down list to which to add the title.

  11. Click Save & close. The custom title record appears.

Editing a custom title

  1. Find the custom title

    you want to edit and select it.

  2. In the Custom title window, click Edit.

  3. Make your desired changes. See Creating a custom title for information on the fields.

  4. Click Save & close.

Deleting a custom title

  1. Find the custom title

    you want to delete and select it.

  2. In the Custom title window, in the Packages section, select the package containing the title.

  3. Click Actions > Remove title from holdings.

  4. In the Remove resource from holdings dialog, click Yes, remove. The custom title is deleted.

Linking an existing agreement to a title record

Note: Agreements can only be added to title records when a package is selected and the title record is not open for editing.

  1. Find the title

    to which you want to link an agreement and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears to which you want to add an agreement.

  3. In the Package title details window, in the Agreements section, click Add.

  4. In the Select agreement dialog, enter the agreement’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Agreements pane.

  5. Optional: Filter results using the filters in the Search & filter pane.

  6. Click the agreement to select. The agreement is added to the title record.

Creating a new agreement from a title record

  1. Repeat steps 1-2 from Linking an existing agreement.

  2. In the Package title details window, in the Agreements section, click New.

  3. Fill in the fields. See Creating an agreement for more information.

  4. Click Save & close. A confirmation message appears and the agreement is added to the title record.

Removing an agreement

  1. Repeat steps 1-2 from Linking an existing agreement.

  2. In the Package title details window, in the Agreements section, click the trash can icon next to the agreement you want to remove.

  3. In the Unassign an agreement from this record dialog, click Unassign. A confirmation message appears and the agreement is removed from the package record, but not deleted from the Agreements app.

Adding a new note to a title

  1. Find the title

    to which you want to add a note and select it.

  2. In the Title record window, in the Packages section, select the package within which the title.

  3. In the Package title details window, in the Notes section, click New.

  4. In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.

  5. Enter a Note title in the box.

  6. Optional: Enter any Details about the note in the box.

  7. Click Save & close. The note is saved and appears in the Notes section of the title record.

Assigning an existing note to a title

  1. Find the title

    to which you want to assign a note and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears.

  3. In the Package title details window, in the Notes section, click Assign / Unassign.

  4. In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.

  5. Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the title record.

Editing a title note

  1. Find the title

    with the note you want to edit and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears.

  3. In the Package title details window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.

  4. In the Edit: note window, make your desired changes to the note.

  5. Click Save & close. The note is saved.

Deleting a title note

  1. Find the title

    with the note you want to delete and select it.

  2. In the Title record window, in the Packages section, select the package within which the title appears.

  3. In the Note window, click Actions > Delete.

  4. In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.