en ebscoadmin basics_trainerguide(1)

Using This GuideThe following document represents EBSCO’s recommended outline for a 90-minute overview training session on basic components of EBSCOadmin.

Session Introduction (allow 10 minutes)

Overview (5 minutes)

Training Content (60 minutes)

EBSCO Support Site (5 minutes)

Closing (10 minutes)

This outline can be revised or amended depending upon your allotted time for the session, the level of experience using EBSCOadmin among your participants, or which special features or points your audience wants you to include in your training session. If limited time is available, topic items highlighted in bold are suggested key points.

Note: In preparation for a training session, you may wish to refer to the “Preparing for a Training Session” Trainer Guide for general trainer and presentation tips. This document can be found on the EBSCO Support Site at http://support.ebsco.com/knowledge_base/detail.php?id=6497.

Session Introduction(Allow 10 minutes)

Welcome everyone, introduce yourself, and provide an overview of what you do in your organization, if appropriate.

Provide an overview of topics to be covered during the session and describe what you would like your audience to gain from today’s session.

Ask what additional topics they would like to learn from the training and note all suggestions on a whiteboard or the following outline, for your reference.

Mention that, later in the session, you will cover the EBSCO Support Site, a valuable, easy-to-use source of information for future reference.

Distribute the exercises provided at the end of this guide and tell the group they will have time to practice what they have learned.

Mention that you will ask them to complete a short evaluation form at the end of the session, encourage their candid feedback, and thank them in advance.

EBSCOadmin Basics Trainer Guide 1Page ID #4978 | ©EBSCO Information Services 2014 | Last update: January 2014Find tutorials, FAQs, help sheets, user guides, and more at http://support.ebsco.com.

EBSCOadmin – Basics Trainer GuideB

http://support.ebsco.com/

http://support.ebsco.com/knowledge_base/detail.php?id=6497

Overview(Allow 5 minutes)

EBSCOadmin is the administrative tool for EBSCOhost that allows users to manage and control users’ EBSCOhost search experience, view database title lists, generate usage statistic reports, and update authentication information.

Some of the topics covered in this guide include: EBSCOadmin Security Become familiar with the Customize Services main tab and general settings Authentication Local Collections Creating Groups and Profiles Generating Reports and Statistics

Briefly review the functionality of the 5 key tabs:1. Customize Services – customize the features and functionality of the user interface. 2. Authentication – create and update authentication, such as User ID and Password or IP addresses.3. Local Collection – provides the ability to upload the library print holdings or online collection which can

be used to provide linking functionality to other online resources or provide a message to users on the result list.

4. Reports and Statistics – provides usage statistics, such as session, database and COUNTER reports. Link activity reports are also available.

5. Database Title Lists – lists the current publications available in the database.

Training Content(Allow 60 minutes)

EBSCOadmin Security

Through EBSCOadmin security, a library administrator can change their EBSCOadmin password as well as create additional administrators.

Add New Administrator

Create the Display Name

Create a User ID

Create a Password

Enter their email Address (this is a required field)

Describe differences among Roles



Roles refer to the top 5 tabs: Customize Services, Authentication, Local Collections, Reports & Statistics and Database Title Lists

Read (only) – provides administrator access to view selected settings

Write (full rights) – provides read and write access to the available tabs

None (not visible when user logs in) – tabs will not be visible to administrator

Change Password

Update or add secret question

EBSCOadmin password is valid for 365 days

Strong password requirements—a password must include:

at least 6 characters

upper and lower case letters

a number or character

For more information on changing your EBSCOadmin password:


Customizing Services

Point out the different profiles within the account by selecting the down arrow next to Choose Profile.

Profiles provide the ability to:

group databases or interfaces

apply customized limiters, search screens, and other features

Through Profile Maintenance, an administrator can create and reorder profiles.

Creating Profiles is covered in more detail in the EBSCOadmin Advanced Trainer Guide.

For more information:

How do I create a new profile in EBSCOadmin?


What is the difference between a group and a profile in EBSCOadmin? http://support.ebsco.com/knowledge_base/detail.php?id=1269

View Changes on EBSCO link

Select this link at anytime to view changes or updates.

New Features

When enabled, the link will appear in the top right on EBSCOhost.

Users can visit the New Features Screen, try out selected features for their current session, learn about additional features, and read about features that will be “coming soon.”

Administrators can select which options to show on the New Features page.

Searching – select some of the following key features to demonstrate (suggested topics highlighted in bold):






Note: Available options will vary by interface.

Search Modes

Boolean / Phrase

a. Enable Proximity Searching – EBSCOhost will find keywords within the preferred number of words.

b. The following operators determine the order of the keywords:

Within: the keywords are in the same order as entered in the find field

Near: the order preference of the keyword entered in the find field is not considered

Find all of my search terms

Find any of my search terms

SmartText Searching

Default Keyword Search Screen – the available options are:

Basic

Advanced

Visual

Display Text-to-Speech

Configure Text-to-Speech

Select default voice choice

Select default reading speed

Spellchecker

Session Duration before Timeout – The following options are available:

15 minutes

30 minutes (default)

1 hour

2 hours

4 hours

8 hours

Autocomplete Keyword.

Show “Create Alert” button.

Run SmartText Search when Query Returns No Results

Browse Options – provides the ability to browse the thesaurus or subject terms by Subjects, Places or People

Basic Search Screen Settings.

Show “Suggest Subject Terms” (only for databases that support Suggest Subject Terms). The following options are available:



a. No – option does not appear on search page

b. Yes (On by default) – option appears with checkbox enabled

c. Yes (Off by default) – option appears, user selects checkbox to enable

Index Browsing Allowed

Default to Search History open above Results from Basic Searching

Open “More Search Options” by default

a. Yes will display search options

b. No will no display search options

c. User will always have the option to display options

Advanced Search Screen Settings

Show “Suggest Subject Terms” (only for databases that support Suggest Subject Terms). The following options are available:

a. No – option does not appear on search page

b. Yes (On by default) – option appears with checkbox enabled

c. Yes (Off by default) – option appears, user selects checkbox to enable

Default to Search History open above Results from Advanced Searching

Style of Find Field – Find field can be customized only on the Advanced Search screen

a. Single Find Field

b. Guided Style Find Fields – Yes will display a link to provide the option to add more rows to Guided Style Find Fields

Choose Databases / Subject Screen Settings

Stop at Choose Database Screen before accessing Search screen.

Default Database Groups

Grouping Database by Subject Header

Customize Group Databases by Subject

The following link will provide steps and more information:


Display specialized interface links – will display links to other interfaces when available (e.g. Business Searching Interface)

Highlight Trial Database

Display Databases A-Z Navigation

Limiter & Expander Settings

Limiters – Select the Modify link.

a. Changes are made to the database selected from the first drop-down list and for the screen selected from the second drop-down list.




b. To enable limiter settings for all databases, check box Apply changes to all databases on this profile located on the bottom left of the screen.

c. Rearrange the Order of Limiters as they appear on the search screen.

d. Limiter search tags are identified

e. Edit Limiter Label

f. Show (on search screen): Display limiter

g. Default (to selected, on the search screen) adds a check in the selection box

Local Collections as Limiters: Demonstrate how to select a local collection and set it up to act as a limiter, which will appear below the regular database limiters.

Expanders – Select the Modify link.

a. Show (on search screen)

b. Expander (its name)

c. Edit Expander Label

d. Default to Selected

Authority Settings

Database Options (will vary by Authority Type)

a. Browse Mode can be selected

b. Boolean Operator can be selected

Database Thesaurus

a. Set Browse Mode, the following are the common settings:

Term Begins WithTerm ContainsRelevancy Ranked

b. Boolean Operator

Show Search Box on Authorities

Databases

Databases are listed under Enabled or Disabled

Choose whether or not you want New Content Enabled with corresponding radio button.

Databases can be added or removed by Enabling or Disabling them within each profile.

Order

Start Page (options vary by database)

Default to Selected adds a checkbox next to database on the choose database page

Fields select the fields to display on the customized print/email/save manager page

Limiters

Viewing Results



Note: Many of the settings on the result list can be customized by the user through the Preferences link on the EBSCOhost interface and saved if they are a My EBSCOhost user.

Page Layout

Three Columns

Two Columns (display left or right panel)

One Column

“Source Types” on Result List Open Source types by default Edit Source Type Label Allow Viewing of Video Results Allow Downloading/Streaming of MP3 content Display MARC Record Citation Link Preferred Sort Order for All Results

Database Default

Relevance

Numbers of Results per page

Result List View

Standard – includes title, source, and the first line of the abstract

Detailed – includes title, source, and abstract information

Brief – includes title and source information

Title Only

Show All Subjects for Each Result

Display Image Quick View Results

On/Off

On will allow the user to view thumbnails of the images in an article in the Result List, Citation View, or the Folder.

Show Clustered Results.

Yes/No

When selecting Yes to show clustered results, click Modify next to Select and Order Clusters for display to select settings.

Select the Order Clusters for Display

Select the Modify link to select options to view and order clusters.

Edit Cluster Names.

Default to Open: By selecting Yes, the assigned cluster will open to available options on the result list. Available clusters (facets) will vary by database, the following are some examples:

a. Subject: Thesaurus Term

b. Subject: Major Heading



c. Publication

d. Company

e. Author

f. Country

g. NAICS / Industry

h. Geography

Preferred Order of Formats for Title Link, select the Modify link to change the order.

Include HTML Full Text with Detailed Record.

Local Message Collection – select a collection of titles uploaded in EBSCOadmin to display a note on the result list if the title is available.

Message for Titles Outside of Local Collection – displays a message on the result list for titles outside the local collection selected for the “Local Message Collection.”

Enhance Catalog Records – option available for imported custom catalogs

Related Information

Select in Show column to view associated keyword results.

Select Yes in the Default to Open column to automatically display results.

Options will vary by database subscription, the follow are some examples:

a. Related Images

b. Related Historical Images

c. Related Science Images

d. Related Business Videos

e. Related Science Videos

f. Related Videos

g. Company Profiles

Widgets – Add custom widgets to the result list or the detailed record.

Other Content Sources

Clear find Field after Searching

Automatic Thesaurus Term Explode

NewsBank Results – select Modify to add NewsBank authentication information.

Folders Settings.

Preferred Sort Order for Folder List Results – set default sort order setting.

Shared Folders – enable shared folder functionality.

Allow One Step Alerts

Journal Alerts



Page Composer

Linking

The contents under the Linking tab will allow administrators to:

Setup/Maintain Proxies – defining a proxy and enabling the proxy for a persistent link will prompt the user for proxy information when accessing a persistent link or links from alerts.


In EBSCOadmin, how can I embed my Proxy Server settings in my EBSCOhost URL? http://support.ebsco.com/knowledge_base/detail.php?id=1376

Create Custom Links, such as a link on the result list to a ILL Form if full text is not available.


Setting up EBSCOhost CustomLinks in EBSCOadmin:


Customize Persistent Links, such as the preferred authentication order (ie, IP, user id and password).


What are EBSCOhost Persistent Links?http://support.ebsco.com/knowledge_base/detail.php?id=272

The topics listed above will be reviewed in more detail in the EBSCOadmin Advanced Trainers Guide.

Delivery Options – The settings under this tab also include Export if not otherwise indicated:

Printing

E-mail

“From” E-mail Address must be formatted in an E-mail address format

Users can change “From” E-mail Address

Direct Export

Enable Notetaking

Default setting for “Save citations to a file format for”

Default setting for “Remove these items from folder after Printing /E-mailing / Saving – selecting “on” will add a checkbox to this setting in Print / Email / Save Manager and will remove all selected items from the folder.

Include “Current Search History” when Printing/E-mailing/Saving

Include when Printing/E-mailing/Saving – set default citation field

Maximum citations to Print/E-mail/Save

Display Library Name in E-Mails

Display export of up to 5000 records

Print HTML Full Text (when available)

Multilingual Options






Allow user to change languages dynamically during session – this setting will enable the user to change the language dynamically for the interface only.

Language Translation for Full Text – this setting will enable translation for HTML full text. Full text translation options include: Spanish, French, German, Portuguese, Norwegian, Italian, Chinese, Japanese, Russian.

Branding

Customize Colors

ColorZilla (http://www.colorzilla.com ) – plug-in for FireFox and Chrome assists in determining website colors

View examples of how customers are using custom colors, visit EBSCO Discovery Service Support Center (http://support.ebsco.com/eds/), select the Branding tab.

Preview screen will show color transition.

Select four different colors

a. Color One – Toolbar

b. Color Two – Narrow Results By, Limit your results, Reference Shelf (Widget Area)

c. Color Three – Source Types, Clustering, Query String Information

d. Color Four – Results and page numbers

Custom Color Best Practices (for optimal usability):

a. Suggestion: Each color should be lighter than the previous shade (i.e., color three should be a lighter version of color two).

b. Avoid choosing white for Color Three Text and Links. Choosing white will cause the Sort By dropdown menu to appear empty.

c. Avoid choosing white for Color Four Text and Links color. Choosing white will cause the Alert/Save/Share text to appear empty.

d. Avoid choosing blue for Color Four Text and Links color. Choosing blue will cause the page navigation text and links to all be the same color. Users may think the page navigation text is hyperlinked.

Ask-a-Librarian Link

Can be set up as an email or URL link

With email link, message can be added for students or library patrons

Branding Style:

Traditional

Enhanced – Add Logo in different locations on the screen

Logo Placement

a. Left of Find Field

b. Above Find field

c. Below Find Field



http://support.ebsco.com/eds/

http://www.colorzilla.com/

Enter Logo Image: Size (82 pixels Wide, 82 pixels Height)

Enter Logo Hyperlink

Top Branding – this will add a logo and hyperlink URLs for all pages except Basic Search page

Enter URL to Branding image or text

Top Right Branding Size – 180 pixels width, 70 pixels height

Enter URL link

Bottom Branding

Create Customized Branding Version

Select Branding Version

Authentication

Demonstrate key authentication options in bold.

User ID/Password

Overview – default authentication to EBSCOhost products when IP authentication is not used. Also used for access to EBSCOhost products outside the library

URL: http://search.ebscohost.com

Detail steps to modify a password

Briefly review over steps to add a new user

IP Address

Overview – adding IP authentication provides seamless access inside a library

URL: http://search.ebscohost.com

Detail steps to modify an IP

Briefly review over steps to add IP Address

Briefly review over steps to delete IP Range

Briefly review over steps to upload IP Address List

Patron Files

Overview – provides a customized ID and/or password

URL: http://search.ebscohost.com/login.aspx?authtype=custuid&custid=INSERT CUSTID

Modify a Patron ID

Upload Patron Files

Customize Login Prompts

CPID

Overview – authentication used to prompt users with a library or student bar code.

URL: http://search.ebscohost.com/login.aspx?authtype=CPIDd&custid=INSERT CUSTID



http://search.ebscohost.com/login.aspx?authtype=CPIDd&custid=INSERT

http://search.ebscohost.com/login.aspx?authtype=custuid&custid=INSERT

http://search.ebscohost.com/

http://search.ebscohost.com/

Modifying a CPID

Add Model ID

Customize Login Prompts

Referring URL

Overview – authentication used to when accessing links are placed on a secure webpage

URL: http://search.ebscohost.com/login.aspx?authtype=url

Modifying a Referring URL

Add Referring URL

Athens

Overview – sites must have an Athens Organisation Number

URL: http://search.ebscohost.com/login.aspx?authtype=athens

Creating or Modifying a Athens Site Code.

Cookies

Overview

URL: http://search.ebscohost.com/login.aspx?authtype=cookie

Shibboleth

Overview – sites must have a Shibboleth Affiliation and Entitlement

URL: http://search.ebscohost.com/login.aspx?authtype=url

Creating or Modifying a Shibboleth Site Code

Region or Group

Institution

Shibboleth Affiliation

Shibboleth Entitlement

HTTPS

Access is setup at the profile level

Link must be on a secure web page

For more information on authentication:


Local Collections

Administrators can upload a list of titles (either print or online). Local collection files can be used to add a message on the result list informing users a title is available in a library collection. A local collection file can also be used to provide a link on the result list to another online resource.




http://search.ebscohost.com/login.aspx?authtype=url

http://search.ebscohost.com/login.aspx?authtype=cookie

http://search.ebscohost.com/login.aspx?authtype=athens

http://search.ebscohost.com/login.aspx?authtype=url

Add a New Collection

Collection ID

Description

Exclude

Include Alternate ISSNs

Comments

Add a Title to a Collection

Edit available publication information such as date range information.

Four different date ranges can be added to each title.

Customize notes message.

EBSCOadmin also has the functionality to upload a text file that contains your library collection.

For more information on local collection:http://support.ebsco.com/knowledge_base/detail.php?topic=999&id=4965&page=1



http://support.ebsco.com/knowledge_base/detail.php?topic=999&id=4965&page=1

Reports & Statistics

Provide a brief overview of a Session and Database report listed in bold. Reports and statistics are covered in more detail in the EBSCOadmin Reports & Statistics Trainers Guide. All reports provide the following options:

Show Report – view report in HTML format on the screen.

E-mail Report – enter an e-mail address to have the report emailed to you in HTML, comma delimited or tab delimited format.

Schedule Report – enter an e-mail address and schedule options to have the report sent to you at a later date.

Save Report – immediately save report.

Glossary of Terms – provides a list of terms/definitions used in EBSCOhost reports and statistics. Selecting this link will open in a new window.

Standard Reports

Session

Session by Hour

Database

Title

IP

Interface

Browser and Device

For more information on the definitions of the EBSCOadmin column headings: http://support.ebsco.com/knowledge_base/detail.php?id=1096

Link Activity Reports

Source Type Target Type Target For more information on Link Activity Reports:


COUNTER R1/R3 Reports

Overview:

COUNTER: Counting Online Usage of Networked Electronic Resources

Structured report that can be used to compare usage statistics on other online resources.

The following COUNTER reports are available:

Journal Report 1: Number of Successful Full Text Article Requests by Month and Journal.

Database Report 1: Total Searches and Sessions by Month and Database.

Database Report 2: Turnaways by Month and Database.

Database Report 3: Total Searches and Sessions by Month and Service





Book Report 1, 3 and 6

SUSHI Authentication

Configure a request to receive statistics to a libraries electronic records management (ERM) system.

For more information on SUSHI reporting:

a. What is EBSCOhost SUSHI Web Service?


b. Configure a request to EBSCOhost SUSHI Web Service:


Personalization Activity Report

Number of Personalized Accounts

Active Search Alerts

Active Journal Alerts

Saved Searches

Saved Web Pages

Graphical Reports

Trend report

Session Reports

Database Report

Interface Report

View/Edit Scheduled Reports – edit existing scheduled reports.

Database Title List

MARC 21

Title List

Instructions

Modification Notes

Sample Record

HTML

Title List

Instructions

Tab Delimited

Title List and Instructions





The EBSCO Support Site(Allow 5 minutes)

(http://support.ebsco.com)

Demonstrate the EBSCO Support Site via the link in the upper right corner of the Select Service Screen in EBSCOhost. You may also access via the link at the bottom of any page in an EBSCO interface.

The Support Site provides an abundance of customer support information, including:

Top Stories are available through RSS feed notification. To subscribe:̶� Drag the orange RSS button into your News Reader.̶� Drag the URL of the RSS feed into your News Reader.̶� Cut and paste the URL of the RSS feed into your News Reader.

Knowledge Base̶� Click Browse Services for an alphabetical list of or select EBSCOadmin from the services drop-down

menu.̶� Browse results list to access FAQs, help sheets, user guides, etc.

Training̶� Select the Training link on the Support Site toolbar.̶� The following training tools are available, select the title to view more choices:

On-Demand Training Videos and Tutorials Trainer Guides Custom Training

Online Training Courses User Guides Help Sheets International Training Sites International Resources

Promotional Resources̶� Select the Promotion Tools link on the Support Site toolbar.̶� Browse product-specific tools – including logos, buttons, posters, flyers, bookmarks, and more – to

help you promote your online resources.

Customer Success Stories and Tools̶� Select the Customer Success link on the Support Site toolbar.̶� Browse Customer Success Stories. Read these best practices case studies to see what EBSCO

customers are accomplishing.̶� Browse tools for Students, Teachers, and Librarians.

Request Printed Materials̶� Select the Contact link on the Support Site toolbar.̶� Under Requests, click Request Printed Materials.̶� Enter quantity of items requested, complete form, and click Submit.

Materials will be shipped to the address entered in the form.

Contact / Email Support̶� Find Hours / Phone Numbers.̶� Form generates an automatic inquiry to Technical Support.




Recommended HandoutsDistribute appropriate selections from this list at the beginning, middle, or end of your session.

EBSCOadmin – Authentication Information Help Sheethttp://support.ebsco.com/knowledge_base/detail.php?id=3572

Customizing Interface Colors in EBSCOadmin Help Sheethttp://support.ebsco.com/knowledge_base/detail.php?id=4721

Reports and Statistics Best Practiceshttp://support.ebsco.com/knowledge_base/detail.php?id=3679

EBSCOadmin User Guidehttp://support.ebsco.com/knowledge_base/detail.php?id=2507

EBSCOadmin User Guide – Customizing Serviceshttp://support.ebsco.com/knowledge_base/detail.php?id=4716

EBSCOadmin User Guide – Authentication, Local Collections, Reporting, Title Listshttp://support.ebsco.com/knowledge_base/detail.php?id=4717

Find additional Help sheets at http://support.ebsco.com










Closing(Allow 10 minutes)

1. Restate the objectives of the session as outlined in the beginning and note how they have been accomplished.

2. Reinforce key points.

3. Solicit questions from participants to be sure that everyone appears comfortable with the information you have covered during the session.

4. Briefly discuss ways in which this resource can be promoted at the institution. Provide tips, suggestions, and examples, and direct participants to the Promotion section of the Support Site, as well as the searchable Knowledge Base.

5. Review each source of available assistance and additional information:

Contact EBSCO Technical Support Department:

Telephone U.S. or Canada: (800) 758-5995

Telephone outside the U.S. and Canada: access code + (800) 3272-6000

Email EBSCO Tech Support: [email protected]

Email via the EBSCO Support Site using the E-mail Support link along the top toolbar or the following link: http://support.ebsco.com/contact/askus.php

Remind participants to check EBSCO Support Site: http://support.ebsco.com

Review tutorials on the EBSCO Support Site: http://support.ebsco.com/training/tutorials.php

Contact you or another contact at your organization directly.

6. Hand out evaluation forms (http://support.ebsco.com/knowledge_base/detail.php?id=6474) to participants and ask for their candid feedback.

7. Collect the completed evaluation forms.




http://support.ebsco.com/training/tutorials.php


http://support.ebsco.com/contact/askus.php

mailto:[email protected]

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