EDS w/FOLIO Patron Empowerment Questionnaire

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Welcome

Thank you for choosing EBSCO Discovery Service (EDS). In order for us to build your Custom Catalog, we need you to complete the following questionnaire.

Please note that some questions relate to your existing FOLIO tenant/instance. If you have questions about your export process and linking structure, you may need to contact your FOLIO implementation team directly.

For questions about mapping your metadata and your Catalog’s display in EDS, please contact your Implementation Project Manager or email support@ebsco.com.

This questionnaire will cover the following topics:

Basic information about you and your institution
Your metadata format and delivery options
How you would like us to map your metadata for display in EDS
Details about library locations and record types, which allow us to maximize discoverability and relevancy for your users
Information for setting up Real-Time Availability Checking (RTAC)
Setup options for Patron Empowerment Functionality

For your reference, an overview of the EDS Custom Catalog process is available on the EBSCO Connect Site:

https://connect.ebsco.com/s/article/EBSCO-Discovery-Service-with-FOLIO-Patron-Empowerment-Custom-Catalog-Database-Overview-Instructions?language=en_US

General Information

To help us better serve you, please provide the following:

First Name:

Last Name:

Email:

Phone:

Institution Name:

EBSCO Customer ID:

EDS Custom Catalog Description

1) Provide a name for your Catalog (80 character limit):

The name should make sense to your users, who will see it here and here.

2) If you know the approximate number of records that should be included in your Catalog, please enter it here:

Metadata and Direct Links

3) Identify the metadata format of your records:

MARCXML-MARC21 (preferred)MARC21If you need assistance exporting records, we recommend contacting your FOLIO team.

a) Because you use MARCXML, you have two options for exporting and updating your Catalog metadata. Would you like to:

Harvest metadata via OAI-PMH Send your data to EBSCO via FTP

b) To retrieve records via OAI-PMH, we will need your harvest URL. Please test your URL to ensure that we can access your records and then enter it here:

An example of a harvest URL can be seen here. If you need assistance identifying your harvest URL, please contact your FOLIO implementation team.
Please note that if your harvest URL is ever updated, you will need to contact us immediately to ensure regular updates.

4) Will you be using EDS as your OPAC? If not, field to provide permalink will show below.

YesNo

a) Please provide the URL syntax that we can use as a permalink to a record.

The syntax should include an identifier that is unique to a given record and can be found in a specific field of your metadata. An example can be seen here, although this URL will look different depending on the ILS software you use. If you are not sure what your URL syntax is, we recommend contacting your ILS provider’s support team for assistance.

5) Which field and subfield in your data contains the unique identifier for a given record.

In FOLIO this will typically be the 999$i

Location Mapping

6) Which field and subfield in your data contains call or class numbers?

If your Catalog data includes more than one type of class / call number, we recommend choosing just one for display in EDS. We also recommend using call numbers in your local item/holdings field, but this is not required. An example of a record with two call numbers can be seen here.

7) Which field and subfield in your data contains location codes?

Location codes might refer to a shelf, collection, department, or building where items are located. An example can be seen here. You can also provide a static location such as “Main Library” if your institution does not use multiple locations.

Location Lookup Table

Using the location codes from the field and subfield mentioned in question #8, we can set up limiters and facets that allow users to narrow their searches to specific locations. If necessary, we can also translate your location codes so they appear in a more “user friendly” format in EDS.

For example, we can use the location code “YA” to create a “Young Adult Section” limiter or facet for your users.
We can also translate the location code “YA” so that it displays as “Smith Library - Young Adult Section” in the location field of each YA record.

If you would like to set up location limiters or translate your location codes, we will need a Location Lookup Table. This is where you provide us with a list of your location codes and tell us how they should display as facets and limiters. A Location Lookup Table looks like this:

A detailed explanation of how the values from each column appear in EDS is available on our Support Site: https://help.ebsco.com/interfaces/EBSCO_Discovery_Service/EDS_Catalogs_IRs/EDS_Custom_Catalog_Location_Lookup_Table_Overview

8) Upload Location Lookup Table here:

URLs in Records

9) Which field and subfield in your data contains URLs which link to electronic resources?

The most common field and subfield for URLs is 856 $u. An example can be seen here.

10) Which field and subfield in your data contains a link text for URLs?

The most common field and subfield for link texts is 856 $y. An example can be seen here.

If you do not have a link text encoded in your data, you can specify a static link text. If you leave this question blank, we will use “Online Access."

11) If applicable, which field and subfield in your data contains public notes for URLs?

The most common field and subfield for public notes is 856 $z. An example can be seen here.

12) If applicable, which field and subfield in your data contains material types for URLs?

The most common field and subfield for material types is 856 $3. An example can be seen here.

eBooks, Audiobooks, and Full Text

13) Which field, subfield, and value should be used to identify eBook records in your data?

eBook records will frequently include “electronic book” or “ebook” in the 245 $h or 655 $a subfields. An example can be seen here.

14) Which field, subfield, and value should be used to identify audiobook records in your data?

Audiobook records will frequently include “audiobook” in the 655 $a subfield. An example can be seen here.

15) What items from your Catalog do you want to be included in the EDS results list when the Full Text limiter is applied?

Common responses to this question include:

• All records
• All records with “[ebook]” in the 245 $h subfield
• All records with a URL in the 856 $u subfield

If you decide that anything with a URL in the 856 $u subfield should return when the Full Text limiter is applied, we recommend checking that none of the URLs lead to non-Full Text resources such as abstracts, publisher descriptions, etc.

Additional information on EDS’ Full Text limiter is available on our Support Site:
https://help.ebsco.com/interfaces/EBSCO_Discovery_Service/EDS_FAQs/What_is_the_Full_Text_limiter_in_EDS

Suppression Filters

We have the ability to add suppression filters to your Catalog. By default, we will automatically suppress Catalog records which match records from your EBSCO-provided eBook subscription databases. This ensures that users do not see duplicate records in their search results.

16) Are there other types of records from your Catalog which should be suppressed from displaying in EDS? If so, please provide the field, subfield, and value that identifies the records here:

Real-Time Availability Checking (RTAC)

RTAC allows us to display real-time locations, call numbers, and statuses (i.e., “Available,” or “Checked Out”) for Catalog items. To set this up, we need to establish a connection to FOLIO via the Edge REST API.

Please note: Real-time information retrieved via RTAC overwrites the static call number and location mapping set up in questions #6 and #7, as well as the “Copy_Display” column of your Location Lookup Table from question #9. Instead, RTAC will display real-time call numbers directly from your REST server.

Real-Time Availability Checking (RTAC) User Guide:

https://help.ebsco.com/interfaces/EBSCO_Discovery_Service/EDS_Admin_Guide/Real_Time_Availability_Checking

Here’s an example of what RTAC looks like when enabled in EDS:

REST Service

17a) In order to retrieve holdings information with your REST API, we need to access real-time XML for your metadata. Please provide the REST URL that leads to one of your records.

The REST URL should include the base URL for your institution, the query string, and a unique identifier for the record. An example can be seen here.

17b) Please provide the API key.

Patron Empowerment Functionality

Loan and Pickup Rules

18) Please identify the field in your data that contains location IDs of pickup locations OR submit table in quesiton 19 below:

19) Please upload a spreadsheet (example below) and provide the text for pickup locations (service desks):

Please note: Your ID will be the UUID in FOLIO. If you need assistance obtaining these, please contact your FOLIO implementation team.

20) Are there any material types/formats that are not currently part of circulation?
(This pertains to the "Place Hold" button in EDS and where you would like it to display. So if applicable, please provide criteria we should use to exclude records from displaying this button.)

21) Please identify the unique ID in your FOLIO tenant referred to as "cancel by patron"

Found in: Settings>Circulation>Requests>Request cancellation reasons. A screenshot can be seen here.

Additional Contacts

25) If you would like to send a copy of your Catalog Questionnaire to others, please enter their email addresses, separated by a comma. If you have an Implementation Project Manager, please include their email to ensure they receive a notification of your submission.
Note: You will receive a copy of your Questionnaire at the email address you provided in the Account Information section.

One email per field please.

Comments

26) If you have any questions, comments, or concerns in regard to this form, please address them below (250 character limit):

For questions, comments, or concerns in regards to your general EDS implementation, please contact your Implementation Project Manager or email support@ebsco.com.

EDS w/FOLIO Patron Empowerment Questionnaire

Patron Empowerment Functionality

Authentication