General
Q: What are the main functions of the Admin Tool?
A:
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Create groups and departments within your existing IP range to monitor specific usage per departement/group.
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Create remote access accounts for your end-users
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Customize ScienceDirect and Scopus linking settings
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Turn transactional access, credit card purchasing and document delivery on or off for all accounts
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Customize the ScienceDirect and/or Scopus interface with your own library logos
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See all the titles your institution has access to and how that access has been arranged with the Holding Reports
Q: Who can use the Admin Tool?
A: Librarians or persons responsible for administering their institution’s subscriptions to ScienceDirect and/or Scopus.
Q: How can I become an administrator for my institution/account?
A: If your account already has an administrator then they will be able to help you. (It is possible to assign additional administrators to your account within the Admin Tool.)
If there isn’t an administrator for your account, or if you don’t know who this might be, please contact the e-Helpdesk near you.
Q: My institute has a license for both ScienceDirect and Scopus. Can I use the same username and password for the Admin Tool to administer both products?
A: Yes, both administrative areas for Scopus and ScienceDirect appear within the Admin Tool under one username and password.
Q: Are user guides and other information available?
A: There are a number of resources to assist you in working with the Admin Tool. These files can be reached through the links in the right-hand toolbar at the top of this page.
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Fact Sheets
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Quick User Guide
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Interactive Tutorials
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Help files
Advanced FAQs
Remote Access
Q: How do I allow members of my institution access to ScienceDirect or Scopus at home or away from the office?
A: To allow members to use ScienceDirect or Scopus outside your registered IP range, you need to give your user Remote Access privileges.
If you would like to grant an existing user Remote Access, go to the user's profile to view their Membership Type. If the Membership Type is one of the below mentioned types, named according to how the user registered, then the user already has remote access privileges:
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Admin Tool Created - User profile was created through the Admin Tool
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Athens - User profile is administered via the Athens service
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Customer Service Created - User profile was created by the ScienceDirect/Scopus e-Helpdesk staff
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Registration ID - User profile was created through a Remote Access Registration ID, see the 'Create/Manage Remote Access Registration IDs' section of the Admin Tool
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Shibboleth - User profile is administered via the Shibboleth service
If the Membership Type is only ‘Online Registered’, which means that their user profile was created when they registered on ScienceDirect or Scopus, the user may not already have Remote Access privileges. To enable the Remote Access setting for these users, go to the user's profile and add the user to a Group. The act of putting a user into a Group automatically gives that user Remote Access.
If you would like to grant a new user Remote Access, create a new User Profile for that person and select the Group that they should belong to. Creating a User Profile and selecting a Group for the user will automatically give the user Remote Access privileges.
To grant Remote Access to more than one user at a time, see the section below titled "Create/Manage Remote Access Registration IDs.".
Transactional Access
Q: I would like to be able to export the ScienceDirect Transactional Access History to an Excel spreadsheet. Is this possible?
A: This can be achieved by copying all text within the Transactional Access History table, and pasting the data into an Excel spreadsheet.
Q: How does the "Allow Cost Code" functionality work?
A: Go to the "Purchase Options" section on the ScienceDirect tab in the Admin Tool. In the "Allow Cost Code" area you have two options:
1. Set to Yes. This will require end users to enter a cost code when they request an article through transactional access. An email will then be sent to the email address registered for Document Delivery. This email will contain the following information:
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Name of the person accessing the article from transactional access
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Their email address
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Their cost code
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The account name and number that they fall under
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The ISSN of the title they are accessing
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The name of the article that they are accessing
These emails will allow you to track and register which costs are making use of the transactional access that has been set up for your account.
2. Set to No. When and end user requests an unsubscribed article through transactional access, they will not be required to enter their cost code.
Groups
Q: How do I create a department/group in my account?
A: In the ‘General’ tab, click ‘Create/Edit a Group’.
Q: How can I move users from one Group to another?
A: Go to ‘Edit User Profile’ and enter the details for ‘Add a New Group Membership’ to put that user into a new Group. Then, by the settings of the Group that you want to take the user out of, click ‘Remove this Membership’.
Handy Tip: When moving a user between Groups, make sure you add the new Group membership before removing the user from all Groups. If you remove a user from all Groups, you will remove them from your list of account users.
Q: How can I delete users from my Account or remove users from a Group?
A: A user’s profile is not something that an Administrator can delete, but you can remove that user from your Account and/or a Group within your Account. To remove a user completely from your institution, remove all their Group memberships. This means that a user will not be able to have Remote Access to your institution’s subscriptions. The only way they will be able to access your institution’s subscriptions is if they visit ScienceDirect/Scopus by sitting at a computer within your institution’s IP range.
Q: How can I edit more than one user at a time?
A: For most data, users need to be modified individually. Only Remote Access privileges can be arranged for more than one user at a time. To arrange Remote Access for multiple users, see the section below titled "Create/Manage Remote Access Registration IDs."
Q: In creating a new Group, why would I want to set Membership Dates for the Parent Account or Default Dates for User Profiles?
A: Use Parent Account membership dates to specify how long a Group will be linked to a given Account.
You may specify default dates for User Profiles within a Group. These dates are used as default dates on user profiles for Group Memberships that are Admin Tool created or e-Helpdesk created.
Note: Dates can be left blank to indicate no restriction.
IP
Q: How can I split an IP range so that an IP address can be individually deleted or moved to a different group?
A: In the ‘General’ tab, click ‘Account IP Ranges’. Go to ‘Edit Account IP Address Range’. Select the IP range you would like to split and then click on ‘Split Into Subset’.
Q: Is there a way to merge IP addresses?
A: The Admin Tool does not offer a merge function for IP addresses, but should you require help in managing IP addresses, the e-Helpdesk in your region can assist you.
Q: How do I move an IP address to a different department?
A: In the ‘General’ tab, click ‘Account IP Ranges’. Go to the ‘Edit Account IP Address Range’. Select the IP range you would like to move to a different group and then click on ‘Move’. From here you will be able to choose the new group that you would like the IP range to belong to.
Usage
Q: How can I monitor usage statistics for specific departments of my institution?
A: Create a Group and add the IP addresses of the department you would like to monitor separately. ScienceDirect/Scopus usage statistics allow you the possibility to view usage per Group.
Create/Manage Remote access Registration IDs
Q: How can I grant remote access to a Group of new ScienceDirect and/or Scopus users?
A: First decide if you would like to add these new users to an existing Group or if you would like to create a new Group for them.
Handy tip: If these users are going to have access for a set period of time, ie: one year, then create a new Group using the current date as a Group name, for example.
If you would like to add these new users to a new Group, click here to learn how to create a Group.
Once the new Group has been created or if you would like to add these users to an existing Group, go to the ‘Create/Manage Remote Access Registration IDs ’ section on the General Tab.
Select the Group that the new users should belong to. Type or paste a list of e-mail addresses separated by line breaks, commas, spaces, or semi-colons into the blank box.
To allow your users to immediately begin accessing ScienceDirect and/or Scopus, keep the Membership Begin Date set for today’s date. To grant access without a time limit, dates can be left blank to indicate no restriction.
Handy Tips: To grant temporary remote access, time limits can be set by entering a fixed Membership Begin Date and fixed Membership End Date, or by a time limited Trial, ie: 30 days.
Once all details and completed and correct, click the “Submit” button.
What happens next?
All users will immediately be sent an email from “ScienceDirect Message Center [sciencedirect@prod.lexis-nexis.com]” with the subject title “Your ScienceDirect/Scopus Registration ID”. The email is sent to have the user confirm their association to that group. Click here (link to Bulk ID Email Screenshot) to see an example of the email.
Once the user clicks through to the ScienceDirect or Scopus website and creates a user profile, they will automatically be granted remote access to ScienceDirect or Scopus.
Handy Tip: To ensure the user IDs reach your users, it can be useful to notify users that they will receive an email that contains their username/password. There are two advantages to this: 1) You can ensure you have used the correct email addresses because the Admin Tool will not notify you of incorrect email addresses or undelivered emails, but your work mail delivery system likely will; 2) You can help users ensure that they receive the email and that it is not incidentally placed in a spam folder.
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