Albin O. Kuhn Library & Gallery

Library Liaisons Information

Review and order approval list materials through BNA’s Collection Manager

For simplified instructions

• You will receive an email message (eNotes) each week informing you that new approval plan titles are available for review through BNA’s website. (Blackwell North America) 
• Go to http://cm.blackwell.com and login to Collection Manager (CM), 
• The Library Code is NMBC. Remember that your User ID and Password are case sensitive.
• From the dropdown in the top left corner select Report Menu or select Reports from the Main Menu page.
• Click on Review Reports and select the report name for the list and date you wish to review. (see example below)  These report lists will stay approximately 30 days and then drop off. 

eNotes

Date Delivered    Report name   Titles          File name     File type

25 Jul 2005    Reference       45               Reference930162Excel 

• The titles are available for reviewing within CM, or opening in Excel, Word, text or HTML (your list has been set to be received as text, but the format can be changed.)  See Instructions below.
• Important NOTE: Due to the way the orders are processed you will not be able to access a list of your previously ordered titles unless you keep it yourself.  See Instructions below for the easiest way to create a list.

 Example of information that appears on the report:

Library: NMBC
Report name: Reference
Run date: 27 Jun 2005
Titles treated from: 21 Jun 2005 to 27 Jun 2005
Number of titles: 51

[Request all] [List all tagged titles] [Add Title to Database]

The information above indicates there are 51 titles available for you to review and select from.

  You can:

• request one at a time by clicking request under the citation   OR
• look through the titles and then select all of them by clicking Request all    OR
• tag them  (by clicking in the small box next to the yellow F) as you   review titles, and then request all the tagged ones.  This option also adds up the total cost of the order so you have an idea of how much the order will cost. (Remember we get an almost 20% discount when we order through BNA)

Example of what a record looks like:  Included are author, title, publisher, ISBN, date, and price.

] Kindstedt, Paul. American farmstead cheese: the complete guide to making and selling artisan cheeses / Paul Kindstedt; with the Vermont Cheese Council. Chelsea Green Publ. 1931498776. R7-507305. 2005. US. USD40.00
[Detail| Editions| TOC | Email | Request |  Library notes |  Other resources ]

means that this title meets your departmental profile.

 means there are other editions, which you can see by clicking on Editions

 designates standing orders; which are already on order

 means this title doesn’t meet your profile; but you can still order it if you want by clicking the small box to tag the order.   (You may not have this turned on in your account, but we can do it easily.  This is useful for seeing what didn’t meet your departmental profile, but still might be useful.  Just contact the Collection Management Librarian.)

The small box next to the F is where you can tag the titles you want to order.

Other icons are explained in the Help screen “What do all those icons mean?”

Click on any of the blue links to get more information or request the book.

• Editions will show you other editions of the title.
• TOC takes you to the table of contents.
• Email lets you email the citation.
• Request means you can request the book be purchased with your departmental funds.
• Library notes allow you to attach a note to the record, such as “notify Dr. Frost” or “purchase if we have no other edition”.
• Other Resources takes you to the Library catalog.

Instructions for changing format of delivery

Liaisons can now send electronic lists, rather than piles of approval forms, to their colleagues for review. Lists are available in text, Word, HTML or Excel.  The Collection It’s easy to change if you prefer a different format.

To change format:

·         From the drop down menu at the top of the Collection Manager screen select Report Menu

·         Under the heading Change or delete subscription click on your department.

·         The third box down lets you change the format.   Format of Report: Text (.txt) HTML (.html) Word (.rft) Excel (.xls)  

·         Click on the drop down button and select the format you want.

·         Click on the Save the Changes button.  Please don’t change anything else without contacting the Collection Management Librarian!

IMPORTANT!  To create a list of titles ordered for your files:

Due to the way orders are processed you will not be able to access a list of your previously ordered titles unless you keep it yourself. 

1) The easiest way to keep a record of what materials you ordered is to open the eNotes file (see example File Name below) and cut and paste the titles to a Word file on your local drive, to create a list of only the materials you selected.  (See the example on the next page.)

Date Delivered      Report name    Titles         File name        File type                                 26 Jul 2005         History           37          History930936     Text

OR

2) You can choose to receive the ENotes file electronically when you receive notification that titles are available for review.  You can then save this information to a file and edit it as above. (the Collection Management Librarian can help you set this up)  (See the example on the next page.)

OR

3) Choose the file type to be Excel.  Excel spreadsheets can open directly from the Review Reports page, but you’ll still have to save them to your local drive.  The spreadsheets contain a lot of information, which you can edit out, but you might want to take a look at one before you choose to receive your reports that way. 

Date Delivered    Report name  Titles          File name           File type

25 Jul 2005    Reference    45                    Reference930162   Excel   

Create the list:

Just save the information for the titles you ordered and delete the rest. For example: from the History list the liaison might save just this information (from a text file): (with notes on who requested the title)

EXAMPLE LIST:

Library Approval list 8/9-8/15/05   items ordered:

1] [Form sent -  NMBC ] Kloman, Erasmus H. Assignment Algiers : with the OSS in the Mediterranean theater / 
Erasmus H. Kloman.  Naval Institute Press. 1591144434.  R5029783 US. 2005. USD  26.95  D810 History
(General)  requested by Dr. Smith

[3] [Form sent -  NMBC ] Seligman, Amanda I. Block by block :neighborhoods and public policy on Chicago's 
West Side / Amanda I. Seligman. (Historical studies of urban America) U of Chicago Pr. 0226746631.
  R5023025 US. 2005. USD  65.00  F548.9 History-US/Can/Latin Am  requested by Dr. Jones

[17] [Form sent -  NMBC ] Liebowitz, Daniel, 1921- The last expedition :Stanley's mad journey through the 
Congo / Daniel Liebowitz and Charles Pearson.  W W Norton. 0393059030.  R5121809 US. 2005. 
USD  25.95 TOC DT363 History-Africa  requested by Dr. Smith