Hello and thank you for watching the first video and a two part series about managing metered access titles. this first video will focus on manually finding and managing expired metered access titles the second video will focus on using automated tools to manage these titles
In this session won'l cover some of the most frequently asked questions about metered access or MA titles and i'll demonstrate how to manage those an marketplace
First what is a metered access title?
Metered access or MA is a lending model that you can shop for in marketplace
MA titles can be checked out by one user at a time and they expire from your digital collection after a determined period
Some metered access titles are metered by checkouts or licenses
For example they expire after fifty two checkouts
Some are metered by time for example twenty four months
And some are metered by both
After purchasing metered access titles is important to have a plan in place for managing these titles once they expire
That takes us to our second frequently ased question
How do i find expired titles?
By default you will receive an email alert when the last copy of a MA title is about to expire from your collection
However what if you'd like to see all of your expired titles in one place
Let's take a look in marketplace
When you sign into Marketplace you ought to look for the insights tab
Here you can run popular reports and view a summary of your collection
In particular we are going to look under popular reports
the title status andn usage report
In this report you can view real time data about titles in your collection
Today we are going to be running this report to pull expire titles in our digital collection
You're going to start by scrolling down
And click to run a new report
You can keep the date as specific
And the start and end dates as blank this is going to pull up titles from the inception of your digital collection
I'm going to keep all of these as pretty general
But you are welcome to filter down to meet your needs
Pre order titles we can say exclude
And then
Looking down under holdings
You are going to adjust this from all
To expired
And under status you can change this to in collection
Take a moment to review your selections
And click update
In the report you will see all of your results at the bottom of the page here
And in particularly you see active checkouts
Lending model all of these items are visible
At this point you want to either repurchase or weed these titles from your collection
If you would like to repurchase these titles you can convert this to a new cart
Or create a worksheet if it is easier for you to manage in excel
If you would like to weed these titles you'll first want to create a worksheet
Then you'll see that excel document in conjunction with the marketplace weeding tool
As a reminder
The weeding tool is found at the top
Under admin
And weeding
To learn more about weeding you can watch our hou to video on overdrive's resource center
Or you can visit marketplace help
As a note
This section was updated in april of two thousand twenty one
Now that you know how to find expire titles that takes us to our next question
Do i have expired titles with holds?
Now this is an important question to ask because users are waiting for these titles
Let's return to marketplace to explore more
When looking for expired titles with holds you can stay within the title status in usage report
More specifically look for the column that says active holds
Now i'm familiar that it's somewhere here toward the end so you can expand or contract a few colums to see which one it falls under
And now we are gonna want to go ahead and sort these desending
That way we can see at the top all titles that do have active holds on it
Once you've determined which titles have an active hold
Once again you have an option where you can choose to repurchase these titles
We can do so by converting to a new cart
Once you convert this to a cart you can go in there and delete any titles that you don't want to repurchase
If you choose not to repurchase any titles the best practice is to weed and remove the holdes immediately
To do this you can create the worksheet
And this excel spreadsheet is going to be hopeful on when we get to the fifth faq in this video as well
So if you have time encourage you to download and save this worksheet
Ws a quick recap you can run a title status an useage report
To find expire titles
And expire titles with holds
At this time i want to show you a little trick on how you can find expire titles with holds even faster
To do so you can run in advanced search which is found at the top of marketplace
This is going to allow us to search for metered access by time and check out at once
We're going to scroll down
And under holdings you can click zero checkouts remaining
And zero days remaining
Once done go ahead and click search
And this is going to pull up a list of all MA titles in our collection that are expired
You'll see the total number of results at the top
Now if we scroll down under the filters
Under holds you can enter one in the minimum field
To show all titles that have at least one hold on it
And you can always go under
Weed status there it is
And you can search for titles that are in the collection
It shows that eighteen results will show up
You can click apply
At the top you'll see all the filters that we've included the total number of results
And from here you can select the entire page add it to your main cart
You can always create a new cart
Or you could select individual titles that you would like to be added
To a cart
A few notes here if this number is different from your title status and usage report that's because some of the titles that will return in the title status in usage report might not be available for sale anymore
And if titles are no longer available for sale
They will not show up in an advanced search
If you do not plan on repurchasing some or all of these titles you will want to remove any holds
A best practice is to removehe holds immediately on titles that you don't want to repurchase
You can manually remove holds under the support tab
As a recap you can search for expired MA titles withholds in a title status and usage report
And in advanced search
Now we're gonna go to our fourth question
Which is
How do i know if i have expire titles in my advantage collection?
To start if you're a member of an advantage collection you must sign into marketplace with your advantage account
From there you're going to follow the same steps that we just discussed
So you can either run a title status and usage report
Or in advanced search
But there is one small difference
In the first report you will have an additional option at the bottom to search for advantage titles only and you'll want to click or check mark that
When running in advanced search
Under holdings you can select advantage and may with zero checkouts remaining and advantage and MA with zero days remaining so pretty simple
Our fifth question is i have expire titles and choose to no longer purchase this version however they have holds
What do i do?
This is something that can happen if publishers come out with new editions and stop selling the old version
There are also times when an author might decide to stop selling to libraries when the geographic rights change or others
They might notice this organically but you can also run a consistent report to check for titles that are no longer available for sale
Ind the second video you'll learn how to automatically weed titles that are no longer available for sale
But for this question well first need to identify expire titles with holds
That are no longer available for sale
So to do this we are going to return to marketplace
Now at any time you can click on the marketplace logo
To return back to the home page as kind of a fresh start
At this point you're going to click on insights
We are going to run a current holds report
So this time we're gonna go ahead and click run new report
And there 's just a few fields in here so this is a pretty painless report to run
Now you may notice that a report might take a minute to load depending on the size of the last report
Okaye i'm gonna click run new report
From here you can select any specific branches
Under weed status
Change this to in collection
Hold status should show as active
But you can change this to all if you would like
Availability were specifically looking for titles that are not available for sale
But we can keep this as standard and mobile so titles that show up on the website and in Libby
By clicking up date the report is going to generate for us
As i scroll down you can see the entire list of titles that are in your collection
And on hold
The current version is no longer available for sale
And at this point which is kind of fun you can now determine which titles you would like to repurchase
And then we'll check to see if there is a new version available
This takes us to the second step which is searching for and purchasing the new version
In the report here you can expand any of the columns
You can go through and decide what you might like to repurchase
As a best practice it's good to look through here and see how many checkouts this title has gotten and as a library you can decide to only repurchase titles that have x number of checkouts
So as to not let it go
So let's say we want to repurchase this title
We are going to want to search for these titles individually in marketplace to see if there is a new version available
Now we will need to search by title because the isbn number is going to be different from the new version
This case we can click on a particular title
You will see a notification that this version is no longer available for purchase
You can simply copy
Right click
paste
To marketplace
By completing a search we'll see if a new version is available
And it looks like it is
At this point you can click
And add it to one of your carts
Returning to our current holds freport
Once you take the time to go through and determine which titles you would like to repurchase and go in and see if you can find them
This is
Where we're gonna want to go to step number three in this process which is moving holds to the title's newest
Edition
And this step is going to require you to work with your overdrive account team and we will move those holds for you
To do this you're gonna want to create a worksheet
And once we open that up we're going to highlight titles that you repurchased and you need the holds moved
So let me make sure i share my screen so you can see this excel sheet
Once again you can expand any of the columns
Do we encourage you to highlight titles that you want holds moved on
You can go through here and highlight all of the titles that you choose to repurchase
Something else that you can do if you determine that there is a title that you don't want to repurchase you're going to weed it
You can highlight that a different color
It doesn't matter what color just let us know which color means what
and you can also send us to your overdrive account team and they can help you weed those titles
In addition to weeding those titles you're going to want to cancel the hold we at overdrive can help you with that as well
Once you take some time to go through this worksheet
Highlight the titles
That you would like holds moved on
And others
We're going to return to marketplace
And you can click on thee support tab
This is where you're going to find the contact information for your account team
We encourage you to email your product support specialist this is going to be the quickest way to get those holds moved
You can also submit a technical support ticket
And ask for those moves i'm sorry ask for those holds to be moved to the newest version
In either of these cases you are going to want to attach the worksheet that you created
And as a side note this is a very helpful step for us if you can include that worksheet and then we have a fast way to move those holds for you
And as a reminder this is a very important step if your title has holds because if you do not move those holds these patrons will be waiting indefinitely for the titles waiting for them to become available and it will also impact your overall wait time
Now some libraries choose to let their titles build holds
If you aren't aware that you're doing that you're gonna want to make sure that you are moving those holds
Now that you've moved the holds on titles that are available for purchase
What happens if there is no longer a version of the title available in marketplace
In that case you're going to want to weed the title
Now
i mentioned that earlier you have two options here you can have overdrive weed those titles for you
And that's going to be included in the worksheet that you email or submit in the support ticket
But you have the power to do this manually as well
This is a two step process so you can cancel the users hold which is available under the end user support tools on the support tab in marketplace
Once you cancel that hold you can then weed the title
To do this you'll go under admin
And weeding
You can set up a plan to weed titles automatically we 're gonna show you how to do this in part two of this video series
You can also manually weed titles
To do this you're going to click search collection
And you can copy and paste the isbn numbers from the worksheet
this weeding tool
We recommend copying no more than fifty isbn numbers at a time
I have included one in here
Go through
And click search
At this point the title will appear
You can select it
you can choose to weed this title
A few notes titles will not show in the weeding tool
Unless they are able to be weeded
As a recap if you have expired titles with holds that are no longer available for sale you'll want to start off by running a current holes report
Found under insights
Identify which titles you'd like to keep and repurchase by searching for them in marketplace
And then you'll reach out to your product support specialists or overdrive support team to move holds
Cancel holds and or weed titles
Oky so let's return to the presentation to wrap up
For additional help
please feel free to watch or how to videos on the resource center
Help articles available on marketplace help
I also encourage you to download the accompanying pdf to see a recap of each faq
As always you can reach out to your account manager if you have additional questions
And contact information for your entire account team can be found on the support tab and marketplace
Managing our expired metered access titles is important for successful digital collection
Thank you