OttoEditions account management

From the Main Menu, click on "Account management."

Only the OttoEditions coordinator for your library has permission to perform account management activities. If you wish to assign account management permissions to another username, the OttoEditions coordinator should submit a request by e-mail to service@harrassowitz.de.

The account management page allows you to do four things:

	Modify the account profile (click on"Modify account profile.")
	Add new usernames (click on "Add new username.")
	Modify or delete usernames (fill in the username you want to modify or delete, and then click on "Modify or delete username.")
	Create the download profile (click on "Create download profile.")

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Modifying the account profile

The procedure for modifying the account profile is almost identical to that for creating the account, except that the account profile already exists. As each portion of the profile is displayed, you may make changes. For details of the meaning of all of the account profile elements, please refer to Establishing an OttoEditions account.

It is possible to change the labels and value lists of the library notes. Changing the labels will change the labels in the order form, the order search form, and the order record display. If you change the value lists, the values will not be changed for order records that are already created. Changing the value list for a library note will only change the pull-down menu in the order form and the order search form. If you delete a value, you will no longer be able to search for that value in order records that have already been created.

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Adding new usernames

New usernames can be added at any time.

Depending on your staffing and workflow, you can assign a separate username for each operator, or you can allow multiple people to use the same username. OttoEditions allows multiple people to login with the same username at one time. You may wish to review these instructions, especially the summary of permissions, ahead of time, in order to plan how many usernames you want to set up, and what activities and customer codes will be available to each username.

You will need to go through the "create username" process once for each username that you create. If you decide to change the profile for a username after the initial setup, you can do so using the "modify or delete username" process, which is under the "Account management" function on the main menu.

To create a new username, go to http://www.harrassowitz.de/ and login to OttoEditions using a username that has account management permissions. The OttoEditions Coordinator always has account management permissions.

At the main menu, click on "Account management", and then "Add new username."

If you click on "Return to account management" at any point during this process, this username will not be created.

You can click on the "Back" button at the bottom of the page at any point, if you wish to change some information on a previous page.

Create new username (Part 1)

Fill in the personal details for this username. Even if more than one person uses this username, there should be one individual responsible for it. Asterisked fields must be filled in.

Tip: each username must be unique within the whole OttoEditions system. If you use a username that has already been taken, you will be asked to change it to something unique. The password should consist of only letters and numbers. Upper-case and lower-case letters are interchangeable.

Click on "Continue" to go to the next page.

Create new username (Part 2)

This page displays all the HARRASSOWITZ customer codes included in this OttoEditions account, with their billing addresses and ship-to addresses. Check the codes that this username should be allowed to use. You can check all the codes by clicking on the button labeled "Select all."

Customer codes ending in “-FS” are used for New Title Announcements.  For each of these codes, check “Search and display” to give this username permission to search for and display New Title Announcements with that code.  Check “Reject” to give this username permission to reject NTA’s with the code.  Normally, only the selector responsible for an NTA code is given permission to reject NTA’s with that code.  Checking “Reject” automatically checks “Search and display” as well.

For the remaining customer codes, check all those that the username should be able to search for and display.  Even if the checkbox says “Search, order, and select,” permission to order and select are asigned on the next page.

If you do not check a customer code, this username will still be able to view the order status if you retrieve a record with that code through any kind of bibliographic search.  However, this username will not be able to search for that code in an order search.  An OttoEditions order search retrieves only customer codes for which the username has “search and display” permission.

You must check at least one code with the permission to “Search, order, and select.”  This permission may be adjusted on the next page.

Titles ordered for a customer code will be billed to that code's billing address and shipped to that code's shipping address.

Your library's structure and organization will determine which customer codes you check here. Libraries with a centralized acquisitions department may allow all usernames to place orders and make selections for all customer codes. Others that are more decentralized may set up different usernames for different customer codes.

After you have checked this username's customer codes, click on "Continue" to go to the next page.

Create new username (Part 3)

Here you assign permissions for this username. Click in the box for each activity that this username will be allowed to perform. When this user logs in to OttoEditions, only the checked activities will be available. The non-checked activities will appear as greyed-out buttons in the OttoEditions user interface. Notice that the customized library notes have been given the labels that were assigned by the OttoEditions Coordinator during account registration.

Be sure that any username that is given permission to select or order titles is also given permission to fill in "required" fields in the order form. (see Establishing an OttoEditions account for details on required order fields).

Tip: Note that some activities in this list are greyed out, even though they have checkboxes. This means that the functions have not been implemented in OttoEditions. If you check one of these activities, it will automatically be available to this username when it is implemented in OttoEditions.

Following is a summary of the permissions and what they mean.

Search and display order information	This user can search OttoEditions and see complete order information and the order history for the customer codes that were checked in Part 2. The user can also search for order information for these customer codes.
Select titles	This user may flag titles, for future ordering, the customer codes checked in Part 2
Place and modify orders	This user may place orders and modify existing orders, for the customer codes checked in Part 2
Fill in selector	This user may fill in the selector field, when making selections or placing or modifying orders
Fill in [Library Note 2]	This user may fill in the field that you have designated in Library Note 2, when making selections or placing or modifying orders.
Fill in [Library Note 3]	This user may fill in the field that you have designated in Library Note 3, when making selections or placing or modifying orders.
Fill in [Library Note 4]	This user may fill in the field that you have designated in Library Note 3, when making selections or placing or modifying orders.
Generate bib lists (titles only)	This user may accumulate retrieved titles (bibliographic information only) into a list which may then be printed and downloaded. This function has not been implemented.
Generate bib/order lists	This user may accumulate retrieved titles with their order records into a list, which may then be printed and downloaded. This function has not been implemented.
Generate financial and statistical reports	This user may set up and request financial and statistical reports using OttoEditions. This function has not been implemented.
Manage approval plan profile	This user may use OttoEditions for adjusting the library's approval plans. This function has not been implemented.
Manage account registration	This user may modify the account profile, create new usernames, modify usernames, and delete usernames.

The permissions that you assign to each username will depend on your library's staffing and workflow, how you use the Library Notes fields, and how you use the "Select" function. Here are some possible scenarios:

	Bibliographers select titles for purchase, and acquisitions staff enter the orders. Each bibliographer has a username with permission to select titles and fill in the selector field, but not to place and modify orders. Depending on the meanings you have assigned to the Library Notes fields, bibliographers may also have permission to fill in one or more Library Notes. Acquisitions staff have permission to place and modify orders and may also fill in some Library Notes.
	In a small library, the Acquisitions Department does all selection and ordering. There will be a very small number of usernames, all of which have permission to select titles, place and modify orders, and fill in all Library Notes.
	The library does not make any use of the "Select" feature in OttoEditions. Nobody is given permission to select titles.

When you have finished checking the permissions for this username, click on "Continue" to review the username profile that you have created.

Confirmation of new username

This is a summary of the characteristics and permissions assigned to this username. If you want to make any changes, click on the "Back" button at the bottom of the page until you reach the page you want to correct. Then click on "Continue" until you reach this page again.

You may want to print this page for your records.

Click on "Register this username" to complete the registration. The username can be used immediately.

If you click on "Return to account management," the username will not be registered.

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Modifying or deleting usernames

If you click on "Modify or delete username" from the Account management page, you will see a summary page for the username that you typed. To delete this username, click on the "Delete" button. To make changes, click on "Modify" and then make changes as each portion of the username elements is displayed. For details of the meaning of the username elements, please refer to Adding new usernames.

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Creating or modifying the download profile

If your workflow involves downloading OttoEditions data into your local acquisitions system, you will need to set up a download profile. Please read OttoEditions and the local acquisitions system for background information. If you have any questions about the download profile, please do not hesitate to contact service@harrassowitz.de.

The download profile asks for the following information:

Local acquisitions system used by your library. Please type the vendor and the release name of the system you use for monographic acquisitions. For example, Innovative Interfaces Millennium, Endeavor Voyager 2000.

Provisional vs. firm orders.

Firm orders are processed by HARRASSOWITZ as soon as you place them in OttoEditions.

Provisional orders are not processed by HARRASSOWITZ until they are overlaid by an electronic order, complete with PO#, from your local acquisitions system.

You should only select Provisional orders if your local library system is capable of receiving order records in MARC 21 format, and also capable of sending electronic purchase orders back to HARRASSOWITZ in BISAC or EDIFACT format. If you choose Provisional orders here, you must also check "Bib records with orders" on the following page of the Download Profile, under "Types of MARC 21 records to be gathered and placed in FTP directory". If you have any questions about downloading, please contact service@harrassowitz.de. Please also read OttoEditions and the local acquisitions system for information about the downloading process.

Types of records to be gathered and placed in FTP directory. HARRASSOWITZ maintains an FTP directory for each library registered with OttoEditions. You may specify which types of records to include. Each will be gathered in a separate MARC 21 file. The default tagging specifications for these records are found at MARC 21 bibliographic records for monographs .

Bib records with orders. These are orders (firm or provisional) that you have placed in OttoEditions.

Approval plan bib records with invoices. These are titles that have been chosen for your approval plan by HARRASSOWITZ bibliographers.

Bib records with invoice. These are non-approval-plan orders that have been shipped to you and invoiced. They may have been placed either in OttoEditions or through some other mechanism.

Bib records for New Title Announcements with price quotes. These are titles that have been chosen for your New Title Announcement program by HARRASSOWITZ. They are not orders, but they contain price quotes. These are equivalent to the notification slips that you receive through your New Title Announcement program.

Bib records for titles selected by library in OttoEditions, with price quote. If you use the "select" function in OttoEditions, you may have these titles placed on the FTP site.

For each type of record, you should use the pull-down menu to specify the schedule on which you want the records to be gathered.

Mapping for Library Notes. . For each type of MARC 21 record that you have chosen, you may specify if you want your OttoEditions Library Notes fields included. For each Library Note field, fill in the MARC 21 tag and subfield where you want it to appear. You should avoid tags/subfields that are already reserved for other elements, as specified in MARC 21 bibliographic records for monographs.

Other local fields. If there are other local fields that you want mapped to specific MARC 21 9xx fields and subfields, please list them and their mappings in this box. Again, each type of record can have its own mapping.

Please only specify a mapping for record types that you have checked in the download profile.

Please note whether your mappings are in addition to or in place of the default mappings found in MARC 21 bibliographic records for monographs.

It is not possible to change the tag mapping for bibliographic information found in the MARC 21 0xx-8xx fields.

When you are finished with creating or modifying your download profile, click on "Submit profile".

The OttoEditions coordinator (or the FTP/download coordinator, if a different person was specified) will receive notification when the download profile is set up.