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SFX | Monthly Update Responsibilities
The following is intended to remind SFX Administrators of their responsibilities after each SFX KnowledgeBase Update. Please direct questions to support@carli.illinois.edu.
1. What's Most Important?
- Review the text or HTML update report at least briefly each month, paying particular attention to items that are “Not Updated,” “Not Deleted,” or “Not Changed.” These reports require you manually to accept or reject Ex Libris’ proposed changes.
2. Text v. HTML
- Libraries are free to use either format. Chapter 14 of the SFX General User's Guide (a must-read) explains in detail the differences between the reports. The HTML update contains information about updates applied to items that are active in your SFX instance and new additions to the KB. The text report outlines new additions and updates made to all objects in the KB, both active and inactive.
3. A-Z Lists
- CARLI rebuilds all A-Z lists after each monthly update is applied. This process takes a few days, so a library may not see its most-newly-activated titles reflected on its A-Z list in the day or two following an update. Once the post-update rebuild of all A-Z lists has run, nightly rebuilds resume, as needed, for any individual A-Z list where the Knowledge Base has been updated manually during the day.
4. Deletion of old KBUpdate Reports
- Beginning in January 2009, CARLI will systematically remove both text and HTML update reports that are more than three months old. The CARLI Office recommends that libraries check their monthly update reports shortly after receiving notifications like this one, so that no important SFX information is lost.
5. Conservative Overwriting
- SFX is very conservative about its automatic updates. If you have localized any data, for example by editing a parse param, the update process will protect your work. You must review the “Not Deleted,” “Not Updated,” and/or “Not Changed” reports to manually accept or reject Ex Libris’ proposed changes.
- There is a way for you to say, "Yes, I know I've edited this, but go ahead and overwrite my edits with whatever update comes along, that's OK." You can read about this "Automatic Update" feature in the TARGET_SERVICES section of chapter 3 in the SFX General User's Guide.
6. New Targets and Object Portfolios
- Similarly, SFX is very conservative about activating newly added target services or object portfolios. Scan the list of targets that received new object portfolios for your institution’s active aggregator targets. Where appropriate you will need to activate the new object portfolios.
- It is possible to check an "AutoActive" box at the service level of your aggregator targets. This is appropriate in scenarios where your institution will always have access to all object portfolios in a target. To activate new object portfolios in aggregator targets automatically, do the following: locate the appropriate target, click the "S" for the appropriate target service, then "E" to edit, and finally check the box after "AutoActive."
7. Additional Information
- Chapter 14 of the SFX General User's Guide. All SFX manuals are updated regularly, so please make sure you have a current version. The link to the Ex Libris Documentation Center is in the lower right corner of the SFX Admin Center along with the username and password required to connect. In the Documentation Center, click on, “tree search,” under SFX in the left column. Next, click on the, “SFX 3.0 Documentation,” folder. Finally, click on the “User Guides” folder.
- Every month Ex Libris outlines the changes applied by the monthly update in an easy-to-read PDF. These “Monthly Update Notes” are available in the Ex Libris Documentation Center.
8. Free Targets
- Member libraries may request that CARLI automatically activate targets with freely available, open access content, as they become available in monthly KB updates. If you are interested in this service, please send an email to support@carli.illinois.edu.
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