Managing EBSCO E-Collections in the Institution Zone

Last edit November 4, 2025

Overview

CARLI is changing the way that all EBSCO e-collections are managed in Alma for I-Share libraries. Until now, EBSCO e-collections provided by CARLI or the Illinois State Library have been managed centrally in the Network Zone (NZ); as we advance, EBSCO e-collections will be managed in each Institution Zone (IZ).  I-Share libraries may activate these e-collections locally in their IZs or request assistance from CARLI staff to facilitate this process.

I-Share libraries completed a survey by October 31, 2025 to inform CARLI of your choice.

What is happening?

• CARLI is changing the way that all EBSCO e-collections are managed in Alma.  Until now, EBSCO e-collections have been managed centrally in the Network Zone (NZ); as we advance, EBSCO e-collections will be managed in each Institution Zone (IZ).
• This includes the nine CARLI-purchased e-collections (Academic Search Complete, Business Source Premier, Consumer Health Journals & Booklets, Consumer Health Reference Center, GreenFile, Humanities Source Ultimate, MEDLINE Ultimate, Military & Government Collection, and Time Magazine Archive) and all Illinois State Library-purchased e-collections.

NOTE: There are database-type collections in Alma (zero title/portfolio) that are included in these packages but are not currently active in the NZ.  Activation of these in each Institution Zone is optional based on a library’s needs and use of collections active in Alma.

Who will do this work?

REQUIREMENT with any option: I-Share Libraries completed the acknowledgment survey by October 31, 2025, and indicate what option best suits your library’s needs.

• OPTION 1: I-Share Libraries may choose to do this work to activate EBSCO e-collections locally in their Institution Zones themselves at any time.  If you have questions, email CARLI Support.
• OPTION 2: I-Share Libraries may choose to schedule time with CARLI staff for guidance, learn how to activate EBSCO collections in their Institution Zone, and then complete this work independently.
• OPTION 3: I-Share Libraries may choose to have CARLI activate desired EBSCO e-collections locally in the Institution Zone for them. In this case, the library will need to provide CARLI with the correct linking parameters to use.

Why is CARLI making this change?

• EBSCO e-collections require library-specific parameters in e-collections to provide the best access to users.  These settings need to work effectively with proxies and single sign-on, which are configurations maintained at the Institution Zone (IZ) level.  Library-specific parameters from EBSCO are complex for CARLI to obtain and maintain.
• The Alma functionality in the Network Zone (NZ) that controls library-specific parameters for e-collections--called Inventory Network Groups—— are difficult and time-consuming to manage.
• When issues arise with access to EBSCO e-collections, only CARLI staff can troubleshoot the library-specific parameters, as they are stored in the Network Zone (NZ).
• Many libraries have expressed a need to opt out of collections in the Network Zone (NZ) because the collection(s) do not align with curricular needs, a publication within the collection has questionable validity, and/or the collection contains content that is often inaccessible.

When will the change occur?

• CARLI has already begun the transition to this new model with some pilot libraries.
• CARLI is allowing libraries several months to complete this work, with or without CARLI’s assistance.
• After May 1, 2026, CARLI will deactivate and delete these collections from the Network Zone (NZ).

Will users lose access to EBSCO e-collections?

• No, the configurations at the CARLI NZ level will provide access to the CARLI and State Library EBSCO e-collections until the e-collections are activated in each I-Share library’s Institution Zone (IZ).  Once activated locally in the Institution Zone (IZ), the local e-collection configuration provides access in Primo VE.

What work will be required to implement this change?

• Visit the Managing EBSCO E-collections in the Institution Zone for directions on what work will need to be done.

• EBSCO e-collections that the library wishes to provide will need to be activated locally in each I-Share Library’s IZ and configured with the correct library-specific parameters for that e-collection.

STEP 1: REQUEST LINKING PARSER PARAMETERS FOR YOUR LIBRARY FOR EACH EBSCO E-COLLECTION YOU WANT TO PROVIDE ACCESS TO IN YOUR ALMA IZ

• Contact EBSCO Support using this spreadsheet template and ask them to fill in the values for your institution based on their existing records. The “Database” column (for EBSCO’s reference) and “Is Zero Portfolio Y/N” column (for your reference in identifying “Database” type collections in Alma because they have zero portfolios) have been pre-populated for you.

STEP 2: ACTIVATE E-COLLECTIONS IN YOUR ALMA IZ AND SET LINKING PARAMETERS IN THE ELECTRONIC SERVICE LEVEL EDITOR

• This CARLI webpage will help libraries identify the correct e-collection(s) in Alma by providing e-collection IDs in the Alma Community Zone: EBSCO Database Packages Provided by CARLI and the State of Illinois
• CARLI has directions for Activating an Alma Electronic Collection in your Institution Zone. Once, you have completed the Activation Wizard when activating the collection and you have received notice that the collection is active, you will need to add service level settings to the collection, under the Linking tab, when selecting Edit service from the three ellipses/row action menu to the right of the electronic collection name:
  • Set Proxy details for your library.
    • For OpenAthens Libraries
      • In the “Proxy enabled” field, select no
      • In the “Proxy selected” field, select the Alma proxy service that represents OpenAthens in your IZ; this may be the “Default”
    • For EZproxy Libraries
      • In the “Proxy enabled” field, select yes
      • In the “Proxy selected” field, select the Alma proxy service that represents EZproxy in your IZ; this may be the “Default”
    • Set Linking Parser Parameters for the electronic collection.
      • After you set the proxy details, scroll down to the bottom of the Electronic Service Editor screen, use the information you received from EBSCO in Step 1 above, and type or paste in the values from the EBSCO spreadsheet. Click “Save” at the top of the screen when you are finished adding proxy details and linking parser parameters. 
      • If you get stuck on the Linking Parser Parameters step, see this CARLI documentation: EBSCO Alma e-collections and Linking Parser Parameters.

STEP 3: TESTING PORTFOLIO LINKS AFTER COLLECTION IS FULLY ACTIVATED

• Search for and retrieve the e-collection in Alma.
• Click on the Row Action button/three ellipses button to the right of the collection name and select “Edit service.”
• Go to the Portfolios tab.
• Click on the Row Action button/three ellipses button to the right of the portfolio name and select “Test access.”
• On this screen, click on the hyperlinked collection name.
• If the test is successful, you should link to the portfolio on the EBSCO platform.
• If the test is unsuccessful, try these troubleshooting tips:
  • Double-check that the proxy details and linking parser parameters you set are correct and saved.
    • If these look correct, try changing the 'Proxy Enabled' setting to its opposite and save.  Then, retest the portfolio in an incognito browser or clear your browser history and retest.  If this does not link successfully, revert the proxy-enabled setting to what you originally entered.
      • If it fails and you have reverted the proxy-enabled setting, try modifying your linking parser parameters.  Some libraries have found that an OPID and CUST_ID are all that is needed, while others have found that the CUST_ID and their authentication method are all that is required for successful link resolving, such as SSO set to “yes.” Try these, save your changes, and test.
      • If it fails after modifying proxy details and modifying linking parser parameters, send an email to CARLI Support. Please provide screenshots of your error screens and the corresponding URLs.