The Admin Tool is a Web-based interface for viewing and editing the relevant settings of your institutional ScienceDirect and/or Scopus account.

Q: Who can use the Admin Tool?

A: Librarians or persons responsible for administering their institution’s subscriptions to ScienceDirect and/or Scopus.

Q: How can I become an administrator for my institution/account?

A: If your account already has an administrator then they will be able to help you. (It is possible to assign additional administrators to your account within the Admin Tool.)

If there isn’t an administrator for your account, or if you don’t know who this might be, please contact the e-Helpdesk near you.

Q: What are the main functions of the Admin Tool?

A:

• Create groups and departments within your existing IP range to monitor specific usage per department/group
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• Create remote access accounts for your end-users
• Customize ScienceDirect and Scopus article linking settings
• Turn transactional access, credit card purchasing and document delivery on or off for all accounts
• Customize the ScienceDirect and/or Scopus interface with your own library logos
• See all the titles your institution has access to and how that access has been arranged with Holdings Reports

Q: My institute has a license for both ScienceDirect and Scopus. Can I use the same username and password for the Admin Tool to administer both products?

A: Yes, both administrative areas for Scopus and ScienceDirect appear within the Admin Tool under one username and password.

Q: Are user guides and other information available?

A: There are a number of resources to assist you in working with the Admin Tool:

• Quick User Guide (also available in Japanese and traditional Chinese)
• Interactive Tutorials
• Help files

Q: How do I allow members of my institution access to ScienceDirect or Scopus at home or away from the office?

A: To allow members to use ScienceDirect or Scopus outside your registered IP range, you need to give your user Remote Access privileges.

If you would like to grant an existing user Remote Access, go to ‘Search, View and Modify User Profiles’ to view their Membership Type. If the Membership Type is one of the below mentioned types, named according to how the user registered, then the user already has remote access privileges:

• Activation Code Activated
• Admin Tool Created
• Athens
• Customer Service Created
• Registration ID
• Shibboleth

If the Membership Type is only ‘Online Registered’, the user may not already have Remote Access privileges. To enable the Remote Access setting, go to Edit Profile and switch the ‘Remote Access’ flag to ‘Yes’.

If you would like to grant a new user Remote Access, create a new User Profile for that person and select the Group that they should belong to. Creating a User Profile and selecting a Group for the user will automatically give the user Remote Access privileges.

To grant Remote Access to more than one user at a time, go to ‘ Create/Manage Remote Access Registration ID’. Select the group that the users should belong to and paste their e-mail addresses into the space provided. Clicking ‘Submit ’ will send a Registration ID to each user’s e-mail address with instructions on how to create a User Profile for ScienceDirect and/or Scopus.

Q: I would like to be able to export the ScienceDirect Transactional Access History to an Excel spreadsheet. Is this possible?

A: This can be achieved by copying all text within the Transactional Access History table, and pasting the data into an Excel spreadsheet.

Q: How does the "Allow Cost Code" functionality work?

A: Go to the "Purchase Options" section on the ScienceDirect tab in the Admin Tool. In the "Allow Cost Code" area you have two options:

1. Set to Yes. This will require end users to enter a cost code when they request an article through transactional access. An email will then be sent to the email address registered for Document Delivery. This email will contain the following information:

• Name of the person accessing the article from transactional access
• Their email address
• Their cost code
• The account name and number that they fall under
• The ISSN of the title they are accessing
• The name of the article that they are accessing

These emails will allow you to track and register which cost costs are making use of the transactional access that has been set up for your account.

2. Set to No. When and end user requests an unsubscribed article through transactional access, they will not be required to enter their cost code.

Q: How do I create a department/group in my account?

A: In the ‘General’ tab, click ‘Create/Edit a Group’.

Q: How can I move users from one Group to another?

A: It is currently not possible to move users from one Group to another, but you can create a second user profile for a user and set that membership to a second Group.

Q: How can I delete users from my Account or remove users from a Group?

A: To have users removed from your Account or a Group, you will need to contact your local e-Helpdesk and they will be able to assist you with this.

Q: How can I edit more than one user at a time?

A: For most data, users need to be modified individually. Only Remote Access privileges can be arranged for more than one user at a time. To arrange Remote Access for multiple users, see the question listed above, “How do I allow members of my institution access to ScienceDirect or Scopus at home or away from the office?”.

Q: In creating a new Group, why would I want to set Membership Dates for the Parent Account or Default Dates for User Profiles?

A: Use Parent Account membership dates to specify how long a Group will be linked to a given Account.

You may specify default dates for User Profiles within a Group. These dates are used as default dates on user profiles for Group Memberships that are Admin Tool created or e-Helpdesk created.

Note: Dates can be left blank to indicate no restriction.

Q: How can I split an IP range so than an IP address can be individually deleted or moved to a different group?

A: In the ‘General’ tab, click ‘Account IP Ranges’. Go to ‘Edit Account IP Address Range’. Select the IP range you would like to split and then click on ‘Split Into Subset’.

Q: Is there a way to merge IP addresses?

A: The Admin Tool does not offer a merge function for IP addresses, but should you require help in managing IP addresses, the e-Helpdesk in your region can assist you.

Q: How do I move an IP address to a different department?

A: In the ‘General’ tab, click ‘Account IP Ranges’. Go to the ‘Edit Account IP Address Range’. Select the IP range you would like to move to a different group and then click on ‘Move’. From here you will be able to choose the new group that you would like the IP range to belong to.

Q: How can I monitor usage statistics for specific departments of my institution?

A: Create a Group and add the IP addresses of the department you would like to monitor separately.

Quick links:

Admin Tool

Admin Tool Registration Page

Interactive Tutorials

Quick Reference Guide
also available in Chinese and Japanese

Admin Tool Interface Changes (March 2007)

Flyer on the Admin Tool

Contact Us