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Frequently Asked Questions

Question

What do fields on each of the tabs of a GLRI record do?

Answer

Skip down to General, Access, Scope & Branding, Categories, Notes, or Images tab.

General Tab

Database Code

The database code is a unique, 8-letter code for the GLRI record (e.g., xjst-uga1). The first 4 letters (xjst) are the code for the database. The last 4 letters (uga1) are the unique institution code. The two 4-letter codes together indicate a particular database for a particular institution. This code is used in the Express Link for the database (e.g., http://www.galileo.usg.edu/express?link=xjst-uga1). (What is an Express Link?)

Status

The Active box must be checked for the database appear in the GALILEO pages.

Database Name

This is the name of the database as it will appear on the GALILEO pages. By default, databases are listed on GALILEO pages in alphabetical order by Database Name.

Sort Name

The Sort Name field is used to make a database appear in a different sort order than the alphabetical default. This can be used to adjust the sort order for a database that you want to appear with other databases with a similar name. For example, the sort name for GeorgiaInfo is Georgia Info to make it sort with other Georgia resources or to use the sort name “Education Journals (ProQuest)” instead of ProQuest Education Journals to make it appear by other databases with names that begin with “Education.”
* Note: Leading articles “a,” “an,” and “the” are automatically ignored in sorting, so you do not need to add a Sort Name in these instances.

Parenthetical

This field is used to add a parenthetical note or name beside a database name. Tip: You do not need to enter the parentheses; the system automatically generates them for what is entered in this field.

See Also

The See Also field is used to point users to another database. The “See also:” note will appear under the short description that appears under the database name. This can be used to point to an alternate interface, a backup site, or a similar database. More than one note can be included.

Entries in the See Also field should be formatted as one of the following:

Database Code:<a href="{VAR:link_url}">{VAR:dbsname}</a>
Database Code:<a href="{VAR:link_url}">Text of Your Choice</a>

  • Database Code is the code of the database to which you want to link
  • The {VAR:link_url} variable will automatically pull in the Express Link of the database indicated by Database Code.
  • Use the {VAR:dbsname} variable if you want the database name to be automatically used as well, or enter the text you want to appear on the page.

For example, the code used in the See Also field for ¡Informe! above is:

zgie:<a href="{VAR:link_url}">Alternate English interface</a>


Access Tab

URL for IP Access

This is the URL to access the database or resource. Generally, the IP URL provides on-site or on-campus access if the IPs of the site are registered with the database vendor. For GALILEO vendors (i.e., EBSCO, ProQuest, Britannica, etc.), GALILEO staff have registered IPs with the vendors. If the vendor is not a GALILEO vendor, the institution will need to manage access.

URL for Remote Access

This is the URL used for off-site or off-campus access. Please check with the vendor to see what methods of remote access are offered.

Remote Access Note

This field is a free-text field used to display notes about access to users. HTML tags can be used to to format the text in order to change color or size. Examples of text to include in this field are “This database is not available outside of your library.” or “Student ID and Password required for off-campus access.” or ‘For off-campus access, you must create your own account using your school email address.”

Display Remote Access Note to All Users

Check this box if you want all users (on-site or off-site) to see the remote access note. If this box is unchecked, it will only appear to off-site users.

Display Remote Access Password Help Screen

In cases where access is only provided through a username and password, this option allows the username and password to be displayed to the user only after the user has logged in to GALILEO. Type “Yes” in the text box to make the default password help screen appear, and add the username and password in the User ID and Password fields.

User ID and Password fields

This is the username and password required for access. It can be used in two ways.

  1. If the vendor allows a remote URL with an embedded username and password. Use the variable {VAR:url_dbsuid} in place of the username and the variable {VAR:url_dbspwd} in the place of the password in the URL. Then, add the username and password in the User ID and Password fields, respectively.
    Example URL for Remote Access:

    http://search.proquest.com/pqrl/embedded/{VAR:url_dbsuid}?accountid={VAR:url_dbspwd}

  2. If the user must enter the username and password to access the database, enter the username and password in these fields and type “Yes” in the Display Remote Access Password Help Screen.


Scope and Branding Tab

Short Description

This is a brief description of the database that appears under the database name.

Long Description

The long description (or scope screen information) for each database can be accessed by clicking the more>> link that appears beside the short description for each database. This field provides an opportunity to include a more detailed description of the resource and its contents and to link to related resources, such as title lists, tutorials, and more. For example, here is the long description for Academic Search Complete, ABI/INFORM Complete, and the Digital Library of Georgia This field is a free-text field, and HTML tags can be used to to format the text.

Coverage Dates

This is an optional field. Enter the dates of coverage. It will display on the scope screen above the long description with “Coverate Dates:” beside it.

Update Frequency

This is an optional field that indicates how often a database is updated. It will display on the scope screen above the long description with “Update Frequency:” beside it on the scope screen.

Audience

This is an optional field used to indicate which users may be interested in a particular database. It will display on the scope screen above the long description with “Audience:” beside it.

Language

This is an optional field to indicate the language of the interface or content of a database. This field is for internal use. It does not display to the user in the long description.

Keywords

Keywords that describe the database but do not appear in the long description, short description, or title can be listed here - one word to each line. When users search for a database using the search box on the Databases A-Z page, this field is searched. So, if related subjects aren’t mentioned elsewhere in the record, they could be listed here to help users locate resources on a topic.
Tip: Include common misspellings of the database name (e.g., LexusNexus, Lexus Nexus, Brittanica, etc.) to make searches easier.
Tip: This field may also be used to help library staff locate particular types of resources. For example, the library or institution name could be entered for GLRI resources to make it easy to find locally purchased resources.

Title List URL

This field is for internal use. It does not display to the user in the long description.

Database Provider

This is an optional field to indicate the vendor name on the scope screen.

Product Suite

This field is for internal use. It does not display to the user in the long description.

New Until

This displays a “NEW” icon by the database name for newer resources. Enter a date formatted as mm/dd/yyyy to make this appear. The icon will disappear after the date entered in this field has passed.

Branding Note

This field is a text field used to indicate that a particular library purchased a resource. HTML tags can be used to to format the text in order to change color or size.

Branding Logo

Enter the URL of your institution’s logo, and the image will appear just under the short description. The recommended maximum size is no taller than 15 pixels; width should be assessed for appropriateness within the menu. You can also upload a branding images on the Images tab.


Categories Tab

Subject and Search Categories

The Subject and Search categories allow you to control the subject categories where databases appear in the GALILEO interface. Any changes made to categories require an overnight update to take effect. You can change the categories for the Scholar, Library, High School, and Teen view by choosing the user view tab.

The Spotlight checkbox makes the resource appear in the In the Spotlight section on the main GALILEO page.

The Subjects checkboxes allow you to make a database appear on the Browse by Subject > Articles and Databases tabs. You can also choose a ranking for the database - 5 stars will make the database appear in the Try Me First section.
* Note: The checkbox to the far left for the All Databases category should be checked so that the database will appear in the GALILEO Databases A-Z list.
* Note: The Articles and Databases format in the Format Categories must be checked in order for a database to appear in a subject category under Browse by Subject > Articles and Databases.

Format Categories

The Format Categories checkboxes will make a database appear in categories on the Browse by Type tab.
* Note: The Articles and Databases format must be checked in order for a database to appear in a subject category under Browse by Subject > Articles and Databases.


Notes Tab

Special Information

The Special Information is a free-text field to add internal notes about a database. This may include notes about method of access used, purchasing, or other information that library staff may need.

Update Notes

This is a text field to record the date and notes on when changes were made. For example:
2011/12/30: deactivated database. CEM
2011/07/15: updated description with links to tutorials. CEM
2011/06/30: created record and activated. CEM

Update History

The Update History is automatically generated by the system. It includes a timestamp and the user ID of the person who made a change.


Images Tab

If no images are uploaded for the GLRI record, the “Provided by Your Institution” message will appear by default. However, custom images for each GLRI resource can be uploaded on this tab. Each record can have several .jpg images, but each image must be a particular size and the file name must be formatted correctly in order to upload each image. If the file name isn’t correct, you won’t be able to upload the image.

To upload, scroll down to the Upload images section, and browse for the appropriate file on your computer. Once you have found the image, click the Upload button. Uploaded images will appear at the bottom of the screen. Click Activate New Images to save the images.

Scope Image: The scope image appears beside the long description on the scope screen accessed by clicking the more>> link by each database name. GALILEO staff generally use a screenshot of the database interface for this image, or you can use an institution logo if you have one.
The image must be 300 pixels by 250 pixels, and the file name must be formatted as [database code]_scope.jpg. For example, for GLRI record, chil-val1, the file name would be chil-val1_scope.jpg.

Spotlight Image: The spotlight image appears in the In the Spotlight section on the main GALILEO page. This image can be a vendor logo or your institution logo if you prefer.
The image must be 80 pixels by 70 pixels, and the file name must be formatted as [database code]_spotlight.jpg. For example, for GLRI record, chil-val1, the file name would be chil-val1_spotlight.jpg.

Thumb Image: The thumbnail image appears beside the database name. This image can be a vendor logo or your institution logo if you prefer. GALILEO staff often take the spotlight image and resize and rename it for the thumbnail image.
The image must be 56 pixels by 49 pixels, and the file name must be formatted as [database code]_thumb.jpg. For example, for GLRI record, chil-val1, the file name would be chil-val1_thumb.jpg.

Branding Image: The branding image appears beside the branding note. This image can be a vendor logo or your institution logo if you prefer. If you have a URL for the image, you can list the URL in the Branding Note field on the Scope and Branding tab without uploading the image.
The image must be no higher than 15 pixels, and the file name must be formatted as [database code]_branding.jpg. For example, for GLRI record, chil-val1, the file name would be chil-val1_branding.jpg.

Additional
Information

Other questions in this category: GLRI (GALILEO Local Resources Integration),

Keywords: GLRI, local resources, customization

Last Updated: Mon, March 04, 2013 - 8:34:05