Reports: HEI report – Digital Content Store

DCS users may run a HEI report to see an overview of all of their DCS requests. This article will detail how to run a DCS request, and what the different columns are. See the column name in brackets.

General:

(A) NG account number: Your institution's CLA account number
(B) Active request ID: The request ID. Search for this from the dashboard to find your request
(C) Licence type: The licence type used for each request

Course information:

(D) Course Code: The DCS course code
(E) Course Name: The DCS course name
(F) Course Description: The description as added to the Course
(G) Lead Lecturer: The name of the lecturer added as lead lecturer for the course this request is assigned to
(H) Lead Lecturer Email: The email address added for the lecturer assigned as lead lecturer for the course this request is assigned to
(I) Requesting Lecturer: The name of the lecturer assigned to the request by the DCS user actioning it
(J) Requesting Lecturer Email: The email of the lecturer assigned to the request by the DCS user actioning it
(K) Subject: The subject as added to the course page
(L) Department: The department as added to the course page
(M) Number of students: The student number for the course linked to the request
(N) Number of weeks: The number of weeks added to the course page

Item metadata (all as seen in the requests):

(O) ISN
(P) DOI
(Q) Title
(R) Extract Title
(S) Author
(T) Extract Author
(U) Publisher
(V) Place of Publication
(W) Edition
(X) Total number of pages
(Y) Year
(Z) Issue
(AA) Volume

Other request information:

(AB) Page range: The page range added when creating the request
(AC) Total number of pages copied: The total number of pages used in the request
(AD) Ownership: The ownership status selected in the request
(AE) Source: The name of the HEI who uploaded the PDF in use
(AF) Selected Extract: Confirms the origin of the content linked to the request. This can either be Born Digital, EHESS, EHESS (other) if the order was placed by a different institution, crowd sourced, or null.
(AG) OCR: Yes/No as selected (yes = ticked, no = not ticked) by the user who uploaded the PDF
(AH) Colour Scale: Black and White, Greyscale or Colour, as selected by the user who uploaded the PDF
(AI) Status: The current status of the request. 'Released' means the link has been generated.
(AJ) Number of views: The number of times the content link has been clicked on
(AK) Date received: This field is only populated for requests that have come in via another request route than the DCS itself. Included request routes can be the Academic request form, integration with an RLMS or use of our API
(AL) Date Request Created: The date the request was originally created. This does no longer change when the request is rolled over. Even though your requests are given new request IDs after rollover, this date will remain the same as the system will know when the original request was created.
(AM) Date link generated: The date the link was originally generated (i.e. the date the DCS user clicked the 'generate link' button). This date no longer changes with rollover.
(AN) Original HEI User: The DCS user who created the request or clicked 'Assign To Me' for an academic request
(AO) Current HEI User: The current HEI User against the request if changed from the Original HEI User
(AP) Academic year: The academic year of the request
(AQ) Link: The content URL. Where the link is unavailable the link will have been created earlier than May 2017
(AR) Notes: Any notes added to the request. Deleted notes will not be included here.
(AS) Request route: See below for details.

Request route in the HEI report

We’ve added a new field to the HEI report and Rejected Requests Report, called Request Route (column AM). This will indicate the request route of all academic requests.

This means that if the request came from a third-party integration, the request route shown would be the subscription icon. This can be found under ‘My Institution’ – API User Configuration. For example for KeyLinks customers this is dcsapi@keylinks.org

For an individual HEI integration, they create this field when they sign up to the CLA API Portal, so it could for example be dcsapi.HEIname@cla.co.uk

Any request from the Academic Request Form will list the requestor email in this column. So for lecturer Jane Smith, all her submitted Academic Requests will show her email address j.smith@HEIname.ac.uk in this column.

This way users can now check where their request traffic is coming from, which is especially useful if HEIs decide to mix their request workflow by for example using the Request Form alongside a third-party integration.

If you want to see all of your requests which has come from an academic request of any kind, filter out the blanks in this column.

Deleted requests

Deleted requests will not appear on the HEI report.

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