LinkOut for Libraries - FAQ - Submission Utility: Answers
Yes. There are 8 short video tutorials about the different features of the Submission Utility. They can be found on the LinkOut for Libraries Training and Educational Resources page.
To locate your 4 digit Provider Id, do the following:
- Sign into the Library Submission Utility by clicking "Library Info" or "Contact Info" in the Submission Utility menu, available here: https://www.ncbi.nlm.nih.gov/projects/linkout/doc/lbsub-i.shtml.
- Your Provider Id (PrId) number appears next to the LinkOut User Name on the Library Info or the Contact Info tabs.
Updates will generally appear in PubMed after 48 hours or two business days.
Each subscription entry can be associated with a specific publication date type. The options are:
pdat (publication date) when you want links to be applied to journal citations that have either print or electronic publication dates.
ppdat (print publication date) when you want links to be applied to journal citations that use only print publication dates.
epdat (electronic publication date) when you want links to be applied to journal citations that use only electronic publication dates.
The default value is pdat. In rare cases it is necessary to use the other values. Typically the other values are selected only when the library determines that their full-text/online icon is appearing on a PubMed citation that appears to be outside the date range entered into the Submission Utility. For example: in the Submission Utility for the journal JAMA a library has entered the subscription effective date range 1990 to 2010. Their full-text/online icon will appear on JAMA. 2011 Jan 12;305(2):193-4. Epub 2010 Dec 29. PMID: 21191004 because this PubMed citation has the electronic date 2010 Dec 29; which falls within the date range 1990-2010. In this specific case the library should change the publication date type selection from the default pdat to ppdat.
Libraries can determine which PubMed citations will have their full-text/online icon by using the following PubMed search strategy templates:
If you select pdat: Journal Name[journal] AND Start Year:End Year[pdat] ex: JAMA[journal] AND 1990:2010[pdat]
If you select ppdat: Journal Name[journal] AND Start Year:End Year[ppdat] ex: JAMA[journal] AND 1990:2010[ppdat]
If you select epdat: Journal Name[journal] AND Start Year:End Year[epdat] ex: JAMA[journal] AND 1990:2010[epdat]
The PubMed search that returns the correct PubMed citations is the publication date type selection you should use for your library.
Editing library holdings provides LinkOut with a list of your online full-text holdings and providers. LinkOut uses this list to create links from PubMed citations to online full text from your library's providers. To provide your patrons with access to your online collection, you should keep your online holdings information updated.
The list of LinkOut journals changes as NCBI actively encourages more full-text providers to participate. Providers also add links to new journals from time to time. You should consult the New Journals list in the Library Submission Utility often to take advantage of new journals and providers. Click here to sign into the Submission Utility and view your New Journals list.
To be listed in the Submission Utility, the journal must 1) be included in PubMed, 2) have online full text, and 3) the full-text provider must have submitted linking information to LinkOut.
If a journal is not listed in the Submission Utility, first confirm that the journal is included in PubMed. You search for the journal in PubMed by using the full journal title, the journals' ISSN or the journal title abbrevation. If the journal is not included in PubMed, it will not be listed in the Submission Utility.
If the journal is included in PubMed, confirm that it is available online. Only journals with online full text will be included in the Submission Utility.
If a journal is included in PubMed and is available online, but is not listed in the Submission Utility, the full-text provider has not submitted linking information for the title. Full-text providers may choose not to provide links to certain titles or certain year ranges in a title for a variety of reasons. Please contact the representative of your full-text provider to encourage them to submit links to NCBI.
The full text of a journal may be available from more than one provider. For example, an article may be available from the publisher's web site and from a journal aggregator. Consult your journal subscription to determine your library's full-text provider for each journal.
LinkOut is set up to assign your links in this priority: PubMed Central (PMC), publisher, aggregator(s). If you choose more than one provider, LinkOut will check first to see if one of the providers is PMC. If it is, your icon will link to the PMC version of the article.
If the article is not in PMC, LinkOut will check to see if you chose one or more publishers for the article. If multiple publishers are selected, your icon will link to the first publisher in alphabetical order. If no publisher is selected, LinkOut will go to the aggregator you selected. If multiple aggregators are selected, your icon will link to the first one listed in alphabetical order.
Libraries can override the default priority for links by selecting a preferred provider when multiple providers are selected for the same journal.
Regardless of how many providers you select, you will have only one icon displayed and one link to the full text.
Question: What is the difference between selecting "All available" and a specific date range when editing my library holdings?
Select "All available" for a journal title if your library has access to all years available (back and future issues) of the online full text from a particular provider. This selection includes an embargo option for library subscriptions.
Select specific date ranges to restrict linking to articles for those specific months and/or years. If your subscription starts in a specific year and continues onwards, select "Subsequent Years" as the end of the year range. Use specific years for canceled subscriptions, or subscriptions started in the middle of a journal run. An embargo period can also be stated through this selection
- Selecting a month is never required.
- Embargo periods can be set up for up to 60 months.
Yes. Select the radio button next to Retained for the last, and set the retention term using the drop-down menu. LinkOut will automatically remove your link when the retention period is over.
For further information on entering subscription information in the Library Submission Utility, click here.
In the Submission Utility, select View or Update Online Holdings. Locate the journal title for which you want to specify an embargo period.
There are two options for specifying embargo periods:
- Use the option All available for subscriptions that allow access to all years -back and future issues. An embargo period can be stated by selecting the delay period from the drop-down menu.
- Use the option Subscription effective for subscriptions that have a specific starting year and allow access to subsequent years. An embargo period can be stated by selecting the delay period from the drop-down menu.
LinkOut will adjust your holdings on a monthly basis to include in your holdings only those issues older than the embargo period.
Yes by doing the following steps:
- Go to the Submission Utility
- Click View or Update Online Holdings
- Sign in
- Click Providers
- Click the Just my holdings radial button
- Click a Provider name
- If applicable, click a journal group
- Click the Uncheck All hyperlink in the upper right
- Click the Update button
- Repeat for each Provider
This hyperlink indicates that a vendor is sending a library’s holdings information on its behalf. When this happens, no holdings information will appear in the Submission Utility. You can determine what vendors are sending a library’s holdings information by performing these steps:
- Log into your Submission Utility account here: https://www.ncbi.nlm.nih.gov/projects/linkout/doc/lbsub-i.shtml
- Click View or Update Online Holdings
- Click the Just my holdings radial button
- Click the hyperlinked text "vendors sent for my library"
- A pop-up window will show the vendors who have recently sent holdings for your library which are not included in the Submission Utility
Question: We participate in SERHOLD but share our catalog with a non-SERHOLD library. Can we display our combined print holdings in PubMed?
You would need to upload a text file containing the print holdings information of the non-SERHOLD library to display in LinkOut. For more information, see LinkOut Help: Using Upload Holdings. This is the only method for combining SERHOLD and non-SERHOLD holdings information.