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Account Details, Statistics, and Licensing



Overview

BestMARC makes it easy for organizations to ensure they are maximizing the use of their subscription. Click on the Account link in the main menu to get to BestMARC's Account management page.

Account Details

Your basic account information is displayed at the top of the screen, with additional details in the tabs below.

  • The Stats tab shows charts with the usage statistics for your organization. You can also view statistics for the inidividual schools, libraries, or users in your organization.
  • The Activity Log displays a detailed breakdown of all the usage in your account, including links to reports from services you've purchased.
  • The Licensing tab displays the sites and users that your organization is licensed for, and provides the Account Manager the ability to make changes.

Account Details

The basic licensing and account details for your subscription are shown at the top of the screen:

  • During a transitional period, BestMARC accounts may not show all of this licensing information. Existing accounts are updated at renewal time, however can be updated anytime by contacting Mitinet Technical Support and requesting a transfer to the new licensing system.
  • Organization
    • The organization associated with your subscription. Depending on your subscription, this could be your library, district, or consortium's name.
  • Account manager
  • Subscription
    • The type of subscription purchased. Subscription type determines the features that are enabled in BestMARC.
  • Expiration
    • The day after which you no longer have access to the BestMARC platform.
  • Licenses
    • Displays the number of users currently assigned to the subscription and the number of users that the Account Manager can assign to other employees of the organization. See Licensing for more details.
  • Storage
    • The total number of records currently being stored by all users of your organization, along with the maximum allowed. The maximum is determined based on the subscription type and number of licenses.
  • Add-ons
    • If your organization subscribes to any add-on services, they will be displayed here.
  • Exports
    • The number of remaining record exports allowed for your organization. This applies only to certain subscription types.

Statistics

Usage statistics for your organization appear upon loading the Account page. You can also view statistics for the inidividual schools, libraries, or users in your organization by selecting "View Statistics" from the Actions menu (or right-clicking on the item) on the Licensing tab.

By default statistics are shown for the past year however you can change the dates to your chosen start and end dates and click the Refresh button to refresh the statistics. Note that statistics tracking began on January 1, 2016.

Click the Print button to print out the statistics report. Click any statistics number in the report to view the Activity Log, filtered to that category.

  • User Sessions
    • A session is counted each time a user begins using BestMARC after a period of inactivity. For instance, each time a user logs in is counted as a session.
  • Searches
    • The number of times a user searches BestMARC. Search More Servers (z39.50) searches are counted separately but included in the search total.
  • Records Added
    • The total number of records added into BestMARC, separated as having been found From Search Result or Cataloged from scratch.
  • Records Edited
    • The total number of times the Save button was pressed in the cataloger, after the record has been added.
  • Subject Explorer
    • The total number of subjects that were added to MARC records from the cataloger's Subject Explorer.
  • Records Imported and Exported
    • Records Imported indicates the number of records Imported into BestMARC.
    • Records Exported indicates the number of records Exported from BestMARC to the Download Center. These records are ready to load into an organization's Library Automation System.
  • Miscellaneous Statistics
    • Database Diagnostic - If a database diagnostic report was run, it is logged here with a link to the report
    • Full Circle Support - Services performed by Mitinet's Full Circle Support are logged here with a link to the report
    • Custom Data Services - Custom data services performed by Mitinet are logged here
    • Training / Webinar - Any training or webinars given are logged here
    • Technical Support - Issues handled by Technical Support are logged here

Activity Log

The Activity Log tab displays a detailed breakdown of all the usage in your account, including links to reports from services you've purchased. Clicking on a statistics button in the Statistics report will show the detailed log activites filtered here.

Activity Log

These events correspond to the summaries in the statistics report, except the log displays each individual event along with its details, the user associated with the event, and the date and time the event occurred. For some events (such as Full Circle Support), a link to view the report will also appear.

You can manually filter events and usernames in the list by hovering over its column header and clicking the arrow that appears to its right to show a menu of options. Select your options, then click Filter. Change the dates on the Stats tab to filter the dates in the Activity Log.

Licensing

The Licensing tab displays licensing details regarding your organization's BestMARC subscription. It is displayed as two sections: the organization's licensed Sites and Users.

Licensed Organization / Sites

BestMARC subscriptions are sold on a "per site" basis. If you intend to catalog for multiple sites within a district or consortium, all sites must have a subscription.

Licensed Organization / Sites

Your organization and sites that are licensed to use BestMARC are displayed. Users are licensed to use BestMARC to download and manage records for only the sites listed. If the list of sites is incorrect, contact Mitinet to make changes.

Right-click on a site or select it and click the Actions button to open a menu with the option to View Statistics. This will refresh the Stats tab, showing statistics for that site or organization.

Licensed Users

This section shows the users who have access to BestMARC and their contact information.

Licensed Users

Contact the Account Manager for your organization to update any incorrect user information.

Double-click a user, or right-click on a user or select it and click the Actions button to open a menu with the option to View Statistics. This will refresh the Stats tab, showing statistics for that user.

Click the Columns button to bring up the Columns dialog to choose what information shows in the grid.

Users Columns

Account Management

The Account Manager is the primary contact for the organization and the person who is contacted for follow-up after services are performed. They have control over who else is given access to use the BestMARCâ„¢ platform, by adding, editing or deleting users.

Users can find who their Account Manager is by looking at the Account Details at the top of BestMARC's Account page.

Add a new user

If your subscription has a license available, a new user can be created to gain access to your subscription. If you do not have an available license, ensure all the existing users are needed and Delete any users that no longer work at your organization. Should additional licenses be needed, Contact Mitinet.

  1. Right-click an existing user or click the Actions button and choose Add new user.

    Account Manager Menu

  2. The Add New User dialog is displayed.

    Account Manager Add Dialog

  3. Enter the contact details for the person, taking note of the following tips:
    • Site - Select the site that the person most often works at. This may be at a district or consortium level.
    • Username - Choose a username that this user will use to login to BestMARC. Only letters, numbers, and periods are allowed.
    • First and Last Name - Enter the person's first and last name, separated by a space.
    • Phone Number - Enter the user's phone number (without extension) as 000-000-0000.
    • Extension - If the user has a phone extension, enter it here. Use numbers only.
    • Email - This is the primary email address for the user. Once created, this is the address that will receive an email with their username and password.
  4. Click Save. If the username is already taken, you will be asked to enter a new one.
  5. The user is created and an email is sent to the new user, welcoming them to BestMARC along with their username, password, your contact information, and links to the BestMARC welcome and help documentation.

Edit an existing user

A user's site and contact information can be updated when changes are needed.

  1. Right-click an existing user or click on the user to edit and then click the Actions button and choose Edit.

    Account Manager Menu

  2. The Edit User dialog is displayed.

    Account Manager Edit Dialog

  3. Update the contact details for the person, taking note of the following tips:
    • Site - Select the site that the person most often works at. This may be at a district or consortium level.
    • First and Last Name - Enter the person's first and last name, separated by a space.
    • Phone Number - Enter the user's phone number (without extension) as 000-000-0000.
    • Extension - If the user has a phone extension, enter it here. Use numbers only.
    • Email - This is the primary email address for the user. Any emails from BestMARC for this user will be sent here.
  4. Click Save.

Please note that Editing a user does not send an email or reset their username or password.

Delete a user

If a user no longer works for the organization, it can be deleted and the license will become available.

  1. Right-click an existing user or click on the user to edit and then click the Actions button and choose Delete.

    Account Manager Menu

  2. A confirmation dialog will open with the user's name and username.
  3. Make sure the correct information is displayed, and then click the Delete User button. The login, profile, and all data (records and downloads) will be permanently removed.

Reset a user's password

If a user forgot their username or password, or didn't receive their Welcome email, the Account Manager can reset their account and have a new Welcome email sent.

  1. Right-click an existing user or click on the user to edit and then click the Actions button and choose Reset Password.

    Account Manager Menu

  2. A confirmation dialog will open with the user's email address.
  3. Make sure the email address is correct, and then click the Reset Password button. If the email address is incorrect, click Cancel and follow the instructions to Edit an existing user to change it and then try again.
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