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Electronic Resource Managment (ERM)

1: Agreements

2: eHoldings

3: eUsage

4: Licenses

5: Local KB Admin

In FOLIO, ERM includes essential functions. These functions include:

Creating and managing agreements
Creating and managing licenses
Managing an external or internal knowledge base
Managing your library’s electronic resources

ERM Settings

Parts of the ERM apps are customizable by your library. These configurations are defined by the library and implemented in the Agreements, eHoldings, and Licenses areas of the FOLIO Settings app.

1 - Agreements

The Agreements app allows you to create and manage your library’s agreements. The agreements you create here can link to licenses in the Licenses app.

Definition of terms related to the Agreements app:

Agreement. An agreement is a place where you can manage the content your library can access (based on resources described in a knowledge base) and link that content to licensing and acquisitions information.
External knowledge base. A knowledge base (see definition in this list) that is outside of the FOLIO system. For example, the EBSCO knowledge base.
Internal knowledge base. Managing your library’s knowledge base from within FOLIO.
Knowledge base (KB). A knowledge base is an extensive database maintained by a knowledge base supplier that contains information about electronic resources such as title lists and coverage dates etc. Knowledge bases typically organize the resources provided by a content provider into collections or databases that reflect specific content provider offerings, for example packages of e-journals, e-books, or other materials.
License. A license explains what you can do with the content your library can access. The license is the contract or Terms of Use.

Library’s utilizing FOLIO can employ an external knowledge base, like EBSCO, or use FOLIO’s internal knowledge base. Note: Some instructions differ depending on your library’s use of an external or internal knowledge base.

Permissions

The permissions listed below allow you to interact with the Agreements app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Agreements app or any related information.

The following permissions are applicable to all libraries using the Agreements app:

Agreements: Search & view agreements. This permission allows the user to search and view existing agreements. It also allows the user to see and access the Agreement app in the FOLIO interface.
Agreements: Edit agreements. This permission allows the user to edit agreements, including the ability to add and edit agreement lines; to add and edit documents; and to view, add and edit tags on an agreement. It also grants all permissions included in “Agreements: Search & view agreements.”
Agreements: Delete agreements. This permission allows the user to delete agreements. (This does not include the ability to edit agreements, only to delete them.) It also grants all permissions included in “Agreements: Search & view agreements.”
Agreements: File download. (ui-agreements.agreements.file.download) This permission grants permission for document downloads, as separate from document uploads.

The following permissions are only applicable if your library is using the internal KB:

Agreements: Search & view e-resources. This permission allows the user to search and view e-resources (packages and titles in those packages) in the internal KB. This includes the permission to see and access the Agreements app in the FOLIO interface.
Agreements: Edit e-resources. This permission allows the user to edit the e-resources. It also grants all permissions included in “Agreements: Search & view e-resources.”
Agreements: Search & view platforms. This permission allows the user to search and view platforms in the internal KB. This includes the permission to see and access the Agreement app in the FOLIO interface.
Agreements: Edit platforms. This permission allows the user to edit platform properties. It also grants all permissions included in “Agreements: Search & view e-resources.”

If you want to eUsage data in an agreement record, you also need to have the following eUsage permission:

eUsage reports: charts may be viewed. This permission adds an accordion to the Agreement record in the Agreement app that displays charts and graphs of eUsage data for the titles related to an agreement.

##Keyboard shortcuts

Keyboard shortcuts allow you to perform actions in this app using the keyboard. See Platform essentials > Keyboard shortcuts for more information.

Creating an agreement

In the Agreements pane, click Actions and select New.
In the New agreement window, fill in the Primary fields, Agreement periods, Internal contacts, Agreement lines, License information, Organizations, Supplementary properties, Supplementary documents, Usage data, and Related agreements sections. For more information on the fields and actions available in these sections, see the section descriptions below.
Once you have included all of the information you want about the agreement, click Save & close. The agreement is saved and added to the Agreements pane.

Primary fields

Name (required). The title of the agreement record.
Description. Enter a description of the agreement.
Status (required). Select from the drop-down list the state of the agreement. For example, Active or Closed. You can configure the labels that appear in the drop-down list in Settings > Agreements > Pick list values.
Reason for closure. This option only becomes available if Closed is selected from the Status drop-down list. Select from the drop-down list why the agreement was closed. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
Renewal priority. Select from the drop-down list the level of interest in renewing the agreement. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
Is perpetual. If the agreement provides perpetual access to the purchased materials, select Yes. You can configure the labels that appear in the drop-down list in Settings > Agreements > Pick list values.
Content type. If the agreement represents a particular content type or types, add one or more content type field and select a type from the drop-down list. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
Alternative names. Alternative names for the agreement record.

Adding a content type

Note: Adding a content type is optional, but if you click Add content type, you must enter a content type or delete the content type in order to save the agreement record.

Click Add content type.
Select the agreement record’s content type from the drop-down list. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
Repeat as needed. The Content type saves once you save the agreement.

Deleting a content type

Find the Content type you want to delete.
Click the trash can icon. The Content type is deleted and is removed from the record once you save the agreement.

Adding an alternative name

Note: Adding an alternative name is optional, but if you click Add alternative names, you must enter an alternative name or delete the alternative name in order to save the agreement record.

Click Add alternative name.
Enter the agreement record’s Alternative name in the box.
Repeat as needed. The Alternative name saves once you save the agreement.

Deleting an alternative name

Find the Alternative name you want to delete.
Click the trash can icon. The Alternative name is deleted and is removed from the record once you save the agreement.

Agreement periods

Agreement periods allow you to record and manage the ranges of time for which the agreement is active.

When adding agreement periods, you should consider the following:

Every record must have at least one agreement period.
If only a single agreement period is used, no other information is displayed in relation to periods.
If you add multiple periods to the record, their dates cannot overlap.
Each period must have a start date.
The earliest period start date is treated as the agreement start date.
End dates are optional, but only one period in a set can be left without an end date. This is referred to as an open-ended period, which has a start date but is assumed to continue for an indefinite amount of time.
The latest period end date is treated as the agreement end date, or if there is a blank period end date the agreement is treated as having no end date.
You can navigate between past, present, and future periods by clicking on the Previous, Current, or Next buttons.

Adding an agreement period

Enter the agreement period’s Start date.
Fill in the rest of the fields. See below for more information. The agreement period saves once you save the agreement.
To enter multiple agreement periods, click Add agreement period and repeat steps 1-2.

Start date (required). The date when the agreement begins.
End date. The date when the agreement terminates.
Cancellation deadline. The date by which you need to cancel the agreement if you do not want to renew the material covered by the agreement.
Period note. Any additional information about the agreement period that you want to include.

Deleting an agreement period

Find the Agreement period you want to delete.
Click the trash can icon. The Agreement period is deleted and is removed from the record once you save the agreement.

Internal contacts

Internal contacts are generally the people within your library that you need to contact if you have questions about the agreement. For example, you may want to add the ERM librarian responsible for renewals, the authorized signatory for an agreement, or the subject matter expert responsible for reviewing content ahead of renewals. Multiple contacts can be assigned to a record, but each contact you add must have a user record in the Users app.

Adding an internal contact

Click Add internal contact.
Click Link user.
In the Select User dialog, enter the user’s name or portion of a name into the search box in the User Search pane, and click Search. User Search Results appear.
(Optional) Filter results by Status or by Patron group.
Click the user to select. The user is added to the agreement record as an internal contact.
Select the internal contact’s Role from the drop-down list. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
Repeat steps 1-6 as needed. The internal contacts are saved once you save the agreement.

Removing an internal contact

Identify the Internal contact you want to remove.
Click the trash can icon. The Internal contact is removed from the record once you save the agreement.

Agreement lines

An agreement line represents the material covered by the agreement, for example, a package or title. If you want to add agreement lines, you should save your progress on the agreement record you are creating or wait until you have completed and saved all agreement information before you start the agreement line process. For instructions on adding agreement lines to a record, see Adding an agreement line.

License information

In the License information section, you can link your agreement record to a license record. There are two types of licenses you can add in this section: license records created in the Licenses app or external license records (for example, licenses maintained by a consortium).

Note: You can add multiple license records to an agreement record, but only one can be the Controlling license. All other licenses must be designated as Historical or Future. For more information, see step 6 under Adding a license created in the Licenses app to an agreement.

Adding general notes about the license

At the top of the License information section, you can add General notes about the agreement’s license into the box.

Adding a license created in the Licenses app to an agreement

Note: If the license you link to the agreement has amendments present, once you link the license the amendments also display. They also need to have a status in relation to the agreement set. This is important as it is the combination of the applicable (controlling) licenses and amendments that dictate the terms that apply to the agreement.

Click Add license.
Click Link license.
In the Select license dialog, enter the license’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Licenses pane.
(Optional) Filter results using the filters in the Search & filter pane.
Click the license to select. The license is added to the agreement record.
Select the Status (this agreement) from the drop-down list: Controlling, Future, or Historical. Note: Only one license can have the status Controlling in relation to the agreement at one time. Controlling means the terms in the license are applied to the agreements right now. It is the terms from the Controlling license that are displayed as the agreement license terms in the agreement details pane. Future means that the license becomes controlling at some point in the future. Historical means that the license was the controlling license at some point in the past.
(Optional) Enter any notes about the license in the Note box.
Repeat steps 1-7 as needed. The license saves once you save the agreement.

Adding an external license to an agreement

External licenses are any license not available through the Licenses app.

Click Add external license.
Enter a Name in the box.
(Optional): Enter a Note about the license.
You must complete at least one of the following:
- Upload a file into the license record by dragging and dropping the file in the Drag & drop to upload box, or click or choose file.
- Enter the Physical location of the license in the box.
- Enter the URL of the license in the box.
Repeat steps 1-4 as needed. The external license saves once you save the agreement record.

Removing a license

Find the license you want to remove.
Click the trash can icon. The license is removed from the record once you save the license.

Replacing a license

Find the license you want to replace.
Click Replace license.
Repeat steps 3-7 under Adding a license created in the Licenses app to an agreement.

Organizations

Organizations are any institution with which your library interacts. For example, you may want to add a vendor or consortium associated with the agreement. Multiple organizations can be added to a record, but the organizations must first be created in the Organizations app. To set one organization as the primary organization, check the Set as primary organization box.

Adding an organization

Click Add organization.
In the Organization box, click Link organization.
In the Select Organization dialog, in the Search & filter pane search box, enter the organization’s name or use the All drop-down list to search through specific organization parameters, and click Search. Search results appear in the Organizations pane.
(Optional) Filter results using the filters in the Search & filter pane.
Click the organization to select. The organization is added to the agreement record.
Select the organization’s Role from the drop-down list. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
(Optional) Enter any notes about the organization in the Note box.
Repeat steps 1-7 as needed. The organization saves once you save the agreement.

Removing an organization

Find the Organization you want to remove.
Click the trash can icon. The Organization is removed from the record once you save the agreement.

Replacing an organization

Find the Organization you want to replace.
Click Replace organization.
Repeat steps 3-7 under Adding an organization.

Supplementary properties

Supplementary properties are an optional way to record additional information about the agreement not captured anywhere else in the record. For example, the authentication method used to access the material covered by the agreement.

Note: This section only appears if you have configured supplementary properties in the Settings app. For more information on setting up properties, see Settings > Agreements > Supplementary properties.

Filling out a primary property

If a property is defined as primary in the Settings app, then it always appears as an option in an agreement record. You can leave the Value of a primary term blank or select Not set, but primary terms cannot be removed from the agreement record.

Complete the Value field either by inputting text, using the up and down arrows to set an integer, or selecting an option from the drop-down list. The value is the definition of, or answer to, the property.
(Optional) Enter an Internal note in the box. Any text you enter here displays internally to FOLIO users.
Select the property’s Visibility from the drop-down list. Visibility indicates whether the property should display internally (only within FOLIO), or externally to the public through, for example, your catalog.
(Optional) Enter a Public note in the box. Any text you enter here displays externally to the public.
Repeat steps 1-4 for as many primary properties as desired. The properties save once you save the agreement.

Adding an optional property

A property is optional if it is not defined as primary in the Settings app. Optional properties do not automatically display in an agreement record.

Click Add property.
Select the property Name from the drop-down list.
Follow steps 1-4 under Filling out a primary property.
Add as many optional properties as needed. The properties save once you save the agreement.

Removing an optional property

Find the optional term you want to remove.
Click the trash can icon. The optional property is removed from the record once you save the agreement.

Supplementary documents

A supplementary document is any additional document relevant to the agreement record.

Adding a supplementary document

Click Add supplementary document.
Enter a Name in the box.
Select a Category from the drop-down list. You can configure the values that appear in the drop-down list in Settings > Agreements > Pick list values.
(Optional) Enter a Note about the supplementary document.
You must complete at least one of the following:
- Upload a file into the agreement record by dragging and dropping the file in the Drag & drop to upload box, or click or choose file.
- Enter the Physical location of the document in the box.
- Enter the URL of the document in the box.
Repeat steps 1-5 as needed. The supplementary document saves once you save the agreement.

If a supplementary document is present in an agreement record, then a copy icon will appear in the supplementary document accordion multi-column list under Reference. Clicking the copy icon will copy the text content of the Reference column to your clipboard.

Removing a supplementary document

Find the supplementary document you want to remove.
Click the trash can icon. The supplementary document is removed from the record once you save the agreement.

Usage data

A usage data provider is any organization that provides e-resource usage data to your library. Multiple usage data providers can be added to a record, but the usage data providers must first be created in the eUsage app.

Adding a usage data provider

Click Add usage data provider.
In the Usage data provider box, click Link usage data provider.
In the Select usage data provider dialog, enter the provider’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Usage Data Providers pane.
(Optional) Filter results using the filters in the Search & filter pane.
Click the usage data provider to select. The provider is added to the agreement record.
(Optional) Enter a Note about the usage data provider.
Repeat steps 1-6 as needed. The Usage data provider saves once you save the agreement.

Removing a usage data provider

Find the Usage data provider you want to remove.
Click the trash can icon. The Usage data provider is removed from the record once you save the agreement.

Replacing a usage data provider

Find the Usage data provider you want to replace.
Click Replace usage data provider.
Repeat steps 3-6 under Adding a usage data provider.

A related agreement is an agreement relevant to the current agreement. This section allows you to link agreements together to establish relationships among them. For example, you may want to add a post-cancellation agreement here.

Click Add related agreement.
In the Agreement box, click Link agreement.
In the Select agreement dialog, enter the agreement’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Agreements pane.
(Optional) Filter results using the filters in the Search & filter pane.
Click the agreement to select. The agreement is added to the agreement record.
Select the Linked agreement’s relationship to the agreement being edited from the drop-down list. Note: The relationships are directional. For example, if Agreement A “has backfile in” Agreement B, then automatically Agreement B “has frontfile in” Agreement A. You can set these from either end (i.e. you can start by linking Agreement A to B or B to A).
(Optional) Enter a Note about the related agreement.
Repeat steps 1-6 as needed. The related agreement saves once you save the main agreement.

Find the Related agreement you want to remove.
Click the trash can icon. The Related agreement is removed from the record once you save the agreement.

Find the Related agreement you want to replace.
Click Replace agreement.
Repeat steps 3-6 under Adding a related agreement.

Searching for agreements

You can search for agreements in the Search & filter pane. To search for agreements, enter your search terms in the search box and click Search. The search box searches through the Name, Description, and Alternative names fields. In order to limit your search to specific fields, check one or more of the Name, Alternative name and/or Description check boxes below the search box, and the search will only search through the selected fields.

Note: When using the internal KB, click Agreements search in order to search for agreements.

You can also search for agreements by selecting any of the filters in the Search & filter pane: Status, Renewal priority, Is perpetual, Start date, End date, Organizations, Organization role, Internal contacts, Internal contacts role, Content type, Tags, Supplementary properties, Agreement content, and Documents. For more information on the filters, see the filter descriptions below.

Status

To filter agreements by their status, select one of the following:

Active. Agreements currently in use by your library.
Closed. Agreements no longer in use by your library.
Draft. An agreement that is in draft form.
In negotiation. An agreement that is being negotiated between your library and a provider.
Requested. If your library has requested an agreement from a provider.

Reason for closure

To filter agreements by their reason for closure, select one of the listed options. Possible priorities may include:

Canceled. Agreements you have canceled.
Ceased. Agreements that have ended.
Rejected. Agreements you have rejected.
Superseded. Agreements that have been superseded by another agreement.

Renewal priority values are configured in Settings > Agreements > Pick list values.

Renewal priority

To filter agreements by their renewal priority, select one of the listed options. Possible priorities may include:

Definitely renew. Agreements you want to renew.
Definitely cancel. Agreements you do not want to renew.

Renewal priority values are configured in Settings > Agreements > Pick list values.

Is perpetual

To filter agreements by whether or not they are perpetual, select Yes or No.

Start date

To filter agreements by their start date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar.

End date

To filter agreements by their end date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar.

You can also check the box Include agreements with no end date set to locate agreements without end dates.

Cancellation deadline

To filter agreements by their cancellation deadline, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar.

You can also check the box Include agreements with no cancellation deadline set to locate agreements without cancellation deadlines.

Organizations

To filter agreements associated with a specific organization, follow these steps:

In the Search & filter pane, click Organizations.
Click Select an organization.
In the drop-down list, search for the organization.
Select the organization by which you want to filter. The search results appear in the Agreements pane.

Organizations role

To filter agreements by their associated organizations’ roles, follow these steps:

In the Search & filter pane, click Organization role.
Click Select a role.
In the drop-down list, search for the role.
Select the role by which you want to filter. The search results appear in the Agreements pane.

Internal contacts

To filter agreements by their associated internal contacts, follow these steps:

In the Search & filter pane, click Internal contacts.
Click Select an internal contact.
In the drop-down list, search for the internal contact.
Select the internal contact by which you want to filter. The search results appear in the Agreements pane.

Internal contacts role

To filter agreements by their associated internal contacts’ roles, follow these steps:

In the Search & filter pane, click Internal contact role.
In the drop-down list, search for the internal contact role.
Select the internal contact role by which you want to filter. The search results appear in the Agreements pane.

Content type

To filter agreements by their content type, follow these steps:

In the Search & filter pane, click Content type.
Check the box next to the content type(s). The search results appear in the Agreements pane.

Supplementary properties

To filter agreements by their supplementary properties, follow these steps:

In the Search & filter pane, click Supplementary properties.
Click Edit supplementary property filters.
In the Supplementary property filter builder dialog, select a Supplementary property from the drop-down list.
Select a Comparator from the drop-down list. The comparator options depend on the term selected.
If the Value box is available, select or enter a value. Whether the value box is available depends on which comparator is selected.
(Optional) To continue to build the supplementary property filter, click Add rule.
(Optional) To search for agreements using multiple supplementary property filters, click Add supplementary property filter. Note: To delete a rule or supplementary property filter in the Supplementary property filter builder, click on the trash can icon next to the rule or supplementary property filter.
Click Apply. Your results appear in the Agreements pane.

Agreement content

To filter agreements by their content, follow these steps:

In the Search & filter pane, click Agreement content.
Select Has or Has not from the drop-down list.
Select one or more agreement content options from the list. These may include Alternative names, Content types, Internal contacts, Organizations, Agreement lines, Linked licenses, External licenses, Supplementary documents, Usage data, Related agreements, and Tags. Note, if you select multiple agreement content options, they are combined with OR (rather than AND). For example, if you select Alternative names and Content types, the returned results will include agreement records with Alternative names OR Content types.
To add another filter, click Add filter and select And or Or.
Repeat the above steps as desired.
Your results will appear in the Agreements pane.

Documents

To filter agreements by their documents, follow these steps:

In the Search & filter pane, click Documents.
Click Edit document filters.
In the Document filter builder dialog, select a Attribute from the drop-down list. Attributes include Name, Note, Category, Physical location, URL, Content type, and File name.
Select a Operator from the drop-down list. Operators include Is, Contains, and Does not contain.
In the Value box, select or enter a value.
(Optional) To continue to build the document filter, click Add rule. Note, multiple rules in a single document filter card will apply to a single document. I.e. If you have a document filter card with two rules, then to find an agreement, a single document on that agreement must fulfill both rules. Whereas when you add a new document filter card in the filter builder, then it can apply to either the same or a different document.
(Optional) To search for agreements using multiple document filters, click Add filter. Note: To delete a rule or document filter in the Document filter builder, click on the trash can icon next to the rule or document filter.
Click Save & close. Your results appear in the Agreements pane.

Viewing an agreement

Once you search for an agreement, the following information appears in the Agreement pane:

Name. The name of the agreement.
Status. The order status.
Period start. The date the agreement period starts.
Period end. The date the agreement period ends.
Cancellation deadline. The date by which you need to cancel the agreement if you do not want to renew the material covered by the agreement.
**Description: A description of the agreement.

In the search results, click an agreement to view it. The agreement details pane displays with additional information about the agreement. In the agreement display, any accordions not populated with data and not otherwise required are not displayed to the user.

Controlling which columns display in the Agreements multi-column list

In the Agreements search display, click Actions.
At the bottom of the Actions menu is the heading Show columns followed by a list of available columns with checkboxes to display or hide those columns. All columns are displayed by default. The columns available should be (in order): Name, Status, Start date, End date, Cancellation deadline, and Description.
When you uncheck a box, that column is removed from the display of the multi-column list.
When you check a box, that column is added to the display of the multi-column list.
When you go to the agreement search and sort view in the same session, the selection of which columns display persists.

Editing an agreement

Find the agreement you want to edit.
In the agreement details pane, click Actions > Edit.
Make your desired changes to the agreement.
Click Save & close. The agreement is updated.

Deleting an agreement

Note: You cannot delete an agreement that is linked to a license, has agreement lines, or is related to another agreement.

Find the agreement you want to delete.
In the agreement details pane, click Actions > Delete.
In the Delete agreement dialog, click Delete. A confirmation message appears and the agreement is deleted.

Adding an agreement line

An agreement line represents the material covered by the agreement, for example, a package or title. The steps for adding agreement lines vary depending on whether your library is using the internal KB or an external KB.

Note, adding an agreement line cannot be done in an agreement that is open for editing.

Adding an agreement line via the internal KB

When using the internal KB, you first have to add e-resources to a basket in the E-resources pane. Then you can apply those e-resources to agreement lines.

Adding e-resources to the basket

Before you can add e-resources to agreement lines in an existing or new agreement, you must first add them to a basket. The basket is a temporary container that holds any e-resources (titles or packages) with which you need to work. E-resources are added on a one-by-one basis to an agreement line, so you can add as many e-resources to the basket as you need.

In the Search & filter pane, click E-resources.
Search for the e-resource you want to add to the basket.
In the E-resources pane, click on the e-resource to select it.
In the e-resource details pane, click Options for acquiring e-resource.
In the Options table, in the Actions column, click Add title or Add package to add that e-resource to the basket. The e-resource is added to the basket and the number of items in the basket updates.
Repeat steps 2-5 for all e-resources you want to add to the basket.

Adding e-resources from the basket to an agreement

There are two ways to add an e-resource from the basket to agreement lines:

From the basket

Click the View X item(s) button to open the basket.
Select or unselect the items in the basket you wish to add to agreement lines using the checkboxes to the left of the resources in the basket.
Select Create new agreement to add the selected resource(s) to a completely new agreement (one agreement line per resource selected), or select the appropriate agreement from the drop-down list of existing agreements and click Add to selected agreement to add the selected resource(s) to an existing agreement (one agreement line per resource selected).
The agreement for which the agreement lines have been created (whether this is a new or existing agreement) is displayed in the agreement view screen.

From the Agreement Line Edit screen

Find the agreement to which you want to add an agreement line and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click Actions and select New agreement line.
In the New agreement line window, if not already selected, click Basket.
In the E-resource drop-down select the resource from the Basket for which you want to create an agreement line.
(Optional) Enter a Description of the agreement line in the box.
(Optional) Enter a Note about the agreement line in the box.
(Optional) Enter Active from and Active to dates to indicate when the material covered by this agreement line was or is active in your collection.
(Optional) To hide this information from your discovery layer, select the Suppress from discovery checkbox. If you don’t want this checkbox to appear, or you would like the checkbox to display on agreement line records, see Settings > Agreements > Display settings for more information.
(Optional) To link the agreement line to a PO line, click Add PO line. See Adding a PO line to an agreement line for more information.
To add multiple agreement lines at once, check the Create another checkbox and repeat steps 1-10.
Click Save & close. A confirmation message appears and the agreement line is saved.

Adding an agreement line via eHoldings

Find the agreement to which you want to add an agreement line and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click Actions and select New agreement line.
In the New agreement line window, if not already selected, click eHoldings.
Click Link e-resource.
In the Select package dialog, in the Search & filter pane, enter a Package name in the box, or click Titles and enter a Title name in the box. Click Search. Search results appear.
(Optional) Use the filters in the Search & filter pane to narrow down your results.
Click the Package or Title to select it. The package or title is added to the agreement line.
(Optional) Enter a Description of the agreement line in the box.
(Optional) Enter a Note about the agreement line in the box.
(Optional) Enter Active from and Active to dates to indicate when the material covered by this agreement line was or is active in your collection.
(Optional) To hide this information from your discovery layer, select the Suppress from discovery checkbox. If you don’t want this checkbox to appear, or you would like the checkbox to display on agreement line records, see Settings > Agreements > Display settings for more information.
(Optional) To link the agreement line to a PO line, click Add PO line. See Adding a purchase order line to an agreement line for more information.
To add multiple agreement lines at once, check the Create another checkbox and repeat steps 1-13.
Click Save & close. A confirmation message appears and the agreement line is saved.

Adding a purchase order line to an agreement line

You have the option of adding a purchase order line (POL) to an agreement line. Linking the agreement line to a POL adds context to the agreement line. For example, it can show how you paid for, or the method by which you ordered, the material.

When an agreement line is linked to a POL that is linked to an Inventory instance, a link directly to the Inventory instance is displayed in the Agreement Line display.

Note: If you are already editing an agreement line, skip to step 5.

Find the agreement with the agreement line to which you want to add a POL and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click the agreement line to which you want to add a POL.
In the Agreement line pane, click Actions > Edit.
In the Edit agreement line window, click Add PO line.
Click Link PO line.
In the Select order lines dialog, in the Search & filter box, enter part or all of the title or package’s name, and click Search.
(Optional) Filter results using the filters in the Search & filter pane.
In the Search results pane, click the POL to select it. The Select order lines dialog closes and the POL is added to the agreement line.
Repeat steps 5-9 as needed. The POLs are saved when the agreement line is saved.

Replacing a purchase order line in an agreement line

Find the agreement with the agreement line to which you want to replace a POL and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click the agreement line to which you want to replace a POL.
In the Agreement line pane, click Actions > Edit.
In the Edit agreement line window, click Replace PO line and
Follow steps 7-9 under Adding a purchase order line to an agreement line.

Deleting a purchase order line from an agreement line

Find the agreement with the agreement line with the POL you want to delete and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click the agreement line with the POL you want to delete and select it.
In the Agreement line pane, click Actions > Edit.
To remove the POL, click the trash can icon next to the PO line you want to delete.
Click Save & close. A confirmation message appears and the agreement line is updated.

Adding an unlinked agreement line

Use this feature to add an agreement line that has no connection to a record from either the internal KB or eHoldings.

Find the agreement to which you want to add an agreement line and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click Actions and select New agreement line.
Enter a Description (required). You can also add a Note and/or Active from and Active to dates. The description will appear as the agreement line’s Name/Description in the agreement record.
(Optional) To link the agreement line to a PO line, click Add PO line. See Adding a purchase order line to an agreement line for more information.
To add multiple agreement lines at once, check the Create another checkbox and repeat steps 1-5.
Click Save & close.

Editing an agreement line

Find the agreement with the agreement line you want to edit and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to edit.
In the Agreement line pane, click Actions > Edit.
Make your desired changes.
Click Save & close. A confirmation message appears and the agreement line is updated.

Deleting an agreement line

Note: Agreements can also be unlinked from packages and titles in the eHoldings app.

Find the agreement with the agreement line you want to delete and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to delete.
In the Agreement line pane, click Actions > Delete.
In the Delete agreement line dialog, click Delete. A confirmation message appears and the agreement line is deleted.

Viewing agreement lines

In order to view all of the agreement lines associated with a particular agreement at once, you can enter the View in agreement lines search. To do so, follow these steps:

Find the desired agreement.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click Actions and select View in agreement lines search.
The Agreement line search pane will open. Clicking on any agreement line will display the Agreement line details record from which you can edit or delete the agreement line.

Controlling which columns display in the agreement lines multi-column list

Find the desired agreement.
In the Agreement details pane, click Agreement lines.
In the Agreement lines section, click Actions.
At the bottom of the Actions menu is the heading Show columns followed by a list of available columns with checkboxes to display or hide those columns. All columns are displayed by default. The columns available should be (in order): Name / Description, Provider, Publication type, Count, Note, Coverage, Custom coverage indicator, Active from, Active to, and PO Line.
When you uncheck a box, that column is removed from the display of the multi-column list.
When you check a box, that column is added to the display of the multi-column list.
When you go to the agreement lines multi-column list view for any agreement in the same session, the selection of which columns display persists.

Searching for agreement lines

You can search for agreement lines in the Search & filter pane. To search for agreement lines, click Agreement lines and enter your search terms in the search box and click Search. The search box searches through the Name (for resources from the internal KB), Reference number (for resources from eHoldings), Description, and Note fields.

Note: When using the internal KB, click Agreements search in order to search for agreement lines.

You can also search for agreement lines by selecting any of the filters in the Search & filter pane: Agreement, Agreement line type, Active from, Active to, PO line, and Tags. For more information on the filters, see the filter descriptions below.

Agreement

To filter agreement lines by an agreement record, click Select agreement. In the Select agreement window, use the Search & filter feature to locate the desired agreement and click on it. See Searching for agreements. Your agreement line search will be limited to that agreement record.

Agreement line type

To filter agreement lines by type, check the Unlinked, External, and/or Internal checkboxes. An unlinked agreement line is not linked to a resource in a knowledge base. An external agreement line is linked to a resource in an external knowledge base (like the eHoldings app), and an internal agreement line is linked to a resource in the internal knowledge base.

Active from

To filter agreement lines by their active from date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar. Click Apply.

You can also check the box Include lines with no active from date set to locate lines without start dates.

Active to

To filter agreement lines by their active to date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar. Click Apply.

You can also check the box Include lines with no active to date set to locate lines without end dates.

PO line

To filter agreement lines by PO line, click Select PO line. In the Select order lines window, use the Search & filter feature to locate the desired PO line and click on it.

Controlling which columns display in the Agreement lines multi-column list

In the Agreement lines search display, click Actions.
At the bottom of the Actions menu is the heading Show columns followed by a list of available columns with checkboxes to display or hide those columns. All columns are displayed by default. The columns available should be (in order): Name / Reference, Description, Parent agreement, Note, Active from, and Active to.
When you uncheck a box, that column is removed from the display of the multi-column list.
When you check a box, that column is added to the display of the multi-column list.
When you go to the agreement lines search and sort view in the same session, the selection of which columns display persists.

Adding a tag to an agreement

Find the agreement you want to tag and select it.
In the Agreement details pane, click the tag icon.
In the Tags pane, either select a tag from the box or enter a tag.
Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the agreement.

Duplicating an agreement

Note: Periods are not duplicated as part of the agreement, but a single period with the current date as the start date will be added automatically (because Agreements have to have at least one period with a start date).

Find the agreement you want to duplicate and select it.
In the Agreement details pane, click Actions > Duplicate.
In the Duplicate agreement dialog, select which sections of the agreement to duplicate. See Creating an agreement for the fields that appear in each of the sections.
Click Save & close.
In the Copy of: [duplicated agreement’s name] window, make your desired changes.
Click Save & close. A confirmation message appears and the duplicated agreement appears in the Agreements pane.

Exporting an agreement

Exporting an agreement generates a JSON file. Note: Resources are only included for agreement lines that are linked to resources in the internal KB.

Find the agreement you want to export and select it.
In the Agreement details pane, select Actions > Export. Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it.

Exporting e-resources

Exporting e-resources covered by an agreement is only possible if using the internal KB, and if e-resources are linked to the agreement as agreement lines.

Note: E-resources can be filtered by Current, Future, or Dropped. These options indicate whether the e-resource is currently associated with the agreement, it will be in the future, or it is no longer associated with the agreement. Export options are only offered for e-resources that are current or all e-resources.

Find the agreement from which you want to export the linked e-resources.
In the Agreement details pane, click Agreement lines.
Under E-resources covered by this agreement, click Current or All.
Click Export as… > JSON or KBART. Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it.

Viewing an e-resource

Viewing e-resources covered by agreements is only possible if using the internal KB.

You can view e-resources by clicking on Packages or Titles in the Search & filter pane.

In the Packages or Titles pane, click an e-resource to view it. The e-resource details pane displays with additional information about the e-resource. Publication type, Material type, First author, First editor, Publication date, Edition, Volume, ISBN, and Related title fields are populated from the internal KB. The following accordions also display:

Agreements for this e-resource. This accordion displays agreements that cover this e-resource. To add an e-resource from the internal KB to an agreement see Adding an agreement line via the internal KB.

Options for acquiring this e-resource. See Adding e-resources to the basket.

Notes. For information on Notes see Adding and removing notes.

Discovery settings. For information on Discovery settings see Editing e-resources.

Viewing an e-resource package

You can view packages in e-resources by clicking on Packages in the Search & filter pane.

In the Packages pane, click an e-resource package to view it. The e-resource package details pane displays with additional information about the e-resource package, depending on the data that has been added to the internal KB. All packages will have a Provider, Source and Reference. They will also display when the record was created and when it was last updated. In addition packages may have:

A Status: For example, Current or Deleted.
Content type: A list of content types in the package, for example, Serial, Monograph, or Video.
Availability: The general availability of the package, for example, Global or Consortium, and any constraints on availability, such as the specific Consortia it is available to.
Source created: The date and time the package was created in the external source the package data came from.
Source last updated: The date and time the package was last updated in the external source the package data came from.
One or more of the following package IDs: ISIL, ZDB, EZB, eBookPool, GOKb ID and GOKb. Note that ID fields will only display when an ID of that type is available for the package in the internal KB.

The following accordions also display:

Extended package information. This accordion displays additional metadata for this e-resource package including: a Description of the package; Package description URLs, which are links to descriptions of that package online (for example, in GOKb or on a publishers website); Alternative names for the package; and all package Identifiers stored (this will include any IDs displayed in the package details but may include additional IDs as well).

Agreements for this package. This accordion displays agreements that cover this e-resource package. To add an e-resource from the internal KB to an agreement see Adding an agreement line via the internal KB.

E-resources in package. This accordion displays all e-resources associated with the package. E-resources can be filtered by Current, Future, Dropped, and All.

Notes. For information on Notes see Adding and removing notes.

Viewing an e-resource title

You can view packages in e-resources by clicking on Titles in the Search & filter pane.

In the Titles pane, click an e-resource title to view it. The e-resource title details pane displays with additional information about the e-resource title, depending on the data that has been added to the internal KB. It will also display when the record was created and when it was last updated.

The following accordions also display:

Agreements for this e-resource. This accordion displays agreements that cover this e-resource title. To add an e-resource from the internal KB to an agreement see Adding an agreement line via the internal KB.

Options for acquiring e-resource. From here you can add a package or title to your basket.

Notes. For information on Notes see Adding and removing notes.

Discovery settings. Displays whether the title is suppressed from discovery.

Editing e-resources

Find the e-resource you want to edit.
In the e-resource details pane, click Edit.
You can choose whether to suppress the e-resource from discovery by checking the Suppress from discovery box.
Click Save & close. The e-resource is updated.

Move identifier(s) between titles

If a title instance is related to an incorrect identifier, you can transfer identifiers between title instances by:

In the E-resources pane, click Actions > Move identifier(s).
Under Source title, click Select title.
Select a title from the Select e-resource window. In the Search & filter pane of the Select e-resource window, you can search e-resources by Name, ISBN and ISSN, and filter by Type.
Select the Identifier(s) to be moved by checking the desired boxes.
Under Destination title, click Select title.
Repeat steps 3 and 4 for the Destination title.
Click Preview.
In the Preview window, click Update titles & close to complete the transaction, or Update titles & move more identifiers to continue moving identifiers. You can track the status of the job in the Local KB admin app.

Adding a tag to an e-resource

Find the e-resource you want to tag and select it.
In the e-resource details pane, click the tag icon.
In the Tags pane, either select a tag from the box or enter a tag.
Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the e-resource.

Local KB search

You can search for packages, titles, and platforms in the local KB by clicking on the Local KB search tab.

Searching for packages

Searching for packages covered by an agreement is only possible if using the internal KB.

You can search for packages by clicking on the tab Local KB search and selecting Packages in the Search & filter pane. Enter your search terms in the search box and click Search. The search box searches the name field.

Packages can be further filtered by:

External data source: Select an external data source from the drop-down list.
Status
Scope
Availability
Content type
Tags: Select a tag(s) from the drop-down list, or search for one by typing the tag’s name.

The values for Status, Scope, Availability, and Content type can be configured in Settings > Agreements > Pick list values.

Searching for titles

Searching for titles covered by an agreement is only possible if using the internal KB.

You can search for titles by clicking on the tab Local KB search and selecting Titles in the Search & filter pane. Enter your search terms in the search box and click Search. The search box searches the name field.

Titles can be further filtered by:

Type
Publication type

The values for Type and Publication Type can be configured in Settings > Agreements > Pick list values.

Searching for platforms

Searching for platforms covered by an agreement is only possible if using the internal KB.

You can search for platforms by clicking on the tab Local KB search and selecting Platforms in the Search & filter pane. Enter your search terms in the search box and click Search. The search box searches the name field.

Viewing a platform

Viewing platforms covered by agreements is only possible if using the internal KB.

You can view platforms by clicking on the tab Local KB search and selecting Platforms in the Search & filter pane.

In the Platforms pane, click a platform to view it. The platform details pane displays with additional information about the platform. The Locators field is populated with the platform’s base URL from the internal KB. For the Local platform code, see Editing platforms. The following accordions also display:

Platform URL customization settings. See Adding URL customization.

Platform proxy server settings. In Settings > Local KB admin > Proxy server settings, you can add a proxy server setting and exclude platforms one by one. Every platform that is not listed in the array of excluded platforms will contain a generated list of proxy URLs.

Editing platforms

Find the platform you want to edit.
In the platform details pane, click Actions > Edit.
You can add a local platform code in the Local platform code box.
Click Save & close. The platform is updated.

Adding URL customization

Find the platform you want to edit.
In the platform details pane under the Platform URL customization settings accordion, click Add URL Customization.
In the New URL customization window, enter a Name for the URL.
Enter a Customization code. The Customization code is the template that will be used to generate a proxied URL. Please refer to Proxy server configuration and URL customizations for further details about the available codes.
Click Save & close.

Editing URL customization

In the platform details pane under the Platform URL customization settings accordion, click on the URL customization.
In the URL customization window, click Actions > Edit.
Make the desired changes to the Name or Customization code.
Click Save & close.

Deleting URL customization

In the platform details pane under the Platform URL customization settings accordion, click on the URL customization.
In the URL customization window, click Actions > Delete.
In the Delete URL customization dialog box, click Delete.

Adding and removing notes

You can add and assign notes to agreement records, agreement lines, and e-resources (internal KB only). Assigning a note means you are reusing a previously created note.

Adding a new note to an agreement

Find the agreement to which you want to add a note and select it.
In the Agreement details pane, click Notes > New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
(Optional) Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section in the agreement details pane.

Assigning an existing note to an agreement

Find the agreement to which you want to add a note and select it.
In the Agreement details pane, click Notes > Assign / Unassign.
In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.
Select the checkbox next to the note you want to assign to the agreement and click Save. The note is saved and appears in the Notes section in the agreement details pane.

Editing an agreement note

Find the agreement with the note you want to edit and select it.
In the Agreement details pane, click Notes.
Find the note you want to edit, and click Edit at the bottom of the Title and details section of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved.

Removing a note on an agreement

Find the agreement with the note you want to remove and select it.
In the Agreement details pane, click Notes.
Click the note you want to remove.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Adding a note to an agreement line

Find the agreement with the agreement line to which you want to add a note and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to edit.
In the Agreement lines pane, under Notes, click New.
Follow steps 3-6 under Adding a new note to an agreement.

Assigning an existing note to an agreement

Find the agreement with the agreement line to which you want to add a note and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to edit.
In the Agreement lines pane, under Notes, click Assign / Unassign.
Follow steps 3-4 under Assigning an existing note to an agreement.

Editing an agreement line note

Find the agreement with the agreement line with the note you want to edit and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to edit.
In the Agreement lines pane, under Notes, find the note you want to edit, and click Edit at the bottom of the Title and details section of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved.

Removing a note from an agreement line

Find the agreement with the agreement line with the note you want to remove and select it.
In the Agreement details pane, click Agreement lines.
In the Agreement lines table, select the agreement line you want to edit.
In the Agreement lines pane, under Notes, find the note you want to remove and select it.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Dashboard widgets for the Agreements app

The Dashboard app is designed to enable a personalized view of key information from across FOLIO apps at a glance. In its first release (included in the Juniper flower release), the Dashboard includes the ability to display information from the Agreements and Licenses applications.

In the Quesnelia release, the Agreements app comes with two dashboard widgets (“ERM Agreements” and “ERM Agreement Jobs”). There are examples of how you can use these two widget definitions to achieve a wide range of outcomes in the Example widget configurations documentation.

2 - eHoldings

This section of the documentation contains links to external sites. Please be advised that these sites are not maintained by the FOLIO Documentation Group and may not be aligned with the current release of FOLIO.

The eHoldings app allows you to manage your library’s e-resources. You can link your e-resources to agreements created in the Agreements app to create a relationship between the two.

Definition of terms related to the eHoldings app:

E-resource. An electronic resource. This generally refers to packages and titles.
Knowledge base (KB) A knowledge base is an extensive database maintained by a knowledge base supplier that contains information about electronic resources such as title lists and coverage dates etc. Knowledge bases typically organize the resources provided by a content provider into collections or databases that reflect specific content provider offerings, for example packages of e-journals, e-books, or other materials.
Providers. The provider of the e-resource, for example, the vendor or publisher.
Packages. A collection of e-resource titles bundled together as a unit and distributed by a provider.
Titles. The individual e-resources, for example a journal or e-book, contained within a package.

Permissions

The permissions listed below allow you to interact with the eHoldings app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the eHoldings app or any related information.

The following are all the eHoldings permissions:

eHoldings: Can create and delete custom packages and titles. This permission allows the user to create and delete custom packages and titles.
eHoldings: Can edit providers, packages, titles detail records. This permission allows the user to edit providers, packages, and titles detail records.
eHoldings: Can select/unselect packages and titles to/from your holdings. This permission allows the user to select (or add) packages and titles to your library’s holdings, and unselect (or remove) them from your holdings.
eHoldings: Can view Usage & analysis data for packages, titles and resources. This permission allows the user to view usage consolidation on the eHoldings app.
Settings (eholdings): Create, edit, and view Usage Consolidation API credentials. This permission allows the user to update and view usage consolidation settings.
Settings (eholdings): View Usage Consolidation API credentials. This permission allows the user to view usage consolidation settings.
Settings (eHoldings): Can assign/unassign a user from a KB. This permission allows the user to assign and unassign a user from KB credentials.
Export manager: All. This permission allows the user to export eHoldings package and title+package details via the Export manager app.
Export manager: Download and re-send files. This permission allows the user to download and re-send files via the Export manager app.

Note: This permission should only be used by institutions that maintain multiple EBSCO KB configurations.

Keyboard shortcuts

Keyboard shortcuts allow you to perform actions in this app using the keyboard. See Platform essentials > Keyboard shortcuts for more information.

Implementing eHoldings

When you use eHoldings, the data is held in an external knowledge base (KB) and you’re interacting with that knowledge base through eHoldings using an API call. eHoldings is connected to an EBSCO knowledge base API called HoldingsIQ to get external KB data. You can make changes in FOLIO eHoldings or EBSCO Holdings Management and they are immediately reflected on the other interface. Currently EBSCO is the only supported external KB.

To setup eHoldings:

Subscribe to EBSCO’s HoldingsIQ API.
Request an API key.
Go to FOLIO > Settings > eHoldings to enter API credentials and EBSCO customerID.

Click on the eHoldings app icon.
A menu appears with the following options:
- eHoldings app Search. This option will return you to the eHoldings app landing page.
- Keyboard shortcuts. This option will access the Keyboard shortcuts list.
- Submit a KB Content Inquiry. This option will open the EBSCO Knowledge Base Inquiry Form.
- EBSCO System status. This option will open the EBSCO system status site.

Searching for providers, packages, and titles

To search for the providers, packages, or titles available in your knowledge base, follow these steps:

In the Search & filter pane, click Providers, Packages, or Titles.
Optional: If you are searching Titles, you can click the Titles drop-down list to search through one of the following fields:
- ISSN/ISBN. International Standard Serial Number or International Standard Book Number of the title.
- Publisher. Publisher of the title.
- Subject. Subject of the title.
Enter your search terms into the box and click Search. Your results appear in the Providers, Packages, or Titles pane.

You can also search for providers, packages, or titles by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. The filters available vary depending on whether you are searching for a provider, package, or title. See the sections below for more information on the filters.

Sort options

Sort options determine the order in which your search results display. By default, Relevance is selected. If you select Provider, Package, or Title, your search results are sorted alphabetically.

To change the sort option:

In the Search & filter pane, click Sort options.
Select Relevance or Provider, Package, or Title. Results are sorted in the Providers, Packages, or Titles pane based on your selection.

Selection status

To filter packages or titles by selection status, in the Search & filter pane, click Selection status, and select one of the following options:

All. All packages or titles, regardless of selection status. This is selected by default.
Selected. Packages or titles selected in your knowledge base.
Not selected. Packages or titles not selected in your knowledge base.

Content type

To filter packages by content type, in the Search & filter pane, click Content type, and select one of the following options:

All. All packages, regardless of content type. This is selected by default.
Aggregated Full Text. Aggregated full-text databases refer to products sold by companies that do not themselves publish journals but only distribute journal content, for example products sold by EBSCO and ProQuest.
Abstract and Index. Reference sources which provide bibliographic information about journals including abstracts of the articles.
E-Book. Electronic books.
E-Journal. Electronic journals (full text and bibliographic).
Mixed Content. Packages that include multiple types of content, like e-books and e-journals.
Online Reference. For example, dictionaries, almanacs, and encyclopedias that are available in electronic format.
Print. Materials in print (or paper) format.
Streaming Media. Video or audio content sent in compressed form over the Internet and played immediately.
Unknown. The content type is undefined.

Publication Type

To filter titles by publication type, in the Search & filter pane, click Publication Type, and select one of the following options:

All. All titles, regardless of publication type. This is selected by default.
Audiobook. A recording of a reading of a book, frequently on CD.
Book. A written text that can be published in print or electronic format; a monograph.
Book Series. A related set of books.
Database. A structured set of data held in a computer.
Journal. A newspaper or magazine that deals with a particular subject or professional activity.
Newsletter. A printed or electronic document containing information about the recent activities of an organization or group sent regularly to members.
Newspaper. A printed or electronic publication (usually issued daily or weekly) containing news, feature articles, advertisements, and correspondence.
Proceedings. A complete written record of what is said or done during a meeting.
Report. An official document made by someone who has examined a particular subject.
Streaming Audio. Audio data transmitted over a computer network for immediate playback rather than for file download and later offline playback.
Streaming Video. Video data transmitted over a computer network for immediate playback rather than for file download and later offline playback.
Thesis & Dissertation. A long essay on a particular subject written as a requirement for an advanced degree.
Website. A set of related web pages located under a single domain name.
Unspecified. The publication type is undefined.

Packages

To filter titles by packages:

In the Search & filter pane with the Titles toggle selected, enter a title in the Titles search box. You can also enter a ISSN/ISBN, Publisher, or Subject. Click Search.
Click Packages.
Select a package from the drop-down list.
You can filter the list in the Filter options list box.
The title in that package will appear in the title record window.

Viewing provider, package, and title records

The type of information displayed in your search results depends upon the type of search performed (provider, package, or title). That information can include:

Name. The name of the provider, package, or title.
Provider. The package provider.
Selected. The number of packages your library has selected from the provider.
Total packages. The number of packages available from the provider.
Total titles. The number of titles available from the package.
Hidden. Whether the package is hidden from view.
Publication type. Material type of the title.
Title information. Varies depending on the publication type of the title.

In the search results, click any result to view it. The provider, package, or title records each display additional information about your selection.

Viewing a provider record

The provider record contains detailed information about the selected provider.

To view a provider record, find the provider you want to view and select it. The provider record window appears.

Provider information

This Provider information section displays the following fields:

Packages selected. Indicates the number of packages selected by your library. You can change the number of selected packages in the Packages section.
Total packages. Indicates the total number of packages available from the provider.

Provider settings

The Provider settings section displays the provider’s proxy settings. Proxy settings can be changed by editing the provider record. See Editing provider records for more information.

Notes

In the Notes section, you can add and manage notes.

Adding a new note to a provider

Find the provider to which you want to add a note and select it.
In the Provider record window, in the Notes section, click New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section of the provider record.

Assigning an existing note to a provider

Find the provider to which you want to assign a note and select it.
In the Provider record window, in the Notes section, click Assign / Unassign.
In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.
Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the provider record.

Editing a provider note

Find the provider with the note you want to edit and select it.
In the Provider record window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved.

Deleting a provider note

Find the provider with the note you want to remove and select it.
In the Provider record window, in the Notes section, click the note you want to remove.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Packages

The Packages section includes the total number of packages available from the provider displayed in alphabetical order. Not selected packages are indicated by a gray icon. Selected packages are indicated by a green icon.

Filtering packages

To filter packages, click the magnifying glass icon.
Optional: In the Filter packages dialog, search for a package title by entering the name or partial name of the package in the box.
Optional: Select any filters (Tags, Sort options, Selection Status, or Content type) you want to apply to the packages.
Click Search. The packages are filtered based on your selections.

Viewing a package record

The package record contains detailed information about the e-resource package.

To view a package record, find the package you want to view and select it. The package record window appears.

Holding status

Holding status indicates whether the package is part of your library’s holdings.

Adding a package to holdings

If a package has not yet been selected by your library, you can add it to your holdings from this section of the package record.

Note: Performing this action adds all the titles in this package to your holdings.

Find the package you want to update holdings on and select it.
In the Package record window, in the Holding status section, click Add package to holdings.
In the Add all titles in a package to holdings dialog, click Add package (all titles) to holdings. The titles are added to your holdings and the Holding status updates to Selected.

Removing a package from holdings

Find the package from which you want to remove holdings and select it.
In the Package record window, click the Actions > Remove package from holdings.
In the Remove package from holdings? dialog, click Yes, remove. The titles are removed from your holdings and the Holding status updates to Not selected.

Package information

The Package information section contains the following information on the package:

Provider. The package provider.
Content type. Type of material contained in a package.
Package type. Either Complete or Variable, indicating whether the package must be selected in its entirety, or whether individual titles can be chosen from within the package.
Titles selected. The number of titles acquired by your library from within this package.
Total titles. The total number of titles contained within the package.

Package settings

The Package settings section includes the options: Show titles in package to patrons, Automatically select new titles, the package’s Proxy setting, and Provider token. These settings can be changed by editing the package record.

Coverage settings

Coverage is the available years or version of a publication. For a journal this would be the publication years, volumes, or issues covered by the online resource. For a monograph it can contain publication year, edition, or volume. Coverage can be customized by editing the package record.

Agreements

Use the Agreements section to create agreements or link the package to agreements created in the Agreements app.

Linking an existing agreement

Find the package to which you want to link an agreement and select it.
In the Package record window, in the Agreements section, click Add.
In the Select agreement dialog, enter the agreement’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Agreements pane.
Optional: Filter results using the filters in the Search & filter pane.
Click the agreement to select. The package is added to the agreement as an agreement line.

Creating a new agreement

Find the package to which you want to link an agreement and select it.
In the Package record window, in the Agreements section, click New.
Fill in the fields. See Creating an agreement for more information.
Click Save & close. A confirmation message appears and the package is added to the agreement as an agreement line..

Removing an agreement

Find the package from which you want to remove an agreement and select it.
In the Package record window, in the Agreements section, click the trash can icon next to the agreement you want to remove.
In the Unassign an agreement from this record dialog, click Unassign. A confirmation message appears and the agreement line is removed from the package record, but not deleted from the Agreements app.

Usage & analysis

In the Usage & analysis section, you can access cost and usage information for the packages and titles that are a part of your library’s holdings.

Select a year from the Year drop-down list.
Select All platforms, Publisher platforms only, or Non-publisher platforms only from the Platform drop-down list.
Click View. Cost and usage information for the packages and titles that are a part of your library’s holdings will display.
From the Actions drop-down list, you can select View titles or Export titles to view or export the titles from a package for additional analysis.

Notes

In the Notes section, you can add and manage notes.

Adding a new note to a package

Find the package to which you want to add a note and select it.
In the Package record window, in the Notes section, click New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section of the package record.

Assigning an existing note to a package

Find the package to which you want to assign a note and select it.
In the Package record window, in the Notes section, click Assign / Unassign.
In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.
Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the package record.

Editing a package note

Find the package with the note you want to edit and select it.
In the Package record window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved

Deleting a package note

Find the package with the note you want to remove and select it.
In the Package record window, in the Notes section, click the note you want to remove.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

Titles

The Titles section includes the total number of titles available in the package displayed in alphabetical order. Not selected titles are indicated by a gray icon. Selected titles are indicated by a green icon.

Filtering titles

To filter titles, click the magnifying glass icon.
Optional: In the Filter titles dialog, search for a title by entering the name or partial name of the title in the box.
Optional: Select any filters (Tags, Sort options, Selection Status, or Publication type) you want to apply to the titles.
Click Search. The titles are filtered based on your selections.

Viewing a title record

The title record contains detailed information about the selected title.

To view a title record, find the title you want to view and select it. The title record window appears.

Title information

The Title information section can contain Author, Alternate Title(s), Publisher, Publication type, ISSN (Print), ISSN (Online), ISBN (Print), ISBN (Online), Subjects, Peer reviewed, Title type, and Description.

Title information varies depending on the publication type.

Adding a title to a custom package

For information on creating a custom package, see Creating a custom package, below.

Find the title you want to add to a custom package and select it.
In the Title record window, in the Title information section, click Add to custom package.
In the Add title to custom package dialog, select the Package to which you want to add the title from the drop-down list.
Optional: Enter a Custom URL in the box.
Click Submit. The title package details window appears.

Packages

The Packages section includes the packages that contain the title displayed in alphabetical order. Not selected packages are indicated by a gray icon. Selected packages are indicated by a green icon.

Filtering packages

To filter packages, click the magnifying glass icon.
In the Filter packages dialog, search for a package by entering the name or partial name of the title in the box.
Select each package you want to filter by. You can select multiple packages.
Click Search. The packages are filtered based on your selections.

Editing a provider record

Only proxy settings can be edited.

Note: If your library is an EBSCO KB API user, access EBSCOAdmin to setup and maintain proxies.

Find the provider you want to edit and select it.
In the Provider details window, click Edit.
Select a new Proxy from the drop-down list.
Click Save & close. A confirmation message appears and the provider is updated.

Creating a custom package

In the Search & filter pane, click Packages.
In the Packages pane, click New.
In the New custom package window, enter a package Name.
Optional: Select a Content type from the drop-down list.
Optional: To provide a date range for Coverage settings, click Add date range. Enter a Start date and End date.
Click Save & close. A confirmation message appears and the custom package details window appears.

Editing a package

Find the package you want to edit and select it.
In the Package record window, click Actions > Edit.
Make your desired changes. See the sections below for more information.
Click Save & close.

Editing holding status

Holdings can be added or removed from a package. See Holding status for instructions.

Editing package settings

Show titles in a package to patrons. Indicates whether the titles display in your catalog. If you select No, you continue to be subscribed to the titles in eHoldings, but they are hidden from patrons in the catalog.
Automatically select new titles. Whether your service provider will automatically select additional titles as they are added to the package by the provider. If you select No, then new titles are not selected if they become available in the package unless manually selected by your library.
Proxy. Settings can be changed using the Proxy drop-down list.

Editing coverage settings

You can customize the package’s coverage dates to match your holdings by setting a new start and/or end date.

Exporting a package

Note: There will be a 10,000 title limit when exporting a package detail record. You will need to use the Titles accordion’s search within feature to filter to 10,000 titles maximum. The package detail export will honor your Filter titles search and filter selections.

Find the package you want to export and select it.
In the Package record window, click Actions > Export package (CSV).
From the Package fields to export drop-down list, you can select the following eHoldings information for export: Access Status Type, Agreements, Automatically Select titles, Custom Coverage, Holdings status, Notes, Package Content Type, Package Id, Package Name, Package Type, Provider Id, Provider Name, Proxy, Show To Patrons, and Tags.
From the Title fields to export drop-down list, you can select the following eHoldings information for export: Access Status Type, Agreements, Alternative title(s), Contributors, Coverage statement, Custom Coverage, Custom Embargo, Custom label, Description, Edition, Holdings status, ISBN_Online, ISBN_Print, Managed coverage dates, Managed Embargo, Notes, Peer reviewed, Proxy, Publication Type, Publisher, Show To Patrons, Subjects, Tags, Title ID, Title name, Title Type, and URL.
Click Export.
The export will appear in the Export manager app.

Deleting a custom package

Find the package you want to delete and select it.
In the Package record window, click Actions > Delete package.
In the Delete custom package dialog, click Yes, delete. The package is deleted.

Adding a title to holdings

Find the title you want to add to your holdings and select it.
In the Title record window, under the Packages, select the package to which you want to add the title.
In the Package title details window, in the Holding status section, click Add to holdings. The Holding status changes to Selected.

Removing a title from holdings

Find the title you want to remove from your holdings.
In the Title record window, in the Packages section, select the package within which the title appears that you want to remove from your holdings.
In the Package title details window, click Actions > Remove title from holdings.
In the Remove resource from holdings? dialog, click Yes, remove. The Holding status changes to Not Selected.

Editing a title record

Find the title you want to edit.
In the Title record window, in the Packages section, select the package within which the title appears that you want to edit.
In the Package title details window, click Actions > Edit.
Make your desired changes. See the sections below for more information.
Click Save & close.

Editing custom labels

Custom labels are created in the Settings app. For more information, see Settings > eHoldings > Custom labels. If you are using custom labels, you can enter information into these fields.

Editing resource settings

This section includes the options:

Show to patrons. Indicates whether the titles display in your catalog. If you select No, you continue to be subscribed to the titles in eHoldings, but they are hidden from patrons in the catalog.
Proxy. Settings can be changed using the Proxy drop-down list.

Editing coverage settings

Managed coverage dates. Indicates the title’s coverage dates are managed by your library’s service provider.
Custom coverage dates. Indicates that coverage dates are managed by your library. Click Add date range and enter a Start date and End date.
Dates. If selected, the title’s coverage displays as dates in your catalog.
Coverage statement. If selected, the title’s coverage displays as the statement you enter into the box.
Embargo period. A period of time during which the title is not available.

Adding a custom embargo period

Click Add custom embargo period
In the first box, enter a number greater than 0.
Select a time period from the drop-down list. The embargo period saves when you save and close the record.

Deleting a custom embargo period

Find the embargo period you want to remove.
Click the trash can icon next to the embargo period. The embargo period is removed and is deleted when you save the record.

Exporting a title record

Find the title you want to export.
In the Title record window, in the Packages section, select the package within which the title appears that you want to export.
In the Package title details window, click Actions > Export title package (CSV).
From the Package fields to export drop-down list, you can select the following eHoldings information for export: Access Status Type, Agreements, Automatically Select titles, Custom Coverage, Holdings status, Notes, Package Content Type, Package Id, Package Name, Package Type, Provider Id, Provider Name, Proxy, Show To Patrons, and Tags.
From the Title fields to export drop-down list, you can select the following eHoldings information for export: Access Status Type, Agreements, Alternative title(s), Contributors, Coverage statement, Custom Coverage, Custom Embargo, Custom label, Description, Edition, Holdings status, ISBN_Online, ISBN_Print, Managed coverage dates, Managed Embargo, Notes, Peer reviewed, Proxy, Publication Type, Publisher, Show To Patrons, Subjects, Tags, Title ID, Title name, Title Type, and URL.
Click Export.
The export will appear in the Export manager app.

Adding a tag to a title record

Tags can only be added to title records when a package is selected and the title record is not open for editing.

Find the title you want to tag and select it.
In the Title record window, in the Packages section, select the package within which the title appears that you want to tag.
In the Package title details window, in the Tags section, either select a tag from the box or enter a new tag.
Optional: If you are adding a new tag, click Add tag for: [your tag name] to create the tag and add it to the record.
Click the X on the provider details window to close the window and save the tag.

Removing a tag from a title record

Note: Tags can be removed but not entirely deleted.

Find the title you want to tag and select it.
In the Title record window, in the Packages section, select the package within which the title appears that you want to tag.
In the Package title details window, in the Tags section, click the X next to the tag you want to remove. The tag is removed from the record but still remains as an option in the drop-down list.

Creating a custom title

In the Search & filter pane, click Titles.
In the Titles pane, click New.
In the New custom title window, enter a title Name.
Optional: To add a contributor, follow these steps:
1. Click Add a contributor.
2. Select Author, Editor, or Illustrator from the Type drop-down list.
3. Enter the Name of the contributor in the box.
4. Repeat as needed.
Optional: Enter an Edition in the box.
Optional: Enter a Publisher in the box.
Optional: Select a Publication type from the drop-down list.
Optional: To add an identifier, follow these steps:
1. Click Add identifier.
2. Select ISSN or ISBN, Print or Online, from the Type drop-down list.
3. Enter the ID of the identifying number in the box.
4. Repeat as needed.
Optional: To indicate whether the title is peer reviewed, select the Peer reviewed checkbox.
Select a Package from the drop-down list to which to add the title.
Click Save & close. The custom title record appears.

Editing a custom title

Find the custom title you want to edit and select it.
In the Custom title window, click Edit.
Make your desired changes. See Creating a custom title for information on the fields.
Click Save & close.

Deleting a custom title

Find the custom title you want to delete and select it.
In the Custom title window, in the Packages section, select the package containing the title.
Click Actions > Remove title from holdings.
In the Remove resource from holdings dialog, click Yes, remove. The custom title is deleted.

Linking an existing agreement to a title record

Note: Agreements can only be added to title records when a package is selected and the title record is not open for editing.

Find the title to which you want to link an agreement and select it.
In the Title record window, in the Packages section, select the package within which the title appears to which you want to add an agreement.
In the Package title details window, in the Agreements section, click Add.
In the Select agreement dialog, enter the agreement’s name or a portion of the name into the search box in the Search & filter pane, and click Search. Search results appear in the Agreements pane.
Optional: Filter results using the filters in the Search & filter pane.
Click the agreement to select. The agreement is added to the title record.

Creating a new agreement from a title record

Repeat steps 1-2 from Linking an existing agreement.
In the Package title details window, in the Agreements section, click New.
Fill in the fields. See Creating an agreement for more information.
Click Save & close. A confirmation message appears and the agreement is added to the title record.

Removing an agreement from a title record

Repeat steps 1-2 from Linking an existing agreement.
In the Package title details window, in the Agreements section, click the trash can icon next to the agreement you want to remove.
In the Unassign an agreement from this record dialog, click Unassign. A confirmation message appears and the agreement is removed from the package record, but not deleted from the Agreements app.

Usage & analysis

In the Usage & analysis section, you can access cost and usage information for the packages and titles that are a part of your library’s holdings.

Select a year from the Year drop-down list.
Select All platforms, Publisher platforms only, or Non-publisher platforms only from the Platform drop-down list.
Click View. Cost and usage information for the packages and titles that are a part of your library’s holdings will display.

Adding a new note to a title

Find the title to which you want to add a note and select it.
In the Title record window, in the Packages section, select the package within which the title appears.
In the Package title details window, in the Notes section, click New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section of the title record.

Assigning an existing note to a title

Find the title to which you want to assign a note and select it.
In the Title record window, in the Packages section, select the package within which the title appears.
In the Package title details window, in the Notes section, click Assign / Unassign.
In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.
Select the checkbox next to the note you want to assign to the package and click Save. The note is saved and appears in the Notes section of the title record.

Editing a title note

Find the title with the note you want to edit and select it.
In the Title record window, in the Packages section, select the package within which the title appears.
In the Package title details window, in the Notes section, find the note you want to edit, and click Edit at the bottom of the Title and details column of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved.

Deleting a title note

Find the title with the note you want to delete and select it.
In the Title record window, in the Packages section, select the package within which the title appears.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.

3 - eUsage

The eUsage app allows you to manage usage data reports for electronic resources.

The app provides automatic harvesting of COUNTER standard usage reports via SUSHI and manual uploading of standard and non-standard statistics. Usage data providers managed in eUsage can be referred to from the Agreements app.

Definition of terms related to the eUsage app:

Aggregator. A service that aggregates pre-processing statistics for multiple statistics providers and offers an endpoint to download the reports. eUsage allows you to harvest statistics for a usage data provider either directly from the provider via SUSHI or from an aggregator. The only aggregator service currently supported in FOLIO is the German National Statistics Server.
COUNTER and SUSHI. Standard format and protocol for electronic resource usage statistics. Detailed information is available at Project COUNTER.
Report. The usage data for a certain set of electronic resources within a certain reporting period in a specific type.
Usage data provider. The agent that provides usage statistics for a set of electronic resources. Most likely, this is a vendor or a platform provider. The usage data provider record is the basic entity in eUsage used to manage all associated reports and harvesting processes.

Permissions

The permissions listed below allow you to interact with the eUsage app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the eUsage app or any related information.

The following are all the eUsage permissions:

eUsage: All permissions. Ths permission includes all other eUsage permissions.
eUsage: Can view usage data providers and view/download usage reports. This is the eUsage read permission which allows the user to view usage data provider records and view and download the associated usage reports.
eUsage: Can create and edit usage data providers. This permission allows the user to create and edit UDP records. It does not include the upload of usage reports to the provider.
eUsage: Can delete usage data providers. This permission allows the user to delete UDP records. It does not include the deletion of the associated usage reports.
eUsage: Can upload usage reports. This permission allows the user to upload COUNTER and non-COUNTER usage reports.
eUsage: Can start harvesting for a single provider. This permission allows the user to start the harvester service for one UDP.
eUsage: Can delete usage reports. This permission allows the user to delete COUNTER and non-COUNTER usage reports.
Settings (eUsage): Can view and edit settings. This permission allows the user to view and edit the eUsage settings. It also includes starting the harvester for all usage data providers in the tenant.

Creating a usage data provider

When you create a usage data provider, you are asked to enter the configuration details for automated harvesting. If the provider only supports manual data download, you still need to create a provider record in order to upload reports manually to this provider. For more information on manual report upload, see Uploading reports manually.

In the Usage data provider pane, click New.
In the Create usage data provider window, fill in the Usage data provider information and Harvesting configuration sections. For more information on the fields and actions available in these sections, see the section descriptions below.
Once you have included all of the information you want about the Usage data provider, click Save & close. The usage data provider is saved and added to the Usage data providers pane.

Usage data provider information

Provider name (required). Enter the name of the usage data provider.
Description. A description of the usage data provider. You can use this field to enter additional information in order to identify the provider or any other data corresponding to the usage data provider or reports that should be displayed in a prominent place at the record.

Harvesting configuration

Harvesting status (required). Select a Harvesting status: Active or Inactive. The status you select here defines whether reports from the usage data provider are harvested in the automated or manually triggered harvesting processes.
Harvest statistics via (required). Select how to harvest statistics: Aggregator or Sushi. Note: The only aggregator currently supported by FOLIO is the German National Statistics Server.
Aggregator (required). If you have selected to harvest statistics via an aggregator, select the aggregator that should be used to harvest statistics. Note: The only aggregator currently supported by FOLIO is the German National Statistics Server.
Vendor code. If you have selected to harvest statistics via an aggregator, enter the code by which the aggregator identifies the vendor for which statistics are requested. The German National Statistics Server requires the vendor names as displayed in the server’s user interface.
Service type (required). If you have selected to harvest statistics via a SUSHI protocol, select the SUSHI service type implementation to be used by the harvester: Counter-Sushi 4.1 or Counter-Sushi 5.0. The service type normally corresponds to the requested Report release.
Service URL (required). If you have selected to harvest statistics via a SUSHI protocol, enter the URL to access the SUSHI service. The URL is usually listed on the provider’s backend information pages.
Note: Only enter the_ base URL_ to the service, not the complete URL for an API request. For example, if the provider lists the URL https://usage.catsanddogs.org/sushi/reports/tr_b1, only enter the part before (and excluding) “reports”: https://usage.catsanddogs.org/sushi. Everything else is added by the harvester.
Report release (required). Select a Report release: Counter 4 or Counter 5. Note: Support for release 5 of the Counter standard is mandatory for Counter compliant vendors from January 2019. FOLIO does not support simultaneous harvesting of reports of both releases for one usage data provider. If you want to retrospectively harvest Counter 4 reports, configure the provider for Counter 4 first and harvest the requested reports. Then edit the usage data provider and configure for Counter 5 harvesting.
Requested report (required). Add the report types requested to be harvested for the usage data provider. For more information, see Adding a report type.
Harvesting start (required). Enter the first month for the reports that are to be harvested.
Harvesting end. Enter the last month for the reports that are to be harvested. Note: You may want to add an end month in case no more resources are licensed from a provider, a provider stops supporting usage statistics, or for any other reason that no ongoing harvesting is wanted. If no harvesting end is configured, reports are harvested continuously until the Harvesting status is changed to Inactive.
Customer ID (required for SUSHI). If you have selected to harvest statistics via a SUSHI protocol, enter the customer ID assigned by the provider. This information is usually listed on the provider’s backend information pages.
Requestor ID. Enter the Requestor ID assigned by the provider. If needed, this information is usually listed on the provider’s backend information pages. Not all SUSHI services require a Requestor ID.
API key. Enter the API key assigned by the provider. If needed, this information is usually listed on the provider’s backend information pages. Not all SUSHI services require an API key.
**Platform. **Enter the Platform for which reports are requested. If needed, this information is usually listed on the provider’s backend information pages. Most SUSHI services default on all platforms for which a customer has licensed resources.
Requestor name. Enter the requestor name assigned by the provider. If needed, this information is usually listed on the provider’s backend information pages. Not all SUSHI services require a Requestor name.
Requestor mail. Enter the requestor mail assigned by the provider. If needed, this information is usually listed on the provider’s backend information pages. Not all SUSHI services require a Requestor mail.

Adding a report type

Click Add report type.
Choose a Report type from the list of available report types for the chosen Report Release. You can filter the list.
Repeat as needed. The report type saves once you save the usage data provider.

Deleting a report type

Find the Report type you want to delete.
Click the trash can icon. The Report type is deleted and is removed from the record once you save the usage data provider.

Searching for a usage data provider

You can search for usage data providers in the Search & filter pane. To search for a usage data provider, enter your search terms into the box and click Search.

You can also search for usage data providers by selecting any of the filters in the Search & filter pane. Additionally, you can apply the filters after you perform a search to limit your results. See the sections below for more information.

Harvesting status

To filter usage data providers by their status, select one of the following:

Active. Usage data providers included in the current harvesting processes.
Inactive. Usage data providers for which no reports are currently being harvested.

Harvest via

To filter usage data providers by the harvest method of their reports, select one of the following:

Sushi. Usage data providers where reports are currently configured to be harvested directly from the provider via SUSHI.
Aggregator. Usage data providers where reports are currently configured to be harvested via an aggregator.

Aggregators

To filter usage data providers by the aggregator used for the harvesting, select one of the Aggregators configured for the tenant. For more information, see Aggregator configuration.

Report types

To search for usage data providers for which reports of a specific type are stored in FOLIO, follow these steps:

In the Search & filter pane, click Report types.
Select the type(s) from the drop-down list. Your results appear in the usage data provider pane.

Has failed report(s)

To filter usage data providers based on whether harvesting errors have occurred, select one of the following:

Yes. Usage data providers where at least one requested report has not been harvested correctly.
No. Usage data providers where no reports have failed to be harvested.

Error codes

To search for usage data providers with reports that have failed with a specific SUSHI error code, follow these steps:

In the Search & filter pane, click Error code.
Select the error code(s) from the drop-down list. Your results appear in the usage data provider pane. The list shows usage data providers that have reports failed with either of the selected error codes.

Viewing usage data provider details

Once you search for a usage data provider, the following information appears in the usage data providers pane:

Provider name. The name of the usage data provider.
Harvesting status. The status of the usage data provider.
Latest statistics. The month of the most current report stored in FOLIO.
Aggregator. The aggregator from which reports are currently configured to harvest.

In the search results, click on a usage data provider to view it. The usage data provider details pane displays with additional information about the usage data provider and the associated reports stored in FOLIO.

Viewing stored COUNTER reports for a usage data provider

Find the usage data provider for which you want to view the stored reports and select it.
In the usage data provider details pane, click COUNTER statistics.
If reports are stored, they are displayed in a separate table for each year. Click on the year you want to view or click Expand all years.

The COUNTER statistics table displays a row for each report type and a column for each month. If a report is stored or has tried to harvest, a Report button is displayed in the appropriate cell of the table. The buttons show the state of the report with an icon:

Green/checkmark. A valid report is available for the month.
Orange/exclamation mark. The report tried to harvest but failed. The harvester tries again in the next harvesting cycle.
Red/Cross. The report tried to harvest for the maximum number of attempts defined in the Settings. In order to attempt another harvest, the report needs to be deleted. For more information, see Setting maximum number of harvesting attempts and Deleting reports.

In the COUNTER statistics table, click on a Report button. The Report info dialog displays with additional information about the report:

Usage data provider. The name of the usage data provider.
Type. The report type.
Date. The reporting period, always one month.
Info. If the report failed to harvest correctly, the error message provided by the SUSHI service is displayed here.
Failed attempts. Number of attempted harvestings, which is also the number of maximum attempts.
Manual changes. If the report has been manually altered, this heading appears along with the reason the report was manually edited.
Actions. Possible actions, for more information see Deleting reports and Downloading reports.

Editing a usage data provider

Find the usage data provider you want to edit and select it.
In the usage data provider details pane, click Actions > Edit.
Edit the usage data provider.
Click Save & close. The usage data provider is saved and updated.

Changing the harvesting configuration

Note: Changing the harvesting configuration for a usage data provider doesn’t affect reports already stored in the system. No reports are lost. The configuration is only applied to future harvesting processes. For information on how reports are deleted, see Deleting reports.

Find the usage data provider you want to edit and select it.
In the usage data provider details pane, click Actions > Edit.
Edit the Harvesting configuration.
Make any additional changes to the usage data provider.
Click Save & close. The usage data provider is saved and updated.

Deleting a usage data provider

Find the usage data provider you want to delete and select it.
In the usage data provider details pane, click Actions > Edit.
In the usage data provider edit window, click Delete.
In the Delete usage data Provider dialog, click Delete. The usage data provider and all associated reports are deleted and a confirmation message appears.

Adding a tag to a usage data provider

Find the usage data provider you want to tag and select it.
In the usage data provider details pane, click the tag icon.
In the Tags pane, either select a tag from the box or enter a tag.
Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the usage data provider.

Adding a note to a usage data provider

Find the usage data provider to which you want to add a note and select it.
In the usage data provider details pane, click Notes > New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
Optional: Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section in the usage data provider details pane.

Starting the harvester for a specific usage data provider

Find the usage data provider for which you want to start the harvesting process.
In the usage data provider details pane, click Actions > Start harvester. A confirmation message appears.
Optional: If you want to view the current results of the harvesting process, you can refresh the table content in the COUNTER statistics table. To do this, click Actions > Refresh statistics table. Otherwise, the table content will be refreshed the next time you select the usage data provider or refresh the browser window.

Topics still to be covered by documentation…

Starting the harvester for all usage data providers

Setting up periodic harvesting

Setting up an aggregator

Uploading a COUNTER report manually

Marking a COUNTER report as manually changed

Uploading a non-COUNTER report

Downloading a COUNTER report

Downloading a non-COUNTER report

Deleting multiple reports

Deleting a single report

Linking a usage data provider with an agreement

4 - Licenses

The Licenses app allows you to create and manage your library’s licenses. The licenses you create here can link to agreements in the Agreements app.

Definition of terms related to the Licenses app:

Agreement. An agreement outlines the content your library can access.
License. A license explains what you can do with that content. The license is the contract or Terms of Use.
Organization. Any institution with which your library interacts (this may or may not be an institution from which you purchase materials). The organizations associated with licenses are generally the licensors or a consortium.

Permissions

The permissions listed below allow you to interact with the Licenses app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Licenses app or any related information.

The following are the Licenses permissions:

Licenses: Search & view licenses. This permission allows the user to search and view existing licenses and amendments. This includes the permission to see and access the License app in the FOLIO interface.
Licenses: Edit licenses. This permission grants all permissions included in “Licenses: Search & view licenses” plus it allows the user the ability to edit licenses and amendments, including the ability to add and edit documents and view, add and edit tags on a license.
Licenses: Delete licenses. This permission grants all permissions included in “Licenses: Search & view licenses” plus it allows the user the ability to delete licenses and amendments.
Licenses: File download. (ui-licenses.licenses.file.download) This permission grants permission for document downloads, as separate from document uploads.
Settings (Licenses): Manage pick lists and values. This permission allows the user to access the License settings and the ability to manage pick lists and pick list values.
Settings (Licenses): Manage license terms. This permission allows the user to access the License settings and the ability to manage the available terms. It includes the ability to view pick list information, which is necessary to manage license terms which use pick lists.

If you want to link or view organizations and/or internal contacts in a license record, you also need to have the following Organizations and Users permissions:

Organizations: View. This permission allows the user to search and view organization records and settings. The user can also access Contacts and Interfaces but cannot access Interface usernames and passwords.
Organizations: Interface usernames and passwords: view. This permission allows the user to view the usernames and passwords that appear in the Interface section.
Users: Can view user profile.

Keyboard shortcuts

Keyboard shortcuts allow you to perform actions in this app using the keyboard. See Platform essentials > Keyboard shortcuts for more information.

Creating a license

In the Licenses pane, click Actions > New.
In the New license window, enter a Name for the license record.
Select a license Type from the drop-down list. For example, local or consortial. License Types are configured in the Settings app. For more information, see Settings > Licenses > Pick list values.
Select a Status from the drop-down list. License Statuses are configured in the Settings app. For more information, see Settings > Licenses > Pick list values.
(Optional) To indicate when the license begins, enter a Start date.
(Optional) To indicate when the license terminates, enter an End date. If the license doesn’t have an End date, select the Open ended checkbox.
(Optional) Enter a Description of the license in the box.
(Optional) Add an Alternative name for the license record. See Alternative names, below, for more information.
(Optional) Fill in the fields in the Internal contacts, Organizations, Core documents, Terms, and Supplementary documents sections. For more information on the fields and actions available in these sections, see the section descriptions below.
Once you have included all of the information you want about the license, click Save & close. A confirmation message appears, and the license is saved and appears in the License pane.

Alternative names

Alternative names are other names you may want the license record to be associated with, such as abbreviations or prior names. Any value entered as an alternative name is searchable in the Licenses app.

Adding an alternative name

Note: Adding an alternative name is optional, but if you click Add alternative name, you must enter an alternative name or delete the alternative name in order to save the license record.

Click Add alternative name.
Enter the license record’s Alternative name in the box.
Repeat as needed. The alternative name saves once you save the license.

Deleting an alternative name

Find the Alternative name you want to delete.
Click the trash can icon. The Alternative name is deleted and is removed from the record once you save the license.

Internal contacts

Internal contacts are generally library staff members you want to associate with the license record. For example, your internal contact may be the ERM librarian responsible for renewals, the authorized signatory for new licenses, or the subject matter expert responsible for reviewing content ahead of renewals.

Internal contacts must have a user record created in the Users app in order to be assigned as a contact. Multiple contacts can be assigned to one license record.

Adding an internal contact

Click Add internal contact.
Click Link user.
In the Select User dialog, in the User search box, enter part or all of the internal contact’s name and click Search.
(Optional) Filter results by Status or by Patron group.
In the User Search Results pane, click the user to select them. The user is added to the license record as an internal contact.
Select a Role to assign to the internal contact from the drop-down list. Roles are configured in the Settings app. For more information, see Settings > Licenses > Pick list values.
Repeat steps 1-6 as needed. The internal contact saves once you save the license.

Removing an internal contact

Identify the internal contact you want to remove.
Click the trash can icon. The internal contact is removed from the record once you save the license.

Replacing an internal contact

Identify the internal contact you want to replace.
Click Replace user.
Repeat steps 3-6 under Adding an internal contact.

Organizations

Organizations are any institution with which your library interacts. You can add an organization to a license record to create a relationship between the organization and license. For example, you may want to add the licensor as an organization.

Organizations must have an organization record created in the Organizations app in order to be assigned as an organization. Multiple organizations can be assigned to one license record. To set one organization as the primary organization, check the Set as primary organization box.

Adding an organization

Click Add organization.
Click Link organization.
In the Select Organization dialog, in the Search & filter box, enter part or all of the organization’s name, and click Search. Alternatively, you can select the All drop-down list and search for an organization based on the fields listed. For more information, see Searching for an organization.
(Optional) Filter results by Organizations status, Tags, Is vendor, Country, Languages, or Payment method.
In the Organizations pane, click the organization to select it. The Select Organization dialog closes and the organization is added to the license record.
Select a Role for the organization from the drop-down list. Roles are configured in the Settings app under Licenses > Pick list setup.
(Optional) Enter a Note in the box.
Repeat steps 1-7 as needed. The organization saves once you save the license.

Removing an organization

Find the organization you want to remove.
Click the trash can icon. The Organization is removed from the record once you save the license.

Replacing an organization

Find the organization you want to replace.
Click Replace organization.
Repeat steps 3-7 under Adding an organization.

Core documents

A core document is any central document relevant to the license record, for example, the license agreement or terms of use. You can use this section to identify the physical and/or electronic location of core documents. It can also be used as a space to upload documents for easier access when assessing license information in FOLIO.

Adding a core document

Click Add core document.
Enter a Name in the box.
(Optional) Enter a Note about the core document.
You must complete at least one of the following:
- Upload a file into the license record by dragging and dropping the file in the Drag & drop to upload box, or click or choose file.
- Enter the Physical location of the document in the box.
- Enter the URL of the document in the box.
Repeat steps 1-4 as needed. The core document saves once you save the license.

If a core document is present in a license record, then a copy icon will appear in the core document accordion multi-column list under Reference. Clicking the copy icon will copy the text content of the Reference column to your clipboard.

Removing a core document

Find the Core document you want to remove.
Click the trash can icon. The Core document is removed from the record once you save the license.

Terms

Terms are the terms of use that define what you can or cannot do with the licensed content. In FOLIO, you can define the Terms that appear in license records through configurations in the Settings app. The Settings app is where you establish the term label, the type of term, default visibility of the term, and term status (primary or optional). For more information, see Settings > Licenses > Terms.

Primary terms appear on every license record by default. Optional terms can be added on a license-by-license basis.

Filling out a primary term

If a term is defined as primary in the Settings app, then it always appears as an option in a license record. You can leave the Value of a primary term blank or select Not set, but primary terms cannot be removed from the license record.

Complete the Value field either by inputting text, using the up and down arrows to set an integer, or selecting an option from the drop-down list. The value is the definition of, or answer to, the term.
(Optional) Enter an Internal note in the box. Any text you enter here displays internally to FOLIO users.
Select the term’s Visibility from the drop-down list. Visibility indicates whether the term should display internally (only within FOLIO), or externally to the public through, for example, your catalog.
(Optional) Enter a Public note in the box. Any text you enter here displays externally to the public.
Repeat steps 1-4 for as many primary terms as desired. The terms save once you save the license.

Adding an optional term

A term is optional if it is not defined as primary in the Settings app. Optional terms do not automatically display in a license record.

Click Add term.
Select the term Name from the drop-down list.
Follow steps 1-4 under Filling out a primary term.
Add as many optional terms as desired. The terms save once you save the license.

Removing an optional term

Identify the Optional term you want to remove.
Click the trash can icon. The Optional term is removed from the record once you save the license.

Supplementary documents

A supplementary document is any additional document relevant to the license record.

Adding a supplementary document

Click Add supplementary document.
Enter a Name in the box.
Select a Category from the drop-down list. Categories for Supplementary documents can be configured in the Settings app under Licenses > License term pick list setup.
(Optional) Enter a Note about the supplementary document.
You must complete at least one of the following:
- Upload a file into the license record by dragging and dropping the file in the Drag & drop to upload box, or click or choose file.
- Enter the Physical location of the document in the box.
- Enter the URL of the document in the box.
Repeat steps 1-5 as needed. The supplementary document saves once you save the license.

If a supplementary document is present in a license record, then a copy icon will appear in the supplementary document accordion multi-column list under Reference. Clicking the copy icon will copy the text content of the Reference column to your clipboard.

Removing a supplementary document

Identify the supplementary document you want to remove.
Click the trash can icon. The supplementary document is removed from the record once you save the license.

Searching for licenses

You can search for licenses in the Search & filter pane. You can toggle between the Licenses and Amendments search at the top of the search and filter pane. Click Licenses to start your search. Enter your search terms in the search box and click Search.

You can also search for licenses by selecting any of the filters in the Search & filter pane: Status, Type, Organizations, Organization role, Tags, Start date, End date, Terms, Supplementary documents, Core documents, and License content. For more information on the filters, see the filter descriptions below.

Status

To filter licenses by their status, in the Search & filter pane, click Status, and select one of the listed options. Possible statuses may include:

Active. Licenses currently in use by your library.
Expired. Licenses no longer in use by your library.

Status values are configured in Settings > Licenses > Pick list values.

Type

To filter licenses by their type, in the Search & filter pane, click Type, and select one of the listed options. Possible types may include:

Local. Licenses specific to your library.
Consortial. Licenses entered into through a library consortium.

Type values are configured in Settings > Licenses > Pick list values.

Organizations

To filter licenses associated with a specific organization, follow these steps:

In the Search & filter pane, click Organizations.
Click Select an organization.
In the drop-down list, search for the organization.
Select the organization you want to filter by. The search results appear in the Licenses pane.

Organization role

To filter licenses by their associated organizations’ roles, follow these steps:

In the Search & filter pane, click Organization role.
Click Select a role.
In the drop-down list, search for the role.
Select the role you want to filter by. The search results appear in the Licenses pane.

Organization role values are configured in Settings > Licenses > Pick list values.

Start date

To filter licenses by their start date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar.

You can also check the box Include licenses with no end date set to locate licenses without end dates.

End date

To filter licenses by their end date, enter a date into the On or after and/or On or before search box, or click the calendar icon to select a date from the calendar.

You can also check the box Include licenses with no end date set to locate licenses without end dates.

Terms

To filter licenses by their terms, follow these steps:

In the Search & filter pane, click Terms.
Click Edit term filters.
In the Term filter builder dialog, select a Term from the drop-down list.
Select a Comparator from the drop-down list. The comparator options depend on the term selected.
If the Value box is available, select or enter a value. Whether the value box is available depends on which comparator is selected.
(Optional) To continue to build the term filter, click Add rule.
(Optional) To search for licenses using multiple term filters, click Add term filter. Note: To delete a rule or term filter in the Term filter builder, click on the trash can icon next to the rule or term filter.
Click Apply. The search results appear in the Licenses pane.

Term values are configured in Settings > Licenses > Pick list values.

Supplementary documents

To filter licenses by their supplementary documents, follow these steps:

In the Search & filter pane, click Supplementary documents.
Click Edit document filters.
In the Supplementary document filter builder dialog, select an Attribute from the drop-down list.
Select an Operator from the drop-down list.
Enter a value in the Value box.
(Optional) To continue to build the supplementary document filter, click Add rule.
(Optional) To search for licenses using multiple supplementary document filters, click Add filter. Note: To delete a rule or filter in the Supplementary document filter builder, click on the trash can icon next to the rule or filter.
Click Save & close. The search results appear in the Licenses pane.

Document values are configured in Settings > Licenses > Pick list values.

Core documents

To filter licenses by their core documents, follow these steps:

In the Search & filter pane, click Core documents.
Click Edit document filters.
In the Core document filter builder dialog, select an Attribute from the drop-down list.
Select an Operator from the drop-down list.
Enter a value in the Value box.
(Optional) To continue to build the core document filter, click Add rule.
(Optional) To search for licenses using multiple core document filters, click Add filter. Note: To delete a rule or filter in the Core document filter builder, click on the trash can icon next to the rule or filter.
Click Save & close. The search results appear in the Licenses pane.

Document values are configured in Settings > Licenses > Pick list values.

License content

To filter licenses by their content, follow these steps:

In the Search & filter pane, click License content.
Select Has or Has not from the drop-down list.
Select one or more license content options from the list. These may include Alternative names, Internal contacts, Organizations, Core documents, Supplementary documents, Amendments, and Tags. Note, if you select multiple license content options, they are combined with OR (rather than AND). For example, if you select Alternative names and Internal contacts, the returned results will include license records with Alternative names OR Internal contacts.
To add another filter, click Add filter and select And or Or.
Repeat the above steps as desired.
Your results will appear in the Licenses pane.

Viewing a license

Once you search for a license, the following information appears in the License pane:

Name. The name of the license.
Type. The type of license.
Status. The status of the license.

In the search results, click on a license to view it. The license details pane displays with additional information about the license. In the license display, any accordions not populated with data and not otherwise required are not displayed to the user.

Editing a license

Find the license you want to edit and select it.
In the license details pane, click Actions > Edit.
Make your desired changes to the license.
Click Save & close. A confirmation message appears and the license is updated.

Deleting a license

Find the license you want to delete and select it.
In the license details pane, click Actions > Delete.
In the Delete license dialog, click Delete. A confirmation message appears and the license is deleted.

Adding a tag to a license

Find the license you want to tag and select it.
In the license details pane, click the tag icon.
In the Tags pane, either select a tag from the box or enter a tag.
Click the X on the Tags pane to close the pane and save the tag. The tag number updates to the number of tags applied to the license.

Duplicating a license

Find the license you want to duplicate and select it.
In the License details pane, click Actions > Duplicate.
In the Duplicate license dialog, select which sections of the license to duplicate. See Creating a license for the fields that appear in each of the sections.
Click Save & close.
In the Copy of: [duplicated license’s name] window, make your desired changes.
Click Save & close. A confirmation message appears and the duplicated license appears in the License pane.

Exporting a license

Find the license(s) you want to export and select the checkbox next to the license name in the Licenses pane.
Click Actions > Export selected as CSV.
In the Export licenses as CSV dialog, select which sections of the license(s) to export. See Creating a license for the fields that appear in each of the sections.
Click Save & close. Depending on your browser and its configurations, the file automatically downloads or you are prompted to save it.

Creating an amendment

Find the license to which you want to add an amendment and select it.
In the License details pane, click Amendments > Add amendment.
Fill out the amendment. The fields that appear are also found in a license record. See Creating a license for more information.
Click Save & close. A confirmation message appears and the amendment is saved.

Editing an amendment

Find the license that contains the amendment you want to edit and select it.
In the License details pane, click Amendments.
In the Amendments table, click the amendment you want to edit.
In the Amendment details pane, click Actions > Edit.
Make your desired changes to the amendment.
Click Save & close. A confirmation message appears and the amendment is saved.

Duplicating an amendment

Find the license that contains the amendment you want to duplicate and select it.
In the License details pane, click Amendments.
In the Amendments table, click the amendment you want to edit.
In the Amendment details pane, click Actions > Duplicate.
In the Duplicate amendment dialog, select which sections of the amendment you want to duplicate. See Creating a license for the fields that appear in each of the sections.
Click Save & close.
In the Copy of: [duplicated agreement’s name] window, make your desired changes.
Click Save & close. A confirmation message appears and the duplicated agreement appears in the Agreements pane.

Deleting an amendment

Find the license that contains the amendment you want to delete and select it.
In the License details pane, click Amendments.
In the Amendments table, click the amendment you want to delete.
In the Amendment details pane, click Actions > Delete.
In the Delete amendment dialog, click Delete. A confirmation message appears and the amendment is deleted.

Searching for amendments

You can search for amendments in the Search & filter pane. You can toggle between the Licenses and Amendments search at the top of the search and filter pane. Click Amendments to start your search. Enter your search terms in the search box and click Search.

You can also search for amendments by selecting any of the filters in the Search & filter pane: Status, Start date, End date, Terms, Supplementary documents, Core documents, and Amendment content. For more information on the filters, see the filter descriptions under the Searching for licenses header.

Filtering amendments by content

To filter amendments by their content, follow these steps:

In the Search & filter pane, click Amendment content.
Select Has or Has not from the drop-down list.
Select one or more amendment content options from the list. These may include Core documents, Supplementary documents, and Tags. Note, if you select multiple amendment content options, they are combined with OR (rather than AND). For example, if you select Core documents and Supplementary documents, the returned results will include amendment records with Core documents OR Supplementary documents.
Your results will appear in the Licenses pane.

Adding and removing notes from a license

You can add and assign notes to license records. Assigning a note means you are reusing a previously created note.

Adding a new note to a license

Find the license to which you want to add a note and select it.
In the License details pane, click Notes > New.
In the New note window, select the Note type from the drop-down list. Note types are created in the Settings app. For more information, see Settings > Notes.
Enter a Note title in the box.
(Optional) Enter any Details about the note in the box.
Click Save & close. The note is saved and appears in the Notes section in the license details pane.

Assigning an existing note to a license

Find the license to which you want to add a note and select it.
In the License details pane, click Notes > Assign / Unassign.
In the Assign / Unassign note dialog, search for a note using the search bar in the Search & filter pane, or select a Note type from the drop-down list. You can also filter by Note assignment status.
Select the checkbox next to the note you want to assign to the license and click Save. The note is saved and appears in the Notes section in the license details pane.

Editing notes in a license

Find the license with the note you want to edit and select it.
In the License details pane, click Notes.
Find the note you want to edit, and click Edit at the bottom of the Title and details section of the note.
In the Edit: note window, make your desired changes to the note.
Click Save & close. The note is saved.

Removing notes from a license

Find the license with the note you want to remove and select it.
In the License details pane, click Notes.
Click on the note you want to remove.
In the Note window, click Actions > Delete.
In the Delete note dialog, click Delete. The note is deleted and removed from any records to which it was attached.The Licenses app allows you to create and manage your library’s licenses. The licenses you create here can link to agreements in the Agreements app.

Dashboard widgets for the Licenses app

In the Quesnelia release, the Licenses app comes with one dashboard widget (“ERM Licenses”). There are examples of how you can use this widget definition to achieve a wide range of outcomes in the Example widget configurations documentation.

5 - Local KB Admin

The Local KB admin app allows you to import data in KBART and JSON format into FOLIO’s local knowledgebase (KB) and monitor harvest jobs from external sources of e-resource metadata, which can be configured in Settings > Local KB admin > External data sources. This data is individual e-resources organized in packages. It is available in the Agreements app > E-resources tab after import and can be linked to agreements as agreement lines. If you use the eHoldings app which relies on the knowledgebase from EBSCO, the use of Local KB admin is optional. You can hide the Local KB by activating the “Hide internal agreements knowledgebase” checkbox in Settings > Agreements > Display settings.

Definition of terms related to the Local KB admin app:

E-resource. An electronic resource. This generally refers to packages and titles.
Provider. The provider of the e-resource, e.g. the vendor or publisher.
Package. A collection of e-resources bundled together as a unit.
Title. An individual e-resource, e.g. an e-book, e-journal, or database, regardless in which package it is included in.
Package title. A title within a package with a certain package-platform combination, e.g. Title “Trade profiles” in package “WTO iLibrary journals” on platform “WTO iLibrary”.
Knowledgebase (KB). A knowledge base is an extensive database maintained by a knowledge base supplier that contains information about electronic resources such as title lists and coverage dates etc. Knowledge bases typically organize the resources provided by a content provider into collections or databases that reflect specific content provider offerings, for example packages of e-journals, e-books, or other materials.
Local knowledgebase. The internal knowledgebase of FOLIO to locally manage packages and e-resources.
Proxy server. A service which is used to proxy requests for e-resources in order that a user can access the e-resource with minimal authentication/authorisation issues.
Platform. A platform is a provider’s infrastructure through which e-resources can be accessed.

Permissions

The permissions listed below allow you to interact with the Local KB admin app and determine what you can or cannot do within the app. You can assign permissions to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Local KB admin app.

The following permissions are applicable to all libraries using the Local KB admin app:

Local KB admin: Create jobs. This permission allows the user to add new import jobs.
Local KB admin: Delete jobs. This permission allows the user to delete existing import jobs.
Local KB admin: Manage proxy server configuration. This permission allows the user to create, edit, and delete proxy server settings in Settings > Local KB admin.
Local KB admin: Manage remote KB configuration. This permission allows the user to create, edit, and delete external data sources in Settings > Local KB admin.
Local KB admin: View jobs. This permission allows the user to view existing jobs. It also allows the user to see and access the Local KB admin app in the FOLIO interface.

Connecting an external KB

The Local KB admin app provides the ability to configure external data source that are then periodically queried for changes to metadata. The external source is thereby kept in sync in the local KB and can act as the basis for agreement lines in the Agreements app. To add an external data source to the system, follow these steps:

Open Settings > Local KB admin > External data sources.
In the external data sources pane, click “New” to add a new data source to system.
Fill in the primary fields. For more information on the fields, see the section descriptions below.
Once you have included all of the information about the external data source, click Save. The harvester is going to fetch data from the new source with its next run.

Fields

Name. The name of the external source as it will display in Agreements > E-resources tab > External data source filter.
Type. The adapter type, e.g. for connecting GOKb org.olf.kb.adapters.GOKbOAIAdapter
Record type. The record type used to start the harvest process. If set to Package, then the harvester will fetch all packages and titles included in these packages.
URI. URL that points to the OAI endpoint.
Trusted for title instance metadata. If this checkbox is selected, the data in the OAI stream will overwrite any existing title data that is matched during the import process. This can be used to update, for example, the name of an e-resource that already exists in the local KB. If the checkbox is not selected, the data in the OAI stream won’t update any existing title data.
Is active. If this checkbox is selected, the data source is included in the harvest process.
Supports harvesting. Currently non-functional, this indicates if the data source supports data harvesting
Activation enabled. Currently non-functional, this indicates if the data source supports activation/selection information for resources
Listprefix. For data sources harvested using the OAI-PMH (Open Access Initiative Protocol for Metadata Harvesting), this can be used to specify the metadata prefix for the ListRecords method. This may be required depending on the adapter type specified for the source
Fullprefix. For data sources harvested using the OAI-PMH (Open Access Initiative Protocol for Metadata Harvesting), this can be used to specify the metadata prefix for the fullprefix method. This may be required depending on the adapter Type specified for the source
Principal: The account ID for the external KB.
Credentials: The API key for the external KB.

Creating a KBART import job

In Local KB admin, click Actions > New KBART import job
In the New KBART job window, fill in the primary fields. For more information on the fields, see the section descriptions below.
Drag the KBART file to the upload section or click the “or choose file” button to select the KBART file in your file system.
Once you have included all of the information about the job, click Save & close. The job is saved and being processed in the background.

Fields

Package name. The name of the package that is displayed in the Agreements app in the E-resources section, if the local KB is used by the library.
Package source. Specification of the source of the package list.
Package reference. The package reference, e.g. a package ID.
Package provider. The name of the provider on whose platform the package content is available. If the Provider entered does not exist, a new one will be created in the local knowledgebase in the Agreements app.
Trust this job as a source of title instance metadata. If this checkbox is selected, the data in the KBART file will overwrite any existing title data that is matched during the import process. This can be used to update, for example, the name of an e-resource that already exists in the local KB. If the checkbox is not selected, the data in the KBART file won’t update any existing title data.

The Source and Reference fields are used together as a unique identifier for packages. If a package with the given Source+Reference already exists it will be updated, otherwise a new package will be created.

Creating a JSON import job

To add data to the local KB, you can create JSON import files according to a JSON schema.

In Local KB admin, click Actions > New JSON import job
In the New JSON job window, drag the JSON file to the upload section or click the “or choose file” button to select the JSON file in your file system.
Click Save & close. The job is saved and being processed in the background.

Searching for import jobs

You can search for import jobs in the Search & filter pane. To search for import jobs, enter your search terms in the search box and click Search. The search is limited to the Job name and wont search any other data.

You can also search for import jobs by selecting any of the filters in the Search & filter pane: Running status, Result, and Job type. For more information on the filters, see the filter descriptions below.

Running status

To filter jobs by their running status, select one of the following:

Queued: Jobs that are queued for processing, but have not yet being processed.
In progress: Jobs that are currently being processed.
Ended: Jobs that have been processed.

Result

To filter jobs by their running status, select one of the following:

Success: Jobs that have run to completion without errors.
Partial success: Jobs that have run to completion with some errors.
Failure: Jobs that have not run successfully.
Interrupted: Jobs that have not run to completion because of an unknown interruption.

Job type

To filter jobs by their type, select one of the following

Harvester: Jobs that were triggered by an automated harvest job.
File import: Jobs that were triggered by an JSON or KBART file import.

Harvest jobs can be configured in Settings > Local KB admin > External data source.

Viewing an import job

Once you search for an import job, the following information appears in the results pane:

Job name: The name of the job
Running status: The running status of the job
Import outcome: The job result
Errors: Number of errors
Started: Date and time of the job start
Ended: Date and time of the job end

In the search results, click an import job to view it. The job details pane displays with additional information.

Deleting an import job

Find the import job you want to delete.
In the job detail pane, click Actions > Delete.
In the Delete job dialog, click Delete. A confirmation message appears and the import job is deleted. Please note that deleting an import job only deletes the job entry in the log and not the imported data in the local KB. FOLIO currently does not offer the possibility to delete imported data from the local KB.

Exporting logs

<introduced with Kiwi>

Proxy server settings

See https://wiki.folio.org/x/qYL-Ag for further description.

Electronic Resource Managment (ERM)

ERM Settings

1 - Agreements

Permissions

Creating an agreement

Primary fields

Adding a content type

Deleting a content type

Adding an alternative name

Deleting an alternative name

Agreement periods

Adding an agreement period

Deleting an agreement period

Internal contacts

Adding an internal contact

Removing an internal contact

Agreement lines

License information

Adding general notes about the license

Adding a license created in the Licenses app to an agreement

Adding an external license to an agreement

Removing a license

Replacing a license

Organizations

Adding an organization

Removing an organization

Replacing an organization

Supplementary properties

Filling out a primary property

Adding an optional property

Removing an optional property

Supplementary documents

Adding a supplementary document

Removing a supplementary document

Usage data

Adding a usage data provider

Removing a usage data provider

Replacing a usage data provider

Related agreements

Adding a related agreement

Removing a related agreement

Replacing a related agreement

Searching for agreements

Status

Reason for closure

Renewal priority

Is perpetual

Start date

End date

Cancellation deadline

Organizations

Organizations role

Internal contacts

Internal contacts role

Content type

Tags

Supplementary properties

Agreement content

Documents

Viewing an agreement

Controlling which columns display in the Agreements multi-column list

Editing an agreement

Deleting an agreement

Adding an agreement line

Adding an agreement line via the internal KB

Adding e-resources to the basket

Adding e-resources from the basket to an agreement

From the basket

From the Agreement Line Edit screen

Adding an agreement line via eHoldings

Adding a purchase order line to an agreement line

Replacing a purchase order line in an agreement line

Deleting a purchase order line from an agreement line

Adding an unlinked agreement line

Editing an agreement line

Deleting an agreement line

Viewing agreement lines

Controlling which columns display in the agreement lines multi-column list

Searching for agreement lines

Agreement