Skip to main content
ExLibris
  • Subscribe by RSS
    • Back
    Alma
    Ex Libris Knowledge Center

    EBSCO FOLIO Licenses to Alma Guide

    1. Last updated
    2. Save as PDF
    Ex Libris provides data migration services for Licenses from EBSCO's FOLIO ERM to Alma. 
    The only thing that is migrated from the FOLIO ERM is licenses.  There is no link to electronic inventory for licenses, nor vendor migration from FOLIO ERM.
    If you have a link resolver through FOLIO, use the E-Resource Activation Form to indicate packages portfolios that you subscribe to.
    If you have vendors through FOLIO, you can either manually enter the vendors, or preprocess them and load them using our generic Vendor Interface format.

    License Migration

    Licenses are implemented in Alma using the DLF-ERMI standard. The migration programs transform the incoming license from FOLIO into an Alma license with the following structure:
    • License details (core license attributes such as license code, start date, and vendor)
    • Terms (the DLF-ERMI terms which represent the license terms) – non-repeatable.  Alma supports a fixed list of license terms, as listed below. The type of enumeration for the license terms is listed below in the License Terms and Types table.
    • Notes (repeatable)

    License attachments are not supported from FOLIO licenses.

    File Expected from FOLIO

    Ex Libris expects a single file from FOLIO for licenses: Orders_LicenseDetailswithTermsofUseforOrders_<date>.csv.  Provide the file exactly as exported from FOLIO. 

    Since FOLIO is open source, the actual fields may be different for different institutions.  If your list of fields is not close to this list of fields, consult with your Ex Libris project representative and they will consult with the migration expert.

    The fields expected are: 

    Incoming Field Description
    Order Name License Name
    Order Number License Code
    Supplier/Agent Vendor code for the license
    Authorized Users See License Terms and Types
    Governing Jurisdiction See License Terms and Types
    Governing Law See License Terms and Types
    Indemnification by Licensee See License Terms and Types
    Indemnification by Licensor See License Terms and Types
    All Rights Reserved See License Terms and Types
    Confidentiality of Agreement Required See License Terms and Types
    Confidentiality of Agreement Required Note See License Terms and Types
    Confidentiality of User Information Protected See License Terms and Types
    License Notes Notes
    URL1 Type Each URL/Type combination is migrated to a license URL
    URL1  
    URL2 Type  
    URL2  
    URL3 Type  
    URL3  
    URL4 Type  
    URL4  
    License Start Date Start date
    License End Date End date
    License Location Use Alma Location table in migration form
    License Status Use Alma License Status table in migration form
    Archiving Allowed See License Terms and Types
    Archiving Allowed Note See License Terms and Types
    Archiving Format See License Terms and Types
    Perpetual Access See License Terms and Types
    Perpetual Access Note See License Terms and Types
    Copy Digital See License Terms and Types
    Copy Digital Note See License Terms and Types
    Copy Print See License Terms and Types
    Copy Print Note See License Terms and Types
    Course Pack Electronic See License Terms and Types
    Course Pack Electronic Note See License Terms and Types
    Course Pack Print See License Terms and Types
    Course Pack Print Note See License Terms and Types
    Distance Education See License Terms and Types
    Distance Education Note See License Terms and Types
    Fair Use Clause See License Terms and Types
    Fair Use Clause Note See License Terms and Types
    Applicable Copyright Law See License Terms and Types
    ILL Electronic See License Terms and Types
    ILL Electronic Note See License Terms and Types
    ILL Print See License Terms and Types
    ILL Print Note See License Terms and Types
    ILL Secure Electronic See License Terms and Types
    ILL Secure Electronic Note See License Terms and Types
    Link Electronic See License Terms and Types
    Link Electronic Note See License Terms and Types
    Reserves Electronic See License Terms and Types
    Reserves Electronic Note See License Terms and Types
    Reserves Print See License Terms and Types
    Reserves Print Note See License Terms and Types
    Scholarly Sharing See License Terms and Types
    Scholarly Sharing Note See License Terms and Types
    Other Restrictions See License Terms and Types
    Walk-ins See License Terms and Types
    Walk-ins Note See License Terms and Types
    Concurrent Users See License Terms and Types
    Concurrent Users Note See License Terms and Types

    Migration Form

    Complete the following sections of the migration form, available at EBSCO ERM Migration Form.xlsx.  Submit this form along with your files to the Ex Libris MFT, according to 'FTP Drop Point Delivery and Form', below.

    Questionnaire tab

    The Institution and Customer questions on the Questionnaire tab are for informational purposes only.

    Alma Location Map

    Use the Alma Location Map to change incoming FOLIO license storage locations to Alma storage location codes.  The values in columns C and D are also loaded to the License Storage Location code table in Alma:

    FOLIO License Location: The values in the License Location field in FOLIO.

    Description: The description of the License Location field, if necessary.  This column is not used in migration.

    Alma License Storage Location Code: the code for the license storage location in Alma.  This column is used to generate the License Storage Location code table in Alma.

    Alma License Storage Location Description: the description of the license storage location in Alma.  This column is used to generate the LIcense Storage Location code table in Alma.

    Alma License Status Map

    Use the Alma License Status map to change incoming FOLIO License Status field to the Alma license status. 

    FOLIO License Status:  The values in the License Status field in FOLIO.

    Description: the description of the License Status field, if necessary.  This column is not used in migration.

    Alma Status: The status of the license in Alma. Acceptable values are: DRAFT, ACTIVE, DELETED, EXPIRED, RETIRED.

    License Terms Values

    There are some license terms in FOLIO which have customized License Term Values for the Enumeration Type of a license term.  Alma does not allow customized License Term Values, therefore you must map incoming customized values using the "License Terms Values" map in the migration form.  For example, the customized value 'Single chapters only' might be mapped to PERMITTED.  The acceptable values are listed in the dropdown box on the form.

    FOLIO License Term Values: The list of possible values for all FOLIO License Terms.  Include all values, not just the customized values.

    Description: A description of the term values, if necessary. This column is not used in migration.

    Alma Term Values: Acceptable values are: YES, NO, UNKNOWN, PERMITTED, PROHIBITED, SILENT, UNINTERPRETED, NOTAPPLICABLE.

    License Terms and Types

    In the following table, the enumeration type is one of the following, with available license terms values.
    • LicenseTermsYesNo = Yes, No
    • LicenseTermsPermittedProhibited = Prohibited, Permitted, Silent
    • LicenseTermsUOM = CALENDARDAY, BUSINESSDAY, WEEK or free text
    • FREE-TEXT = note field

    In the migration form, customers may not change the FOLIO to Alma license term mapping, nor may they change the type of enumeration of the license term. You MAY change the default section in Alma for the license term.

    FOLIO License Term Alma License Term Code Type of Enumeration
    Default Section in Alma:
    this may be changed in the
    migration form
    Authorized Users AUTHUSERDEF FREE-TEXT Authorized User
    Authorized Users Note AUTHUSERDEFN FREE-TEXT Authorized User
    Fair Use Clause Indicator FAIRUSE  LicenseTermsYesNo Terms of Use
    Database Protection Override Clause Indicator DATAPROTOVERC  LicenseTermsYesNo Terms of Use
    All Rights Reserved Indicator ALLRIGHTS LicenseTermsYesNo Terms of Use
    Citation Requirement Detail CITREQD FREE-TEXT Terms of Use
    Digitally Copy DIGCOPY LicenseTermsPermittedProhibited Restrictions
    Digitally Copy Note DIGCOPYN FREE-TEXT Restrictions
    Print Copy PRINTCOPY LicenseTermsPermittedProhibited Restrictions
    Print Copy Note PRINTCOPYN FREE-TEXT Restrictions
    Scholarly Sharing SCHOLSHARE LicenseTermsPermittedProhibited Restrictions
    Scholarly Sharing Note SCHOLSHAREN FREE-TEXT Restrictions
    Distance Learning DISTANCE LicenseTermsPermittedProhibited Restrictions
    Distance Learning Note DISTANCEN FREE-TEXT Restrictions
    ILL General ILLPRINTFAX LicenseTermsPermittedProhibited Restrictions
    ILL Secure Electronic ILLSET  LicenseTermsPermittedProhibited Restrictions
    ILL Electronic (email) ILLELEC LicenseTermsPermittedProhibited Restrictions
    ILL Record Keeping ILLRKRI LicenseTermsYesNo Restrictions
    ILL Record Keeping Note ILLN FREE-TEXT Restrictions
    Course Reserve COURSERES LicenseTermsPermittedProhibited Restrictions
    Course Reserve Note COURSERESNOTE FREE-TEXT Restrictions
    Electronic Link ELECLINK LicenseTermsPermittedProhibited Restrictions
    Electronic Link Note ELECLINKNOTE FREE-TEXT Restrictions
    Course Pack Print COURSEPACKPRINT LicenseTermsPermittedProhibited Restrictions
    Course Pack Electronic COURSEPACKELEC LicenseTermsPermittedProhibited Restrictions
    Course Pack Note COURSEPACKN FREE-TEXT Restrictions
    Remote Access REMOTE LicenseTermsYesNo Restrictions
    Remote Access Note WALKIN  FREE-TEXT Restrictions
    Other Use Restrictions (Staff Note) OTHERUSERSTRN FREE-TEXT Restrictions
    Perpetual Access Right PERPETUAL  LicenseTermsYesNo Perpetual Rights
    Perpetual Access Holdings PERPETUALH FREE-TEXT Perpetual Rights
    Perpetual Access Note PERPETUALN FREE-TEXT Perpetual Rights
    Licensee Termination Right LEETERMRIGHT LicenseTermsYesNo Termination Obligations
    Licensee Termination Condition LEETERMCOND FREE-TEXT Termination Obligations
    Licensee Termination Condition Note LEETERMCONDN FREE-TEXT Termination Obligations
    Licensee Notice Period for Termination (Number) LEENOTICE FREE-TEXT Termination Obligations
    Licensee Notice Period for Termination (Unit) LEENOTICEUOM LicenseTermsUOM Termination Obligations
    Licensor Termination Right LORTERMRIGHT FREE-TEXT Termination Obligations
    Licensor Termination Condition LORTERMCON FREE-TEXT Termination Obligations
    Licensor Termination Condition Note LORTERMCONN FREE-TEXT Termination Obligations
    Licensor Notice Period for Termination (Number) LORNOTICE FREE-TEXT Termination Obligations
    Licensor Notice Period for Termination (Unit) LORNOTICEUOM LicenseTermsUOM Termination Obligations
    Termination Right Note TERMRIGHTN FREE-TEXT Termination Obligations
    Termination Requirements TERMREQS FREE-TEXT Termination Obligations
    Termination Requirements Note TERMREQSN FREE-TEXT Termination Obligations
    Governing Law GOVLAW FREE-TEXT Obligations
    Governing Jurisdiction GOVJUR FREE-TEXT Obligations
    Applicable Copyright Law APPCLAW FREE-TEXT Obligations
    Cure Period for Breach (Number) CUREBREACH FREE-TEXT Obligations
    Cure Period for Breach (Unit) CUREBREACHUOM LicenseTermsUOM Obligations
    Renewal Type RENEWTYPE FREE-TEXT Obligations
    Non-Renewal Notice Period (Number) NONRNOTICE FREE-TEXT Obligations
    Non-Renewal Notice Period (Unit) NONRNOTICEUOM LicenseTermsUOM Obligations
    Archiving Right ARCHIVE LicenseTermsYesNo Perpetual Rights
    Archiving Format ARCHIVEFMT FREE-TEXT Perpetual Rights
    Archiving Note ARCHIVEN FREE-TEXT Authorized User
    Concurrent Users  CONCURUSER FREE-TEXT Authorized User
    Concurrent Users Note  CONCURUSERN FREE-TEXT Authorized User
    The following license terms are not standard Alma license terms but are added by migration.  
    Pre-Print Archive Allowed PREPARCHALL LicenseTermsPermittedProhibited Restrictions
    Pre-Print Archive Conditions PREPARCHCOND FREE-TEXT Restrictions
    Pre-Print Archive Restrictions (Number) PREPARCHRESTN FREE-TEXT Restrictions
    Pre-Print Archive Restrictions (Unit) PREPARCHRESTUOM LicenseTermsUOM Restrictions
    Pre-Print Archive Note PREPARCHNOTE FREE-TEXT Restrictions
    Post-Print Archive Allowed POSTPARCHALL LicenseTermsPermittedProhibited Restrictions
    Post-Print Archive Conditions POSTPARCHCOND FREE-TEXT Restrictions
    Post-Print Archive Restrictions (Number) POSTPARCHRESTN FREE-TEXT Restrictions
    Post-Print Archive Restrictions (Unit) POSTPARCHRESTUOM LicenseTermsUOM Restrictions
    Post-Print Archive Note POSTPARCHNOTE FREE-TEXT Restrictions
    Incorporation of Images Figures and Tables Right IMAGESRIGHT LicenseTermsPermittedProhibited Restrictions
    Incorporation of Images Figures and Tables Note IMAGESNOTE FREE-TEXT Restrictions
    Public Performance Right PUBPERFRIGHT LicenseTermsPermittedProhibited Restrictions
    Public Performance Note PUBPERFNOTE FREE-TEXT Restrictions
    Training Materials Right TRAINRIGHT LicenseTermsPermittedProhibited Restrictions
    Training Materials Note TRAINNOTE FREE-TEXT Restrictions
    Terms Note TERMSNOTE FREE-TEXT Terms of Use
    Local Use Terms Note LOCALUSENOTE FREE-TEXT Terms of Use
    Other Use Restrictions (Public Note) OTHERUSEPUBNOTE FREE-TEXT Restrictions

    FTP Drop Point Delivery and Form

    Each time data files are provided to Ex Libris in the formats indicated in the specification section above, place them on the MFT server specified to you by your Ex Libris project manager.
    The following is the default naming convention:
    CustomerName+DataType+sequence+date+[.<file_extension>].
    For example: centralu_bib_01_20200420.mrc, centralu_bib_02_20200420.mrc, centralu_bib_03_20200420.mrc, etc.
    Additionally, provide the 360 and Intota Migration Form along with your data.
    1. Back to top
    • Was this article helpful?

    Recommended articles

    1. Article type
      Topic
      Content Type
      Documentation
      Language
      English
      Product
      Alma
    2. Tags
      This page has no tags.