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    Managing Licenses and Amendments

    Translatable
    To view licenses and license amendments, you must have one of the following roles:
    • License Manager
    • Selector
    • Purchasing Operator
    • Purchasing Manager
    To manage licenses and license amendments, you must have the following role:
    • License Manager
    Many electronic resources require licenses from the vendors that provide the resources. Alma enables you to enter license information for tracking and informational purposes.
    You can enter license information and amendments. You associate a license with an activated electronic resource in your local inventory on the Repository Search page (see Searching in the RepositorySearching in Alma) or on the PO Line Summary page of the purchasing workflow (see Manually Creating a PO line).
    • Alma's functionality does not change based on license information; the exception to this is ordering Network Zone managed electronic resources in a collaborative network; see Adding a Negotiation License. Alma does not restrict access to resources if a license is not present or if it expires.
    • Alma supports DLF-ERMI and ONIX-PL for managing licenses. For details about setting up ONIX-PL licenses, see Adding ONIX-PL-Formatted Licenses.
    You manage licenses on the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses).
    Licenses and Amendments Page
    When you select All in the Status filter, Alma displays only Active and Draft licenses. To view Deleted licenses, select Deleted in the filter.

    Adding a License

    If you are using licenses in a collaborative network implementing a Network Zone, see Adding a Negotiation License.
    To add a license:
    1. On the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses), click Add License.
      The Select License Creation Process page appears. This is the first page of the license creation wizard.
      Select License Creation Process
    2. Select Manually and click Next.
      For information about adding a license from an ONIX-PL file, see Adding ONIX-PL-Formatted Licenses.
    3. The Summary tab on the License Details page appears.
      Summary Tab - License Details Page
      When you first create a license, the Inventory tab is populated only if you associate the license with an activated electronic resource in your local inventory (see Managing Electronic Collections).
    4. Enter the name of the license and license code, and select the start date of the license. These fields are mandatory.
    5. Configure the following optional fields:
      License Details (Additional Fields)
      Field Description
      License Status The status of the license. The values are:
      • Active – The license is activated and in use
      • Deleted – Mark the license is deleted. Deleted licenses can be re-activated by selecting Actions > Edit in the row actions list and changing the license status value. Relevant only when updating an existing license.
      • Draft – The license is created but not in use
      • Expired
      • Retired
      Licensor A vendor to associate with the license.
      A license may be linked to a single vendor.
      Signed by The user who approved of the license.
      Signed on The date on which the license was approved by the above user.
      Second party’s signed by The user who is a secondary approver of the license.
      Second party’s signed on The date on which the license was approved by the secondary approver.
      Start date The start date.
      End date The end date.
      License location The physical location of a printed license.
      The values are configured in the License Storage Location code table (see Configuring License Storage Locations).
      License review status The status of the license review. Possible values are:
      • Accepted – The license has passed review and is available for use.
      • In review – The license is being reviewed by the library/institution.
      • Pending – A license for which review has not yet begun.
      • Rejected – A license which has been determined to be unacceptable. The license is not available for use, but a record of it is kept in the system.
      You can also configure additional license review statuses, as necessary. For more information, see Configuring License Review Statuses.
      These values are for informational purposes, only.
      License URI The URI where an electronic license is available.
      Licensing agent A an additional vendor, that is the organization (such as a subscription agent) or individual that facilitates a licensing transaction on behalf of one or more parties.
      Possible functions of the agent include acting as a negotiating intermediary (with or without a fee for services), a vendor accepting payment for the product, or the named licensee for a particular agreement.
    6. In the License Terms tab, configure the terms of the license, such as its terms of use, restrictions, and perpetual rights. For information on these terms, see List of License Term Types.
      The sections and fields in this tab represent a subset of the full set. An Acquisitions Administrator can configure which fields appear an in which order; for more information, see Configuring Sections Order and Managing License Terms.
      License Terms Tab - License Term Details Page
    7. Click Save to store the information you entered and return to the Licenses and Amendments page.

    Adding an Amendment to a License

    You can create amendments to existing licenses, which modify the properties of the base license. Amendments added to a license override the base license.
    If you create an amendment, you must modify the license code, since it is unique to each license/amendment. You cannot add amendments to amendments.
    To amend a license:
    1. On the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses), select Actions > Create Amendment in the row actions list for the license you want to amend. The Summary tab on the License Details page appears.
      License Details Page – Amendment
    2. Enter a name and a unique license code for the amended license.
    3. Edit the remaining fields in this tab as required. For more information on these fields, see Adding a License.
    4. In the License Terms tab, modify the fields of the amended license, as required.
      License Term Details Page – License Terms Tab
      • Click Restore Selected to restore the selected values (that is, the values whose check boxes are selected) to their original value.
      • The right side of the page contains one of the following values that you will see after you save and reopen the amendment.
        • (Base) – The value is taken from the parameter in the license.
        • (Amendment) – The value is unique to the amendment and is not taken from the parameter in the license.
    5. In the Inventory tab, you can view the active packages associated with the license and the historical packages that are no longer associated with the license.
      Licenses can be associated with packages either by searching in the repository (see Searching in the RepositorySearching in Alma) or from the PO Line Summary page of the purchasing workflow (see Manually Creating a PO line).
    6. In the PO Lines tab, you can view PO lines linked to the license. For information about the actions for each PO line, see Searching for PO Lines.
      For more information about linking closed or canceled PO lines to a license, see the Link Closed/Canceled PO Lines to Licenses video (1:10 mins).
    7. Click Save to store the amendment information you entered and return to the Licenses and Amendments page.

    Editing Licenses or Amendments

    You can edit license or an amendment information.
    To edit a license or an amendment:
    1. On the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses), select Actions > Edit in the row actions list for a license or amendment. The Summary tab on the License Details page appears. See Adding a License.
    2. Update the fields as required. For more information on these fields, see Adding a License.
    3. In the License Terms tab, update the fields used to define the terms of the license or amendment, as required. For more information on these fields, see Adding a License.
    4. In the Inventory tab, you can view the active packages associated with the license/amendment and the historical packages that are no longer associated with the license/amendment.
    5. In the PO Lines tab, view PO lines linked to the license. For information about the actions for each PO line, see Searching for PO Lines.
    6. If you are editing a license, you can perform the following actions on amendments in the Amendments tab:
      • Add an amendment – Click Add Amendment to open the License Details page and add a new amendment (see Adding an Amendment to a License)
      • Edit the amendment – Select Actions > Edit in the row actions list.
      • View the license information – Select Actions > Base in the row actions list (or just select the Summary tab of the license).
      • Duplicate the amendment – Select Actions > Duplicate in the row actions list.
      • Delete the amendment – Select Actions > Delete in the row actions list.
    7. In the History tab, view changes to licenses. For more information, see History TabHistory Tab.
      License History
      • Select License changes to display changes to the license.
      • Select License terms changes to display changes to the terms of the license.
      • In a collaborative network implementing a Network Zone, select Negotiation changes to display changes to the license negotiations.
      When a license is first created, there is no history data.
    8. In the Notes tab, add, update, or delete notes for the license or amendment. For details, see Notes TabNotes Tab.
    9. In the Attachments tab, add, update, or delete attachments for the license or amendment. For details, see Attachments TabAttachments Tab.
    10. Click Save to store the changes you made to the license or amendment.
    For more information about license related enhancements, see the New License History Tab and Other License-Related Enhancements video (3:41 mins).

    Deleting Licenses or Amendments

    You don't actually remove a license. Instead, you can change the status of a license or an amendment to Deleted. A deleted license can still be associated with a PO line.
    To note a license or an amendment as deleted:
    On the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses), select Actions > Delete in the row actions list for a license or amendment and click Confirm in the confirmation message dialog box.

    Adding ONIX-PL-Formatted Licenses

    You can integrate ONline Information eXchange for Publication Licenses (ONIX-PL) with license standards that conform to Digital Library Federation (DLF) standards. Alma maps fields from the ONIX-PL XML file to fields in the DLF-based license template, as described in the following tables.

    ONIX Fields Mapping to Alma

    If any of the following terms exists in the ONIX file, Alma maps the field with the value Yes.
    Alma Fields Mapped to Yes
    ONIX Field Alma Field
    General Terms Section:
    AllRightsReserved All rights reserved
    DatabaseProtectionOverride Database protection override clause
    StatutoryRightsAffirmation Fair use clause
    ClickThroughOverride Clickwrap modification clause indicator
    ConfidentialityOfUserData Confidentiality of user information indicator
    LicenseeIndemnity Indemnification by licensee clause
    LicensorIntellectualPropertyWarranty Intellectual property warranty indicator
    UCITAOverride UCITA Override Clause Indicator
    Supply Terms Section:
    ComplianceWithAccessibilityStandards Accessibility compliance indicator
    CompletenessOfContent Completeness of Content clause indicator
    ConcurrencyWithPrintVersion Concurrency with print version clause indicator
    If any of the following terms exists in the ONIX file, Alma maps the text from the href id field of the ONIX file to the Alma field.
    ONIX href id Fields to Alma
    ONIX Field Alma Field
    General Terms Section:
    ApplicableCopyrightLaw Applicable Copyright Law
    GoverningLaw Governing law
    ActionOnTermination Termination Requirements
    Supply Terms Section:
    ContentWarranty Content Warranty
    ServicePerformanceGuarantee Performance Warranty Uptime Guarantee
    If either of the following terms exists in the ONIX file, Alma maps the field with the relevant ENUM (Permitted/ Prohibited/Silent/ Un-interpreted/ Not Applicable).
    ONIX to Alma - ENUM
    ONIX Field Alma Field
    Usage Terms Section:
    SupplyCopy Scholarly sharing
    PrintCopy Print copy
    Fields that are mapped from ONIX-PLreceive the attributes and characteristics (such as Order and whether or not a field appears in the license itself) of the DLF fields, as configured by the Alma Acquisitions Administrator. A field that was mapped from ONIX-PL to Alma may not appear in the license, even though it is in use, depending on the settings of the DLF field to which the ONIX-PL field is mapped.
    Fields that exist in the ONIX-PL XML file but not in Alma are stored in the original uploaded XML file from the library.
    For more information on loading ONIX-PL Formatted Licenses, see the Load ONIX-PL Formatted Licenses video (7:33 mins).

    Creating and Configuring a License from ONIX-PL

    You can upload the ONIX-PL XML file and create a license based on its specifications.
    To create an Alma license from an ONIX-PL-formatted license:
    1. On the Licenses and Amendments page (Acquisitions > Acquisitions Infrastructure > Licenses), click Add License.
      The Select License Creation Process page appears. This is the first page of the license creation wizard.
      Select License Creation Process
    2. Select From ONIX-PL file and click Next.
      The Create license from file page appears.
      Required Fields for new License
    3. Enter a name and code for the license.
    4. Click the folder in the Upload File field, browse to the ONIX-PL upload file, select it, and click Upload.
      Alma uploads the file and displays the Summary tab of the License Details.
    5. Fill in any remaining information (see Adding a License) and click Save.