FOLIO Documentation – Electronic Resource Managment (ERM)

Docs: Agreements

Thu, 27 Jun 2024 00:00:00 +0000

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 and Capabilities

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 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.

The Capability sets listed below allow you to interact with the Agreements app and determine what you can or cannot do within the app. You can assign Capability sets to users in the section Authorization roles of the Settings app.

permissionDisplayName (OKAPI)	Capability/Capability Set (EUREKA)	Type	ApplicationID	Action
Agreements: Search & view agreements	UI-Agreements Agreements (ui-agreements_agreements.view)	data	app-platform-complete-2.5.3	view
Agreements: Edit agreements	UI-Agreements Agreements (ui-agreements.agreements.edit)	data	app-platform-complete-2.5.3	edit
Agreements: Delete agreements	UI-Agreements Agreements (ui-agreements.agreements.delete)	data	app-platform-complete-2.5.3	delete
Agreements: File download	UI-Agreements Agreements File (ui-agreements_agreements.view)	procedural	app-platform-complete-2.5.3	execute
Agreements: Search & view e-resources	UI-Agreements Resources (ui-agreements_resources.view)	data	app-platform-complete-2.5.3	view
Agreements: Edit e-resources	UI-Agreements Resources (ui-agreements.resources.edit)	data	app-platform-complete-2.5.3	edit
Agreements: Search & view platforms	UI-Agreements Platforms (ui-agreements.platforms.view)	data	app-platform-complete-2.5.3	view
Agreements: Edit platforms	UI-Agreements Platforms (ui-agreements.platforms.edit)	data	app-platform-complete-2.5.3	edit
eUsage reports: charts may be viewed	Plugin-Eusage-Reports Charts (plugin-eusage-reports.view-charts)	data	app-erm-usage-2.0.4	view

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.

Aquisition units

Acquisition units are an additional layer you can add to acquisition records that restrict a user’s ability to interact with those records unless they have been assigned to that unit. For example, you may create acquisition units to represent the different libraries within your library system. Units are defined and determined by your library in the Settings app. See Settings > Acquisition units for more information.

If you want the agreement to be available to particular users within certain acquisition units, enter or select the Acquisition units from the drop-down list. You can select multiple units.

Agreement lines inherit the acquisition units from their parent agreement (i.e. you cannot assign an acquisition unit directly to an agreement line, only to 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.

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.

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.

Acquisition unit

To search for agreements assigned to a specific acquisition unit, follow these steps:

In the Search & filter pane, click Acquisition unit.
Select the acquisition unit from the drop-down list. The search results appear in the Agreements pane.

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 an Attribute from the drop-down list. Attributes include Name, Note, Category, Physical location, URL, Content type, and File name.
Select an 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.
- Note: the Name column is the main column and cannot be selected or unselected.
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 click Select agreement and use the Search & filter plugin 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 a document to an agreement line

You have the option of adding a document to an agreement line. For example, if an agreement line represents a package, a document describing the package and content could be uploaded. Or if an agreement line is for an ebook that is catalogued, a URL could be added linking the relevant inventory item, holding or instance.

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 document 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 document.
In the Agreement line pane, click Actions > Edit.
In the Edit agreement line window, click Add document.
Enter a Name in the box.
(Optional): Select a Category from the drop-down list.
- Categories include Consortium negotiation document, License, and Misc.
(Optional): Enter a Note about the 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 5-9 as needed. The documents are saved when the agreement line is saved.

Deleting a document from an agreement line

Find the agreement with the agreement line with the document 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 document you want to delete and select it.
In the Agreement line pane, click Actions > Edit.
To remove the document, click the trash can icon next to the document 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.
- Note: the Name column is the main column and cannot be selected or unselected.
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.

Acquisition unit

To search for agreement lines assigned to a specific acquisition unit, follow these steps:

In the Search & filter pane, click Acquisition unit.
Select the acquisition unit from the drop-down list. The search results appear in the Agreement lines pane.

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.

Documents

To search for agreement lines linked to specific documents, follow these steps:

In the Agreement lines Search & filter pane, click Documents.
Click Edit document filters.
In the Document filter builder dialog, select an Attribute from the drop-down list. Attributes include Name, Note, Category, Physical location, URL, Content type, and File name.
Select an 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 line, a single document on that agreement line 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 agreement lines 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 lines pane.

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.
Synchronisation status: Synchronising or Paused.
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
Synchronization 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.

Synchronizing select package data to Agreements local KB from GOKB

When GOKB is setup as an external data source is setup for the Agreements local KB, packages are only fully synchronized if they are needed locally in the FOLIO tenant.

All package header information (i.e. the package name, ID, and other key information) is synchronized
Each package will be marked in Folio as to be synchronized or not
Package content (title lists → in GOKB terms these are TIPPs, in Folio called PCIs) will only be synchronized for those packages marked to synchronize

After searching for and selecting packages covered by an agreement in the local KB, under the Actions drop-down menu, select Start synchronisation of selected packages. To pause synchronization of the packages, select Pause synchronisation of selected packages.

Packages can also be synchronized individually by selecting the package record in the local KB search, and selecting Start synchronisation from the Actions drop-down menu.

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
Material 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.

GOKB search

By clicking on the GOKB search tab, you can search for titles directly in GOKB (via the GOKB OpenSearch API) without those titles needing to be present in the local KB. Search results display title availability across packages, with options to synchronise related packages to the local KB and to create agreement lines directly from GOKB titles. Where a title already exists in the local KB, the user is directed to the local information including any existing agreements.

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.

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.

Docs: ERM comparisons

Wed, 13 May 2026 00:00:00 +0000

The ERM comparisons app is used to compare the contents of two different packages or agreements to check whether there are any overlaps in content.

Definition of terms related to the ERM comparisons app:

Comparison. A record that compares the contents of two collections of e-resources (agreements or packages) and as a result shows, which titles are contained in which set and whether titles in the collections overlap or not.
Package. A collection of e-resource titles bundled together as a unit and distributed by a provider.
Agreement. An agreement outlines the content your library can access.

Permissions

The Capability sets listed below allow you to interact with the ERM comparisons app and determine what you can or cannot do within the app. You can assign Capability sets to users in the section Authorization roles of the Settings app.

permissionDisplayName (OKAPI)	Capability/Capability Set (EUREKA)	Type	ApplicationID	Action
ERM comparisons: View jobs	UI-Erm-Comparisons Jobs (ui-erm-comparisons_jobs.view)	data	app-erm-usage-2.0.2	view
ERM Comparisons: Create jobs	UI-Erm-Comparisons Jobs (ui-erm-comparisons_jobs.edit)	data	app-erm-usage-2.0.2	edit
ERM Comparisons: Delete jobs	UI-Erm-Comparisons Jobs (ui-erm-comparisons_jobs.delete)	data	app-erm-usage-2.0.2	delete
Agreements: Search & view agreements	UI-Agreements Agreements (ui-agreements_agreements.view)	data	app-platform-complete-2.1.9	view
Agreements: Search & view e-resources	UI-Agreements Resources (ui-agreements_resources.view)	data	app-platform-complete-2.1.9	view

Creating a comparison

In the ERM comparisons pane, click New.
Select a name.
Add as a first comparison point either a package or an agreement to the comparison.
Select a date. All titles that where an active component of the collection on this date are included in the comparison. The current day is preset by default.
Add as a second comparison point either a package or an agreement to the comparison.
Select a date. All titles that where an active component of the collection on this date are included in the comparison. The current day is preset by default.
Once you have included all of the information you want about the comparison, click Save & close. A confirmation message appears, and the comparison is saved and appears in the comparison pane. The comparison will start automatically.

Searching for a comparison

You can search for a comparison in the Search & filter pane. To search for comparisons, enter your search terms in the search box and click Search. It will be searched for the name of the comparison.

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

Running status

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

Ended. The comparison of the two comparison points is finished. The outcome/result can be checked.
In progress. The comparison of the two comparison points is currently running.
Queued. The comparison of the two comparison points has not started yet. It will be automatically started at some point.

Result

To filter comparisons by their result, select one of the following:

Failure. The comparison of the two comparison points was not successful. The comparison report is empty.
Interrupted. The comparison of the two comparison points was interrupted.
Partial success. The comparison of the two comparison points was partially successful.
Success. The comparison of the two comparison points was successful. A comparison report can be viewed. The report only contains titles if at least one of the two comparison points contained titles.

Comparison point 1 & 2

To filter for comparisons that contain specific packages or the components of a specific agreement, select one or both of the following:

Select agreement. Select an existing agreement from the Agreements app.
Select package. Select a package from the internal KB.

Viewing a comparison

Once you search for a comparison, the following information appear in the ERM comparisons pane:

Name. The name of the comparison.
Running status. The running status of the comparison.
Outcome. The outcome of the comparison as soon as the running status is set to ended.
Errors. The number of errors that occured during the comparison.
Started. The time and date the comparison process started.
Ended. The time and date the comparison process ended.

In the search results, click a comparison to view it. The comparisons details pane displays the following additional information:

Comparison report. The listing of the compared titles with the information in which comparison point the titles are and whether they overlap or not.
Comparison points. The listing of the e-resouce collections (agreements and/or packages) that were being compared.
Error log. An error log will be shown if the comparison was not successful.
Info log. An info log will be shown if the comparison was not fully successful.

Viewing a comparison report

To view a comparison report, click on the comparison whose report you would like to view. In the comparisons details pane, click View comparisons report. The report displays the following information:

Title. The title of each e-resource that is whether in one or the other or both packages, shown in alphabetical order.
Available via. The name of the platform of the specific e-resource and a link to the e-resource on this platform.
Coverage. If available, the start date and/or end date of the e-resource. Coverage is typically only displayed for e-Journals.
Agreement/Package #1 on MM/DD/YYYY. The first comparison point with the name of the package or agreement and date of the comparison. The field will display a check mark circled in green if the comparison point contains the e-resource and an X circled in red if the comparison point does not contain the e-resource.
Agreement/Package #2 on MM/DD/YYYY. The second comparison point with the name of the package or agreement and date of the comparison. The field will display a check mark circled in green if the comparison point contains the e-resource and an X circled in red if the comparison point does not contain the e-resource.
Overlap.
- None. The e-resource does not overlap. The title is only found in one of the comparison points. No overlap will be displayed in a red color.
- Full. The e-resource overlaps. The title including its metadata is found in both comparison points. Full overlap will be displayed in a green color.
- Partial. The e-resource is partly overlapping. The title is found in both comparison points but with differentiating metadata, e.g. the coverage or plattform-URL. Partial overlap will be displayed in an orange color.

Deleting a comparison

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

Docs: eHoldings

Wed, 01 May 2024 00:00:00 +0000

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 and Capabilities

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.

The Capability sets listed below allow you to interact with the eHoldings app and determine what you can or cannot do within the app. You can assign Capability sets to users in the section Authorization roles of the Settings app.

permissionDisplayName (OKAPI)	Capability/Capability Set (EUREKA)	Type	ApplicationID	Action
eHoldings: Can create and delete custom packages and titles	UI-Eholdings Titles-Packages Create-Delete (ui-eholdings.titles-packages.create-delete.manage)	data	app-platform-complete-2.5.3	manage
eHoldings: Can edit providers, packages, titles detail records	UI-Eholdings Records (ui-eholdings.records.edit)	data	app-platform-complete-2.5.3	edit
eHoldings: Can select/unselect packages and titles to/from your holdings	UI-Eholdings Package-Title Select-Unselect (ui-eholdings.package-title.select-unselect.execute)	procedural	app-platform-complete-2.5.3	execute
eHoldings: Can view Usage & analysis data for packages, titles and resources	UI-Eholdings Costperuse (ui-eholdings.costperuse.view)	data	app-platform-complete-2.5.3	view
Settings (eholdings): Create, edit, and view Usage Consolidation API credentials	UI-Eholdings Settings Usage-Consolidation Create-Edit (ui-eholdings.settings.usage-consolidation.create-edit)	settings	app-platform-complete-2.5.3	view
Settings (eholdings): View Usage Consolidation API credentials	UI-Eholdings Settings Usage-Consolidation (ui-eholdings.settings.usage-consolidation.view)	settings	app-platform-complete-2.5.3	view
Settings (eHoldings): Can assign/unassign a user from a KB	UI-Eholdings Settings AssignedUser (ui-eholdings.settings.assignedUser.edit)	settings	app-platform-complete-2.5.3	edit
Export manager: All	UI-Export-Manager Export-Manager (ui-export-manager.export-manager.all)	data	app-platform-complete-2.5.3	manage
Export manager: Download and re-send files	UI-Export-Manager Jobs DownloadAndResend (ui-export-manager.jobs.downloadAndResend.execute	procedural	app-platform-complete-2.5.3	execute

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 Delete agreement line dialog, click Delete. 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.
Optional: The user can set which columns display on the Titles accordion on the Package detail record by selecting Actions > Show columns.
Click Search. The titles are filtered based on your selections.
These same filtering options can be applied to ISSN/ISBN, Publisher, or Subject by selecting ISSN/ISBN, Publisher, or Subject from the drop-down menu next to the magnifying glass icon.

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 Delete agreement line dialog, click Delete. 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.

Docs: eUsage

Wed, 20 May 2026 00:00:00 +0000

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

The app provides automatic harvesting of COUNTER standard usage reports via Counter API or Sushi API 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

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 Counter / Sushi or from an aggregator. The only aggregator service currently supported in eUsage is the German National Statistics Server.
Counter. Standard format for electronic resource usage statistics. Detailed information is available at Project COUNTER.
Counter or Sushi. 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 allow you to control what you can do within the app.

OKAPI

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.

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.

EUREKA

You can assign permissions to users in the Users app via an user role. If none user role is assigned to a user, they are unable to see the eUsage app or any related information.

Define user roles for eUsage

User roles can be defined under Settings > Authorization roles. You can define different roles for your environment based on your specific requirements.

The following tables gives you an overview of the setting options for eUsage within the user role.

Capability sets

Capability sets for eUsage

Type	Resource	Action	Description
Data	Ermusageharvester	Manage	All permissions for the mod-erm-harvester module
Data	Eusage	Manage	All permissions for the mod-erm-usage module
Data	UI-Erm-Usage	View	UI: Can view usage data providers and view/download usage reports
Data	UI-Erm-Usage	Manage	UI: All permissions of eUsage module
Data	UI-Erm-Usage GeneralSettings	Manage	UI: Can view and edit all settings
Data	UI-Erm-Usage Harvester Jobs	View	UI: Can view harvesting jobs
Data	UI-Erm-Usage Reports	Create	UI: Can upload usage reports
Data	UI-Erm-Usage Reports	Delete	UI: Can delete usage reports
Data	UI-Erm-Usage Udp	Edit	UI: Can edit usage data providers
Data	UI-Erm-Usage Udp	Create	UI: Can create usage data providers
Data	UI-Erm-Usage Udp	Delete	UI: Can delete usage data providers
Data	UI-Erm-Usage Udp Create-Edit	Manage	UI: Can create and edit usage data providers
Settings	Module Erm-Usage Enabled	View	UI: eUsage module is enabled
Settings	Settings Erm-Usage Enabled	View	UI: Settings (eUsage): Display list of settings pages
Procedural	UI-Erm-Usage Harvester Start Single	Execute	UI: Can start harvesting for a single provider

Capability sets for eUsage Reports (Plugin)

Type	Resource	Action	Description
Data	Eusage-Reports	View	All read only permissions
Data	Eusage-Reports	Manage	All permissions
Data	Plugin-Eusage-Reports Charts	View	eUsage reports: charts may be viewed
Data	Plugin-Eusage-Reports Matches	Edit	eUsage reports: title matches may be viewed and edited
Data	UI-Erm-Comparisons Jobs	View	A user with this permission can search and view ERM Comparison “jobs” which are used to compare lists of resources in the Agreements local knowledgebase. This includes the permission to see and access the ERM Comparisons app in the Folio interface.
Data	UI-Erm-Comparisons Jobs	Edit	Grants all permissions in “ERM comparisons: View jobs” plus the ability to create new jobs (i.e. compare two lists of resources in the Agreements local knowledgebase)
Data	UI-Erm-Comparisons Jobs	Delete	Grants all permissions in “ERM comparisons: View jobs” plus the ability to delete jobs that have already run
Settings	Settings Erm-Comparisons Enabled	View	Settings (ERM comparisons): display list of settings pages

Please note:

To activate the plugin in Agreements in the UI, you must set the Plugin-Eusage-Reports Charts capability set.
To activate the comparison module in eUsage in the UI, you must set the UI-Erm-Comparisons Jobs capability set.

Mapping permission sets (OKAPI) to capability sets (EUREKA)

Permission	Capability set type	Capability set	Action
eUsage: All permissions	Data	UI-Erm-Usage	Manage
eUsage: Can view usage data providers and view/download usage reports	Data	UI-Erm-Usage	View
eUsage: Can create and edit usage data providers	Data	UI-Erm-Usage Udp Create-Edit	Manage
eUsage: Can delete usage data providers	Data	UI-Erm-Usage Udp	Delete
eUsage: Can upload usage reports	Data	UI-Erm-Usage Reports	Create
eUsage: Can delete usage reports	Data	UI-Erm-Usage Reports	Delete
eUsage: Can start harvesting for a single provider	Procedural	UI-Erm-Usage Harvester Start Single	Execute
Settings (eUsage): Can view and edit settings	Settings	UI-Erm-Usage GeneralSettings	Manage

Capabilities

Capabilities for eUsage

Type	Resource	Action	Description
Data	Aggregatorsettings Collection	View	Get a collection of aggregator setting
Data	Aggregatorsettings Exportcredentials Item	View	Export credentials for an aggregator setting
Data	Aggregatorsettings Item	View	Get a single aggregator setting
Data	Aggregatorsettings Item	Edit	Edit an aggregator setting
Data	Aggregatorsettings Item	Create	Create a new aggregator setting
Data	Aggregatorsettings Item	Delete	Delete an aggregator setting
Data	Counterreports Collection	View	Get a collection of counter reports
Data	Counterreports Collection	Delete	Delete a collection of counter reports
Data	Counterreports Errorcodes Collection	View	Get a collection of counter report error codes
Data	Counterreports Item	View	Get a single counter report
Data	Counterreports Item	Edit	Edit a counter report
Data	Counterreports Item	Create	Create a new counter report
Data	Counterreports Item	Delete	Delete a counter report
Data	Counterreports Reportreleases Collection	View	Get a counter report report releases collection
Data	Counterreports Reporttypes Collection	View	Get a counter report report types collection
Data	Counterreports Sorted Collection	View	Get a sorted counter report collection for a provider
Data	Counterreports Upload Item	Create	Upload a counter report
Data	Customreports Collection	View	Get a collection of custom reports
Data	Customreports Item	View	Get a single custom report
Data	Customreports Item	Edit	Edit a custom report
Data	Customreports Item	Create	Create a new custom report
Data	Customreports Item	Delete	Delete a custom report
Data	Erm-Usage Files Item	View	Get a single file
Data	Erm-Usage Files Item	Create	Create a single file
Data	Erm-Usage Files Item	Delete	Delete a single file
Data	Ermusageharvester	Manage	All permissions for the mod-erm-harvester module
Data	Ermusageharvester Impl	View	Read available harvester implementations
Data	Ermusageharvester Jobs	View	Get harvester jobs
Data	Ermusageharvester Periodic	View	Read harvester periodic setting
Data	Ermusageharvester Periodic	Delete	Delete harvester periodic setting
Data	Ermusageharvester Start-All	View	Start harvesting for all providers
Data	Ermusageharvester Start-Single	View	Start harvesting for a single provider
Data	Eusage	Manage	All permissions for the mod-erm-usage module
Data	Mod-Settings Global Read Mod-Erm-Usage-Harvester	Manage	Read settings for mod-erm-usage-harvester
Data	Mod-Settings Global Read Ui-Erm-Usage	Manage	Read settings for ui-erm-usage
Data	Mod-Settings Global Write Mod-Erm-Usage-Harvester	Manage	Write settings for mod-erm-usage-harvester
Data	Mod-Settings Global Write Ui-Erm-Usage	Manage	Write settings for ui-erm-usage
Data	UI-Erm-Usage	View	eUsage: Can view usage data providers and view/download usage reports
Data	UI-Erm-Usage	Manage	eUsage: All permissions
Data	UI-Erm-Usage GeneralSettings	Manage	Settings (eUsage): Can view and edit all settings
Data	UI-Erm-Usage Harvester Jobs	View	eUsage: Can view harvesting jobs
Data	UI-Erm-Usage Reports	Create	eUsage: Can upload usage reports
Data	UI-Erm-Usage Reports	Delete	eUsage: Can delete usage reports
Data	UI-Erm-Usage Udp	Edit	eUsage: Can edit usage data providers
Data	UI-Erm-Usage Udp	Create	eUsage: Can create usage data providers
Data	UI-Erm-Usage Udp	Delete	eUsage: Can delete usage data providers
Data	UI-Erm-Usage Udp Create-Edit	Manage	eUsage: Can create and edit usage data providers
Data	Usagedataproviders Collection	View	Get a collection of usage data providers
Data	Usagedataproviders Item	View	Get a single usage data provider
Data	Usagedataproviders Item	Edit	Edit an usage data provider
Data	Usagedataproviders Item	Create	Create a new usage data provider
Data	Usagedataproviders Item	Delete	Delete an usage data provider
Settings	Module Erm-Usage Enabled	View	UI: eUsage module is enabled
Settings	Settings Erm-Usage Enabled	View	Settings (eUsage): Display list of settings pages
Procedural	Counterreports Download Item Get	Execute	Download a counter report
Procedural	Counterreports Export Collection Get	Execute	Export a collection of counter reports
Procedural	Counterreports Export Item Get	Execute	Export a counter report
Procedural	Ermusageharvester Jobs Purge-Finished	Execute	Purge finished harvester jobs
Procedural	Ermusageharvester Jobs Purge-Stale	Execute	Purge stale harvester jobs
Procedural	Ermusageharvester Periodic	Execute	Save harvester periodic setting
Procedural	UI-Erm-Usage Harvester Start Single	Execute	eUsage: Can start harvesting for a single provider

Capabilities for eUsage Reports (Plugin)

Type	Resource	Action	Description
Data	Eusage-Reports	View	All read only permissions
Data	Eusage-Reports	Manage	All permissions
Data	Eusage-Reports-Report-Cost-Per-Use	View	Get eUsage report for cost per use
Data	Eusage-Reports-Report-Data Collection	View	Get report data
Data	Eusage-Reports-Report-Packages Collection	View	Get report packages
Data	Eusage-Reports-Report-Reqs-By-Date-Of-Use	View	Get eUsage report for requests by date of use
Data	Eusage-Reports-Report-Reqs-By-Pub-Year	View	Get eUsage report for requests by publication year
Data	Eusage-Reports-Report-Status	View	Get eUsage report metadata (like lastUpdated)
Data	Eusage-Reports-Report-Titles Collection	View	Get Counter report titles
Data	Eusage-Reports-Report-Use-Over-Time	View	Get eUsage report for use over time
Data	Eusage-Reports-Title-Data Collection	View	Get title data
Data	Plugin-Eusage-Reports Charts	View	eUsage reports: charts may be viewed
Data	Plugin-Eusage-Reports Matches	Edit	eUsage reports: title matches may be viewed and edited
Data	UI-Erm-Comparisons Jobs	View	A user with this permission can search and view ERM Comparison “jobs” which are used to compare lists of resources in the Agreements local knowledgebase. This includes the permission to see and access the ERM Comparisons app in the Folio interface.
Data	UI-Erm-Comparisons Jobs	Edit	Grants all permissions in “ERM comparisons: View jobs” plus the ability to create new jobs (i.e. compare two lists of resources in the Agreements local knowledgebase)
Data	UI-Erm-Comparisons Jobs	Delete	Grants all permissions in “ERM comparisons: View jobs” plus the ability to delete jobs that have already run
Settings	Module Erm-Comparisons Enabled	View	UI: ui-erm-comparisons module is enabled
Settings	Module Ui-Plugin-Eusage-Reports Enabled	View	UI: eusage-reports plugin is enabled
Settings	Settings Erm-Comparisons Enabled	View	Settings (ERM comparisons): display list of settings pages
Procedural	Eusage-Reports-Report-Data-From-Agreement	Execute	Parse agreement lines and populate report data
Procedural	Eusage-Reports-Report-Titles Collection	Execute	Post Counter report titles
Procedural	Eusage-Reports-Report-Titles-From-Counter	Execute	Parse counter reports and return them

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.
Provider status (required). Select a Provider status: Active or Inactive. The active status is selected by default. The status you select here defines whether the data record for the usage data provider is active or inactive. The status is used to filter records. The default filtering in eUsage is to show all records with active provider status, instead of basing this on the harvesting status. If you select the inactive option, for example because the provider no longer provides statistics, but you still want to keep the data, eUsage checks this status with the selected harvesting status. This means that you cannot have an inactive provider status if the harvesting status is still active. In this case, eUsage will offer you options.

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. The status is directly related to the provider status.
- Provider status (active) and Harvesting status (active). Example: The provider receives the reports by harvester.
- Provider status (active) and Harvesting status (inactive). Example: The provider does not receives reports by harvester, but non-counter reports are actively managed.
- Provider status (inactive) and Harvesting status (inactive). Example: The provider no longer provides statistics, but the data is still retained. To set the harvesting status back to active, the provider status must first be active.
Harvest statistics via (required). Select how to harvest statistics: Aggregator or Counter / 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 Counter / Sushi, select the service type implementation to be used by the harvester. The service type normally corresponds to the requested Report release.
- Counter 5.0
- Counter 5.1
- Counter-Sushi 4.1
Service URL (required). If you have selected to harvest statistics via Counter / Sushi, enter the URL to access the 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.
Customer ID (required for Counter / Sushi). If you have selected to harvest statistics via Counter / Sushi, 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 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 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 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 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 services require a Requestor mail.
Report release (required). Select a Report release. Note: eUsage does not support the simultaneous harvesting of reports of different releases for a usage data provider. If you want to harvest other report releases as it is configured, first reconfigure the harvester and select the desired release with the corresponding time period.
- Counter 4
- Counter 5
- Counter 5.1
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. The entry can be made either manually or using the month picker (calendar icon).
Harvesting end. Enter the last month for the reports that are to be harvested. The entry can be made either manually or using the month picker (calendar icon). 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.

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.

Setting up an aggregator

It is possible to use an aggregator to retrieve statistics. Setting up an aggregator can be done in the Settings app. For more information on this, see Settings > General > Aggregators.

Hide credentials in detail views

If you want, you can hide the display of credentials in the detailed view for a usage data provider in the UI. For more information on this, see Settings > General > Display settings.

Starting the harvesting process

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.

Starting the harvester for all usage data providers

Starting the harvester for all usage data providers is an optional way. This can be done in the Settings app. For more information on this, see Settings > General > Start harvester.

Setting up periodic harvesting

It is possible to set the interval for the automatic harvesting process. This can be done in the Settings app. For more information on this, see Settings > General > Periodic harvesting.

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.

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.

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.

Management of statistics

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, grouped by release. 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.
Green/pencil. Report data has been edited manually.
Green/circle. 0-Reports / No usage available for requested dates: This means that the provider usually provides data for the relevant period, but no count is available. This is COUNTER API error 3030, which is not actually an error, but rather a notification.

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 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.

Uploading a COUNTER report manually

Find the usage data provider for which you want to manually upload a COUNTER report.
In the usage data provider details pane, click Actions > Upload Counter report.
The window Upload COUNTER report opens to select and upload the file. Select a file by dragging and dropping the file into the upload form field or select a file via your file manager using or select file button.
Click on Save.

File type

You can only use COUNTER Reports (formerly known as COUNTER Master Report). It is not possible to upload Standard Views. Standard Views can be generated by the program using the download function if you have saved a COUNTER Report.

File formats

Counter 4 (XML, CSV)
Counter 5 (JSON, CSV)
Counter 5.1 (JSON, CSV, TSV, XLSX)

Option to mark a manual upload as manually edited

You can mark a manual upload as manually edited. To do this, use the checkbox Report data has been edited manually in the upload form. These reports are marked with a green icon with a pencil symbol in the statistics overview.

Edit reason (required) is a text field for saving the reason for change.

Exception handling

If exceptions occur during the manual upload of COUNTER reports, a window with a message will be displayed. The content of the window varies depending on the exception that occurred.

The application can detect the following exceptions.

The report content is invalid. Something is wrong with the content of the counter report file.
The file size exceeds the maximum allowed size. The file size is too large.
Upload of multiple files is not supported.
The file format is not supported. Ensure that only the specified file formats are used.
The report release is not supported. Check the report release in your counter report file.
The report type is not supported. The report type used in the counter report file is not supported.
The report could not be processed. All other errors that do not correspond to those mentioned above.

If you click on More information, you will see a more detailed exception message.

You have 2 options

Close. The button closes the window and returns the user to the usage data provider’s record.
Select another file to upload. This button takes the user back to the upload form.

Uploading a non-COUNTER report

Find the usage data provider for which you want to manually upload a non-COUNTER report.
In the usage data provider details pane, click Actions > Upload non-Counter report.
The window Upload non-COUNTER report opens to enter information about the non-Counter report and select and upload the file.
Fields in the upload form

YEAR (required) Specify the year in the form YYYY.
Note A note can be left.
Type of data storage can be chosen by using the radio buttons.
- Upload file With this option you can upload a non-Counter report to the system. Select a file by dragging and dropping the file into the upload form field or select a file via your file manager using or select file button. Then click Save.
- Link file This option allows you to enter a URL or a file path as text. Then click Save. Please note: The file paths are displayed as links in the user interface, but the browser requires permissions so that the links to the file paths are executed when they are clicked.

Downloading a COUNTER report

Find the usage data provider from which you want to download a COUNTER report.
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.
Select the COUNTER report by clicking on its icon in the table.
The window Report info opens.
Under Actions you can select one of the listed file types for download.
The window of the file manager opens and you can save the report on your system via the file manager.

Downloading COUNTER reports for multiple months

Find the usage data provider from which you want to download one ore more COUNTER reports.
In the usage data provider details pane, click COUNTER statistics. If reports are stored, they are displayed in a separate table for each year. You can click on the year you want to view or click Expand all years.
Under the COUNTER statistics there is an area Download reports for multiple months. The following options must be selected in this form.

Start (Year-Month). Enter the first month for the reports that should be exported. The entry can be made either manually or using the month picker (calendar icon).
End (Year-Month). Enter the last month for the reports that should be exported. The entry can be made either manually or using the month picker (calendar icon).
Report type. Select the report type. Only one type can be exported at a time; mixing types is not possible. The available options reflect the saved reports and their types.
Data type. Select the export format. You can choose between CSV and XLSX.

Then click Download.
The window of the file manager opens and you can save the report on your system via the file manager. Please note that if you have a large amount of data, processing takes some time and the file manager opens with a delay.

Downloading a non-COUNTER report

Find the usage data provider from which you want to download a non-COUNTER report.
In the usage data provider details pane, click Non-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.
Select the non-COUNTER report by clicking on its information icon in the table.
The window Customreport info opens.
Under Actions you can select one of the listed file types for download.
The window of the file manager opens and you can save the report on your system via the file manager.

Deleting a single COUNTER report

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.
Select the COUNTER report by clicking on its icon (Green/checkmark or Orange/exclamation mark or Red/Cross) in the table.
The window Report info opens.
Under Actions you can click on Delete report.
Confirm the question Delete Counter report? by clicking Yes.

Deleting multiple COUNTER reports

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 Actions > Delete reports.
The window Delete multiple reports opens.
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.
You can select the reports that should be deleted using the associated checkbox.
Then click Delete reports.
Confirm the question Are you sure to delete multiple reports? by clicking Delete.

Deleting a non-COUNTER report

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 Non-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.
Select the COUNTER report by clicking on its information icon in the table.
The window Customreport info opens.
Under Actions you can click on Delete custom report.
Confirm the question Delete non-counter report? by clicking Yes.

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. 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.

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.

Provider status

To filter the data records for usage data providers according to their usage status, select one of the following options:

Active. Actively used usage data providers.
Inactive. Not actively used usage data providers.

Harvesting status

To filter usage data providers by their Harvesting 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:

Counter / Sushi. Usage data providers where reports are currently configured to be harvested directly from the provider via Counter API or SUSHI API.
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.

Report releases

To search for usage data providers with specific versions of COUNTER reports that have been saved, follow these steps:

In the Search & filter pane, click Report releases.
Select the versions of COUNTER reports from the drop-down list. Your results appear in the usage data provider pane. The list shows usage data providers that have reports with one of the selected versions.

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 Counter / 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.

eUsage Reports (Plugin)

Matching summary

When a new COUNTER report is harvested into the eUsage app, the eUsage Reports module creates matches between the titles in the COUNTER report and the titles that already exist in the Agreements local KB. Matching is done via ISSN or ISBN. If no matching ISSN or ISBN is found in the KB, then the title remains unmatched and can be manually addressed by a user.

Note that matching is only supported for the COUNTER 5 TR report.

The eUsage Reports matching summary can be found in the eUsage app. This accordion appears on each eUsage provider record and provides a summary of the results of the matching process. The matching summary contains the following data:

Date of last harvest. The date of the last COUNTER TR report harvest for that provider, whether manual or automated.
Status
- Reviewed: All titles have been reviewed and either matched or ignored.
- Pending review: Some titles have not yet been matched or ignored.
- No records: No counter data has yet been loaded.
Records loaded. The number of titles found in COUNTER TR reports for the current provider.
Matched. The number of COUNTER TR titles that have been matched to a KB title.
Unmatched. The number of COUNTER TR titles that were not matched.
Ignored. The number of titles have been manually flagged as ignored.

Working with matches

Clicking the hyperlinked numbers in the matching summary brings up the eUsage titles screen. This screen allows the user to review matched titles, create manual matches, and ignore titles that should not be matched. Each title in the list has an actions menu that provides the following options.

Editing titles

The edit option allows the user to manually choose a title from the local KB to match to a title found on a COUNTER TR report. Unmatched titles can be edited to select a match for the first time, and matched titles can be edited to change an existing match in case of error.

To edit:

Click the menu icon in the Actions column and select Edit.
Use the modal to search for a title in the local KB.
Click on the desired title to create the match.

Once a match is chosen, it will be used for all future harvests and reports. You will not need to manually rematch an unmatched title every time you load new data. If necessary, you can reset matched titles to unmatched.

Ignoring titles

There may be titles included on COUNTER TR reports that appear in error or are not of interest. If you don’t want to include these titles in your reports or go through the trouble of matching them, you can ignore them. Ignored titles will not be shown in your matched or unmatched counts or cause a provider to be marked as pending review.

To ignore:

Click the menu icon in the Actions column and select Ignore.
Your title will be ignored.
To remove a title from the Ignored list, select the Actions menu and choose Stop ignoring.

Updating matches

The Update matches button triggers the eUsage Reports module to process any new COUNTER report data that has become available since the last harvest. If new titles have come in, they will either be matched automatically or added to the unmatched list.

Note that for new data to be included in the eUsage Reports visualizations, you must update matches before analyzing an agreement or viewing a report.

Reset matched titles to unmatched

If necessary, you can reset matched titles to unmatched.

To reset:

Click the menu icon in the Actions column and select Ignore.
Your title will be ignored.
Click the menu icon in the Actions column and select Stop ignoring.
Your title will get the status unmatched.

eUsage Reports (Agreements)

eUsage Reports appear in an accordion on the Agreement record in the Agreements app. These reports include COUNTER and financial data about the titles that are part of a given agreement. The reports will include titles directly associated with an agreement line and titles associated with an agreement line via a package.

For eUsage reports to function properly, you must meet the following requirements:

Associate an eUsage provider record with your agreement in the Usage data section.
Harvest at least one COUNTER 5 TR report for this provider using the eUsage app.
Update matches for the provider in the eUsage app.
Review matches and ensure all titles of importance are matched to a title in the KB.

Each eUsage report includes a set of parameters for the user to define a visualization, and a downloadable CSV file containing the data used to generate the visualization.

Use over time

This report displays a count of all COUNTER uses for the titles on an agreement during a given time period. It displays both total item requests and unique item requests.

Parameters

Format: Journals or books, identified by the publication type field in the KB.
Start month: The earliest month of data to be included in the report.
End month: The last month of data to be included in the report.
Include Open Access use?
- Yes - includes use identified as Gold_OA in the source COUNTER report.
- No - excludes use identified as Gold_OA in the source COUNTER report.
Count type: Not applicable for this report, because both total and unique usage are displayed at all times.
Scale: Select interval for period of use: Determines the scale of the x-axis by setting the grouping level for period of use.

Report data

Title: The title of the resource as it appears in the local KB.
Print ISSN: The print ISSN of the resource as it appears in the local KB, if available.
Online ISSN: The online ISSN of the resource as it appears in the local KB, if available.
ISBN: The ISBN of the resource as it appears in the local KB, if available.
Access type: Access type value as it appears on the COUNTER reports.
- Controlled: Content that is available to subscribers only (i.e., paid content)
- OA_Gold: Content that is freely available.
Metric type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Reporting period total: The sum of all COUNTER uses that occurred on or between the start and end dates defined in the report parameters.
Period of use totals: The number of COUNTER uses broken down by the interval defined in the scale parameter. This may be presented as a year (e.g., 2019), a span (e.g., 2019-01-2019-12) or a month (2019-01).

Use over time, grouped by publication year

This report displays a count of COUNTER uses for a given time period, with the counts stratified by year of publication of the content being accessed. On the downloadable version of the report, a separate report line is included for each unique combination of: Title + Year of publication + Access type + Metric type.

Parameters

Format: Not applicable; this report includes only Journals.
Start month: The earliest month of data to be included in the report.
End month: The last month of data to be included in the report.
Include Open Access use?
- Yes - includes use identified as Gold_OA in the source COUNTER report.
- No - excludes use identified as Gold_OA in the source COUNTER report.
Count type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Scale: Select interval for period of use: Determines the scale of the x-axis by setting the grouping level for period of use.
Stacks: Group publication year by: Determines the groups of publication years used to create the stacks in the stacked bar chart.

Report data

Title: The title of the resource as it appears in the local KB.
Print ISSN: The print ISSN of the resource as it appears in the local KB, if available.
Online ISSN: The online ISSN of the resource as it appears in the local KB, if available.
ISBN: The ISBN of the resource as it appears in the local KB, if available.
Access type: Access type value as it appears on the COUNTER reports.
- Controlled: Content is available to subscribers only (paid)
- OA_Gold: Content is freely available.
Year of publication: The year of publication for the journal article that was accessed.
Metric type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Reporting period total: The sum of all COUNTER uses that occurred on or between the start and end dates defined in the report parameters.
Period of use totals: The number of COUNTER uses broken down by the interval defined in the scale parameter. This may be presented as a year (e.g., 2019), a span (e.g., 2019-01-2019-12) or a month (2019-01).

Use over publication year, grouped by time

This report displays a count of COUNTER uses for a given year of publication, with the counts stratified by the date of access. This report can be thought of as a pivot of the Use over time, grouped by publication year report. It displays the same data, but the axes are flipped. On the downloadable version of the report, a separate report line is included for each unique combination of: Title + Period of use + Access type + Metric type.

Parameters

Format: Not applicable; this report includes only Journals.
Start month: The earliest month of data to be included in the report.
End month: The last month of data to be included in the report.
Include Open Access use?
- Yes - includes use identified as Gold_OA in the source COUNTER report.
- No - excludes use identified as Gold_OA in the source COUNTER report.
Count type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Scale: Select interval for publication year: Determines the scale of the x-axis by setting the grouping level for years of publication.
Stacks: Group period of use by: Determines the groups of usage periods used to create the stacks in the stacked bar chart.

Report data

Title: The title of the resource as it appears in the local KB.
Print ISSN: The print ISSN of the resource as it appears in the local KB, if available.
Online ISSN: The online ISSN of the resource as it appears in the local KB, if available.
ISBN: The ISBN of the resource as it appears in the local KB, if available.
Period of use: The time period when the content was accessed.
Access type: Access type value as it appears on the COUNTER reports.
- Controlled: Content is available to subscribers only (i.e., paid content)
- OA_Gold: Content is freely available.
Metric type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Reporting period total: The sum of all COUNTER uses that occurred on or between the start and end dates defined in the report parameters.
Year of publication totals: The number of COUNTER uses per year of publication as broken down by the interval defined in the scale parameter. This may be presented as a year (e.g., 2019), a span (e.g., 2015-2019).

Cost per use

This report displays an average cost per use for a given time period. The yellow line displays the number title with usage that were present in an agreement during each period.

Calculation

The cost per use metric uses paid invoice totals from the Invoices module to determine the cost of an agreement. For the cost per use report to function, you must link your agreement lines to a purchase order with at least one paid invoice.

Cost per use is calculated using the following methods:

Cost:
- Cost is sourced from any paid invoices associated with an agreement line via the linked purchase order line.
- Cost is reported by the subscription dates defined on the invoice record. If no subscription dates are present, then the fiscal year dates are used as a fallback.
- If a report is requested at a finer lever of granularity than the available subscription/fiscal year dates, the cost will be prorated by dividing it equally across the number of months in the period of use.
- The cost is also prorated by dividing the total across the number of years of publication for which use has occurred. An aggregate view can be created by summing the total for all years of publication.
- If the agreement line is for a single title, then there is a one-to-one relationship between the title and the payment.
- If the agreement is for a package, then the total cost is divided equally across all titles in the page.
Use
- Use is sourced from the counter reports associated with a title.
- Use is reported by the month, but can be aggregated into larger groups.
Cost per use
- Cost per use is calculated by dividing the cost for a given period of use and year of publication by the number of uses in that period.
- On the downloadable version of this report, a separate report line is included for each unique combination of Title + Year of publication + Subscription/Fiscal year period.

Parameters

Format: Journals or books, identified by the publication type field in the KB.
Start month: The earliest month of data to be included in the report.
End month: The last month of data to be included in the report.
Include Open Access use?
- Yes - includes use identified as Gold_OA in the source COUNTER report.
- No - excludes use identified as Gold_OA in the source COUNTER report.
Count type: Not applicable for this report, because both total and unique usage are displayed at all times.
Scale: Select interval for period of use: Determines the scale of the x-axis by setting the grouping level for period of use.

Report data

Title: The title of the resource as it appears in the local KB.
Derived title: A derived title is a title that is related to the Agreement and any related purchases by way of a package. The cost of these titles is derived from the total cost of the package by splitting the cost evenly.
Print ISSN: The print ISSN of the resource as it appears in the local KB, if available.
Online ISSN: The online ISSN of the resource as it appears in the local KB, if available.
ISBN: The ISBN of the resource as it appears in the local KB, if available.
Year of publication: The year of publication for the journal article that was accessed.
Order type: The order type as it appears on the linked purchase order. Possible values include one-time and ongoing.
Purchase order line: The purchase order line number associated with the title. This is sourced from the agreement line-POL relationship defined on the Agreement record.
Invoice number: The invoice line number associated with the the purchase order line.
Fiscal year start: The first date of the fiscal year in which the invoice was paid. Fiscal year dates are derived from the Fiscal Year record in the Finance app that corresponds to the date the invoice was paid.
Fiscal year end: The last date of the fiscal year in which the invoice was paid. Fiscal year dates are derived from the Fiscal Year record in the Finance app that corresponds to the date the invoice was paid.
Subscription start: The subscription start date as it appears on the invoice line record.
Subscription end: The subscription start date as it appears on the invoice line record.
Amount encumbered: The total of any outstanding encumbrances on a related purchase order line. Encumbrances are displayed for informational purposes only and are not considered in the cost per use calculation.
Amount paid: The total amount paid on the invoice line that is linked to a related purchase order line.
Metric type: The type of metric used to generate the usage count.
- Total_Item_Requests: Total number of times a content item was requested; includes duplicate requests for the same item during a single session.
- Unique_Item_Requests: Number of unique content items requested; excludes duplicate requests for the same item during a single session.
Reporting period total: The sum of all COUNTER uses that occurred on or between the start and end dates defined in the report parameters.
Period of use totals: The number of COUNTER uses broken down by the interval defined in the scale parameter. This may be presented as a year (e.g., 2019), a span (e.g., 2019-01-2019-12) or a month (2019-01).

Docs: Licenses

Wed, 05 Jun 2024 00:00:00 +0000

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 and Capabilities

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.

The Capability sets listed below allow you to interact with the Licenses app and determine what you can or cannot do within the app. You can assign Capability sets to users in the section Authorization roles of the Settings app.

permissionDisplayName (OKAPI)	Capability/Capability Set (EUREKA)	Type	ApplicationID	Action
Licenes: Search & view licenses	UI-Licenses Licenses (ui-licenses.licenses.view)	data	app-platform-complete-2.5.3	view
Licenses: Edit licenses	UI-Licenses Licenses (ui-licenses.licenses.edit)	data	app-platform-complete-2.5.3	edit
Licenses: Delete licenses	UI-Licenses Licenses (ui-licenses.licenses.delete)	data	app-platform-complete-2.5.3	delete
Licenses: File download	UI-Licenses Licenses File (ui-licenses.licenses.file.download)	procedural	app-platform-complete-2.5.3	execute
Settings (Licenses): Manage pick lists and values	UI-Licenses Picklists (ui-licenses.picklists.manage)	data	app-platform-complete-2.5.3	manage
Settings (Licenses): Manage license terms	UI-Licenses Terms	data	app-platform-complete-2.5.3	manage
Organizations: View	UI-Organizations (ui-organizations.view)	data	app-acquisitions-1.0.28	view
Organizations: Interface usernames and passwords: view	UI-Organizations Creds (ui-organizations.creds.view)	data	app-acquisitions-1.0.28	view
Users: Can view user profile	UI-Users (ui-users.view)	data	app-platform-complete-2.5.3	view

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.

Aquisition units

If you want the license to be available to particular users within certain acquisition units, enter or select the Acquisition units from the drop-down list. You can select multiple units.

Amendments inherit the acquisition units from their parent license (i.e. you cannot assign an acquisition unit directly to an amendment, only to 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.

Acquisition unit

To search for licenses assigned to a specific acquisition unit, follow these steps:

In the Search & filter pane, click Acquisition unit.
Select the acquisition unit from the drop-down list. The search results appear in the Licenses pane.

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, Acquisition unit, 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

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.

Docs: Local KB Admin

Wed, 23 Jun 2021 00:00:00 +0000

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.

FOLIO Documentation – Electronic Resource Managment (ERM)

Docs: Agreements

Permissions and Capabilities

Keyboard shortcuts

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

Aquisition units

Agreement lines

Internal contacts

Adding an internal contact

Removing an internal contact

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

Acquisition unit

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 a document to an agreement line

Deleting a document from an agreement line

Adding an unlinked agreement line

Editing an agreement line

Deleting an agreement line