CORAL Licensing User Guide¶
-About CORAL Licensing¶
-A component of Hesburgh Libraries locally developed ERM, CORAL -Licensing provides a way to store and access digital copies of current -and expired license agreements and related documents as well as -associated agreement metadata. The licensing module helps make library -license agreements more accessible to personnel through select -searchable metadata fields and assists institutions in tracking and -using specific pieces of information included in legal agreements. -CORAL Licensing is a flexible document management system, useful in -anticipating a variety of agreements and institutional goals for -managing agreements. The module allows users to identify license -clauses most important to record and track from an institutional point -of view. With related features like a clause comparison function, and -ILL and course pack terms tools that can be implemented to deliver -terms through other systems such as SFX, the CORAL Licensing module -provides a way to make better use of permissions included in the -license agreement.
-Please note that screenshots and text in this document are just -examples and do not necessarily reflect terms for a particular -resource.
-Component Overview¶
-CORAL Licensing has six major components in the primary navigation at -the top of each page.
-• Home
-• New License
-• Licenses in Progress
-• Expression Comparison
-• Terms Tool Report
-• Admin
-Home¶
-Search has been placed on the Home page as the primary point of -entry into the license records. The search runs against the fields -license name, document name, and publisher/provider. The fields are -defined in the next section as we look at creating a new license -record.
-New License¶
-Select New License from the main navigation to begin adding new -license records. The link will present the window on the right.
-‘License Name’ is the name of the license record. For example, a -license record named Cambridge University Press Journals would -contain any and all license documents pertaining to the Cambridge -University Press journals.
-‘Publisher/Provider’ is the name of the licensing organization. In -this example Cambridge University Press would be the -publisher/provider.
-‘Consortium’ would be used when the licensed resources are obtained -through a consortium.
-The License Name may seem a bit arbitrary but it makes more sense when -you think about a license record as a way to group together all -licenses that are either related to each other or related to the same -resource. Let us say for example that you have licensed a package of -electronic journals from Springer and have over the years collected -several licenses and amendments for that package. You can place all of -those documents on the same license record and then you need to give -the license record a name which gives some indication as to the -documents found on that record. In this example ‘Springer Online -Journals’ may be a valid license name.
-Let us also assume that you have licensed a set of eBooks from -Springer as well and that the license for the eBook is in no way -related to the license for the journals. You now have two options for -loading the eBook license. You can create a new license record called -Springer eBooks and load the license documents there or you can add -the eBook license to the existing Springer Online Journals license. -If you choose the latter then you could also consider changing the -license name Springer Online Journals to something such as Springer -Online Products to more accurately reflect all the documents -contained on the record.
-Interoperability note: The publisher/provider field has an auto-fill -feature which is populated from the organizations listed in CORAL -Organizations. CORAL Licensing will manage publisher/provider names on -its own if you have not installed CORAL Organizations or have disabled -the interoperability. The publisher/provider names are managed and -edited in the CORAL Licensing Admin area when the interoperability -is disabled.
-Adding / Editing New License Record¶
-Here is a new license record which has just been created for -Cambridge University Press Online Journals. To the right of the -license name are the options to remove the license or to edit the -name, publisher/provider and consortia. The publisher/provider name is -hyperlinked and will take the user to the Cambridge University Press -record within CORAL Organizations. Here you can also enter a license -record status in the ‘License Status’ field to the far right of the -license name. CORAL Licensing includes the following default statuses.
-License Status (definition)
-• Awaiting Document (license record created but scanned license not -yet added)
-• Complete (license record is complete, no additional work required)
-• Document Only (document loaded with expressions not identified or -loaded)
-• Editing Expressions (document loaded and currently adding license -terms/expressions)
-• NLR (no license required)
-License Status values can be edited, added or deleted through the -Admin section detailed later in this document. The default values -are simply suggestions for how an institution might consider tracking -agreements and to indicate the purpose of the field.
-The license record has four sections located on the left-hand column; -Documents, Expressions, SFX Links and Attachments
-Documents¶
-The Documents tab contains all the documents for each license record. -Any document may be uploaded to the system including licenses, -amendments, order forms, purchase requests, or any other important -document. Select ‘upload new document’ to begin.
-Adding New Documents¶
-The ‘upload new document’ link opens the window on the right. Here you -can fill out the initial details of the document and upload the actual -file. Document Name is the only required field.
-‘Effective date’ is the effective date of the agreement, if identified -and available.
-‘Document Type’ identifies what type of document this is (ex. Agreement, -amendment, order form, etc).
-‘Parent’ identifies any parent document (ex. A parent document would be -assigned when uploading an amendment).
-‘Name’ is the title of the document, usually taken directly from the -license document (ex. Cambridge University Press Site License -Agreement).
-‘File’- browse and upload a scanned copy of the actual document.
-‘Archived’ is used to identify documents which are no longer current -or have been superseded by another agreement. Archived documents are -sorted separate from current documents and are collapsed beneath a -show/hide link to save screen space. Archiving a document does not -delete it from the system. It also does not delete any expressions -attached to that document.
-‘Document Type’ is another customizable field which allows each -library to set their own terminology. The software comes with the -following types included.
- *Document Type*:
-
- • Agreement
-
- • Amendment
-
- • Countersigned Agreement
-
- • Internal Acknowledgement
-
- • Order Form
-
- • SERU
-Editing Documents¶
-Once added the documents will display on the Documents tab sorted -first by Document Type (agreements sort together, order forms sort -together, etc) and then by signature date with most recent first. -Multiple signatures for both licensee and licensor can be added using -the ‘add signatures’ link. On the right hand column are the links to -view, edit, and delete each document. Now that the documents are -loaded the next step is to begin adding expressions. Please note that -Expressions are not required. You should however assign an appropriate -License Status to the record that indicates it is a document only -record.
-Adding Expressions¶
-The Expressions tab is where the expressions or clauses of the license -are entered. You may enter any expression type that you wish. The -software comes with the following expression types already defined but -again the field is customizable and allows you to enter the types of -your choice.
-Expression Type:
-
- • Authorized Users
-
- • Confidentiality Clause
-
- • Course Packs
-
- • eReserves
-
- • General Notes
-
- • Interlibrary Loan
-
- • Jurisdiction
-
- • Multi-year Term
-
- • Post Cancellation Access
-
- • Third Party Archiving
-Adding Expressions¶
-The ‘add new expression’ link opens the window on the right. From this -window you can add expressions for the documents that have been -previously loaded.
-‘Document’ is the document name for which you want to add a new -expression. The drop-down is pre-populated from the existing document -names in the specific license record. This is a required field.
-‘Expression Type’ is the type of expression you wish to add -(interlibrary loan terms, course pack rights, etc). This is a required -field.
-‘Qualifier’ is another customizable field which can be used to qualify -particular expressions. For example, a qualifier of Permitted or -Prohibited may be appropriate for an Interlibrary Loan expression. -You may choose to ignore this field or choose to use it in a different -fashion for other expression types.
-‘Document Text’ is for the actual text of the license clause. An -interlibrary loan expression has been added in the following figure.
-Adding Display Notes¶
-In this example an Interlibrary Loan expression has been added along -with a snippet of the license text and a qualifier of Permitted has -been added noting that the item does allow for ILL. The
-actual legal text can be quite confusing so the next step is to add a -Display Note which can hold an interpretation of the text of the -clause that can be used for public display.
-Adding Display / Internal Notes¶
-The ‘add/view display notes’ link opens a window which allows you to -enter multiple display notes. It also displays the Document Text on -that same window so that you can refer back to it while adding the -notes. The sort order of multiple display notes can also be adjusted -through this same window. The following figure shows a completed -Display Notes window.
-There are two types of expression notes in CORAL licensing; Display -Notes and Internal Notes. You can set the note type to either Internal -or Display for each expression type on the ‘Admin’ page detailed later -in this document. The two note types (internal and display) were added -so that a distinction could be made between expressions and notes that -were intended to be displayed outside the module, for instance in one -of the terms tools, and those that were for internal use only. The -Display Notes which are intended to be shared have additional -functionality built in that the Internal Notes lack. In the following -figure you will see the completed interlibrary loan expression. In -this example the Interlibrary Loan expression type has been set to use -Display Notes and as such the expression is presented with an -additional checkbox to the left of the Document Text. Internal Notes -do not receive this checkbox. When the licensing librarian or other -appropriate personnel has finished editing the notes and expression -he/she can check this box which indicates that the expression is -finished and it makes the expression available through the Terms Tool -Report page. An email is then generated by the system indicating that -a new expression has been completed and is ready for display. You can -edit the recipients of this email in the Admin page.
-If you choose not to use the Terms Tool Report page you may turn it -off as explained in the technical documentation guide. This will also -remove the display note checkbox and email functionality. It will also -remove the SFX Links tab which is explained next.
-Completed Expression¶
-The above figure is the completed expression with document text, -qualifier and display notes. Qualifier may not be appropriate for -certain expression types. The intended use of the qualifier is to -further document permitted/prohibited distinctions such as -interlibrary loan, course packs and ereserves. You may continue to add -as many expressions as needed for some or all documents.
-SFX Links¶
-Once the expressions or terms of the license are known, the next -question to ask is ‘Which journals are covered by these terms?’. -That’s where the SFX Links tab comes into play. Using this tab it is -possible to relate a specific license to the covered journals in a -specific SFX target or package. In this example the Cambridge -University Press Site License Agreement is being associated with the -Cambridge Journals Online target in SFX (Cambridge Journals Online is -the SFX target public name). This SFX – License connection allows for -the delivery of license terms through the SFX menu as detailed in the -Terms Tool User Guide. It is true that not every institution uses SFX. -The SFX Links tab could be renamed and/or repurposed for use with -other openurl resolvers or journal management systems. This
-tab is meant to be used in conjunction with the Terms Tool and can be -disabled along with the Terms Tool Report page for those who do not -wish to use it.
-Attachments¶
-For any resource there may be documents in addition to the actual -license that are important to retain. Title lists and email -correspondence are two that may be the most common. The Attachments -tab allows you to upload these additional documents to the license -record. The above figure shows an email that has been uploaded with -the date and a description of the file. In this case the attachment is -an email from the publisher detailing additional restrictions on the -resource. The date field is not automatically entered by the system so -it does not have to be the date the file was loaded into CORAL -Licensing. The intention of the date field was to be the date the -attached document was received but since the date is manually chosen -it can be any date of your choice. The ‘view attachment 1’ link will -open the uploaded file.
-Licenses in Progress¶
-The Licenses in Progress page will show the licenses that are not -yet complete. It is intended to be used by the licensing staff as a -queue of outstanding licenses. It has been coded to show licenses of -status Awaiting Document or Editing Expressions and will also show new -licenses which have not yet been given any status. The hyperlinked -License Name will take you into the license record.
-Expression Comparison¶
-Expression Comparison allows the user to see all the instances of a -specific expression type across all documents in a single screen or -view. The ‘Limit by Expression Type’ dropdown allows the user to -select from among all defined expression types. In the figure above -the display notes and document text have been removed for reasons of -confidentiality. In place of
<
- Display Notes removed>
- and<
- -Document Text removed>
- users would see the actual notes and -document text that were entered. This allows licensing or relevant -personnel to compare language for each expression type across all -documents. It could be an immensely powerful tool when attempting to -come up with recommended language during negotiations. The user may -also add new display notes, open the license record and open the -actual document from this page. -Expression Comparison is intended for personnel that need quick -access to all expressions in the system. Other library staff however, -may only need access to specific types of expressions and this -particular page may be information overload. The Terms Tool Report -page was developed for these other users.
-Terms Tool Report¶
-Once again the notes and document text have been removed from the -screenshot. Terms Tool Report provides access to only the -expressions using display notes and which have been identified as -being complete by the licensing librarian using the terms tool -checkbox mentioned earlier. As such it will not display unfinished -expressions which the licensing librarian may still be working on. -Another difference between Terms Tool Report and Expression -Comparison is that this page does not offer any links for editing the -record. While similar in function to Expression Comparison this page -was added in order to serve a user group which does not need the full -access provided by the Expression Comparison page.
-The main points to remember for this page are that it displays -expressions which use display notes but only those that have been -approved for display. It is possible to turn off Terms Tool Report -and hide it from display if you do not wish to use it. Turning off the -Terms Tool Report will also disable the SFX Links tab on the license -record as well as the terms tool checkbox used to indicate that a -Display Note has been completed and approved for display. Please see -the Terms Tool User Guide for more information on how Terms Tool -Report can be used and on how it can be used to push out license -terms to other systems.
-Admin¶
-The Admin page is where you will edit Expression Types, Document -Types, Signature Types and
-License Statuses. Each of these fields can have as many values as -needed so that the system can better
-meet local needs. Admin is also where you will edit and manage user -permissions. CORAL Licensing has been built with the ability to limit -access to select individuals given the confidential nature of license -agreements. Users may not access CORAL Licensing until they are first -set up with an account by an administrator. The following figure shows -the ‘add new user’ window available from the Admin page.
-‘Login ID’ will be the user’s unique ID in your local campus -authentication system. See the technical documentation for more -details on authentication.
-‘Privilege’ is the user’s level of access (i.e. read only, etc).
-‘Terms Tool Email’ – Enter email address if you wish the user to -receive email notification when the terms tool box is checked for a -given expression. Leave this blank for all others.
-The values available in the Privilege field deserve further -explanation.
-Privileges
-• Admin users have complete add/edit rights and can remove licenses -and associated fields.
-Access to the Admin page, the SFX Links tab on the license record -and the terms tool checkbox is restricted to users with Admin -privileges.
-• Add/Edit users can add, edit, or remove licenses and associated -fields.
-• View Only users can view all license information and are allowed -access to the uploaded documents.
-• Restricted users can view all license information but are not -allowed access to the uploaded documents.
-Admin, Add/Edit and View Only are the same privileges used in the -other CORAL modules. Restricted is an extra privilege used only in -CORAL Licensing in order to restrict access to the actual license -agreements that have been uploaded to the system.
-
, will open up a window that allows you to edit the information originally entered in the New Organization’s window.
next to ProQuest LLC will open the ProQuest organization record.
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