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Create a new license

Learn how to create a license.

Creating a license

Licenses can be at the collection level or the title level. There are three ways to create a license:

  1. Create a new license.
    • Create a license starting with a blank form.  
  2. Clone a license.
    • Search for an existing license and clone a license.
  3. Create a license from a template.
    • Search for and use public templates created by other libraries.
    • You can also Create a license template.  Use the template for your libraries purposes or make it public so that other libraries can use it.

For instructions on cloning a license or creating a license from a template, see Create a license or template.

 Notes: 

  • Collections can only appear on Collection Level Licenses and Titles can only appear on Title Level Licenses.  If you change Levels when cloning a license or building a license from a template, the content will be removed. For example, if you clone a Collection Level License into a new Title Level License, the Collections from the original license will not be copied over into the Title Level License clone. Other license details, such as terms, will carry over.  
  • If a Title is on both an active Title Level License and part of a Collection in an active Collection Level License, the system will use the Title Level License. The Title Level License is assumed to be more granular and more accurate than the broader Collection Level License.  
  • If a Title is on an expired Title Level License and a part of a Collection on an active Collection Level License the system will use the Collection Level License. 

Create a new Collection level license

To create a license, refer to a copy of the license from the vendor (licensor) and encode its terms into License Manager using the following steps:

  1. Expand Licenses and click Create a License.
  2. Select a License Type from the drop-down list. 
    License type Description
    Standard License Create a renewable license intended to cover multiple contract periods.
    Perpetual License Create a license without an end date.
    Temporarily Free License Create a license not associated with a cost.
    Trial Period License Create a license intended for an evaluation period.
  3. Select Collection (default) from the the License Level  drop-down list.
  4. Click Continue.
  5. Complete the license fields.
  6. Click Save.

Add collections to a license:

From the Collections section:

  1. In the Collection Lookup list, type the collection you are looking for. Search results appear automatically when you stop typing.
  2. In the search results, click Collection Name. The collection will then automatically appear in the table of selected collections. 
  3. Optional: To edit the collection, click the Collection Name in the table. For more information, see Collection-level settings in knowledge base collections.  
  4. Click Save.

Create a new Title level license

To create a title level license:

  1. Expand Licenses and click Create a License.
  2. Select a License Type from the drop-down list.
    License type Description
    Standard License Create a renewable license intended to cover multiple contract periods.
    Perpetual License Create a license without an end date.
    Temporarily Free License Create a license not associated with a cost.
    Trial Period License Create a license intended for an evaluation period.
  3. Select Title from the the License Level  drop-down list.
    • Add details to the license fields. 
  4. Click Continue.
  5. Complete the license fields.
  6. Click Save.

Add Titles to a license:

  1. Click the Add Titles button to open the Add Titles modal.
  2. Search for Titles you would like to license:
    • Search by Collection to see which titles are within a specific Collection.
    • Search by Title to see titles from any Collection.
      • Use the Search Scope to narrow your results.
      • Use the checkboxes at the left of the table to select the title(s) you want to add to your license.
      • The count of the number of titles selected will appear at the bottom of the window.
      • Click Reset to start over with your search and selections.
  3. Click Add to link the title(s) to your license. You will see the selected Titles in a table in the Titles accordion on your license.
    • Remove any unwanted titles, if needed.
    • Use the Add Titles button to add more titles.  
  4. Click Save. The titles are now attached to the license.

 Notes: 

  • Each license is limited to 900 titles.
  • Titles can be added to a license from different collections.

Watch a video

Create licenses

Run time: 8:52

Use WorldShare License Manager to create and encode information related to the license, including license details and terms of use, start and end dates, renewals, and document storage and linking. This video walks through the process of creating and encoding this information.

 

 

Create title level licenses

Run time: 8:32

This video provides instructions in how to create and encode information for title level licenses in WorldShare License Manager starting from blank form, cloning an existing collection license, or from templates.

 

Complete the license fields

As you complete the license fields, please remember to click Save.  Asterisks (*) indicate required fields.

 Note: Consortia with group aware will see an additional Sharing accordion. See Share licenses (Group aware for consortia).

General

Fill out the general information for your License. 

Field Description
Name The name of the license.  Example: EBSCOhost Master License Agreement
License Type

The type of license:

  • Free Temporarily: Licenses that are not associated with a cost in any way
  • Standard: Renewable licenses intended to cover multiple contract periods.
  • Trial Period: Licenses that are not associated with a cost and are intended for evaluation purposes. 

 Note:   This field will not be editable after the license has been saved.

License Level

The level of the license. Options include:

  • Collection (Default)
  • Title
Licensee Your library.
Start Date

The date the license period begins

  • A license that has been accepted and has a start date in the future will automatically become active on the start date.

 Note:   This field will not be editable after the license has been renewed, activated or shared.

Renewal Deadline

The deadline for renewal or cancelation.

See Terms of use for information about the Renewal Deadline Approaching term of use to edit the alert notification date.  By default, the Renewal approaching alert is set to notify you two weeks before the renewal deadline.

Renewal Options

Choose between Auto Renew and Manual Renew.

 Note: This field appears after the License has been saved.

End Date

The date the license period ends.

See Terms of use for information about the End Date Approaching term of use to edit the alert notification date. By default, the About to expire alert is set to notify you two weeks before the renewal deadline.

Activation The license is considered active and enforceable when Activate License is selected. 
Termination

Mark license as terminated.  

 Note: This field appears after the License has been saved.

Auto Select

When selected, your specified collections or titles, depending on the license level, will be selected automatically upon activating the license.  See Automatically select and deselect collections.

The functionality to automatically select or deselect collections is not available for private collections, shared collections, or collections in which you have enabled MARC record delivery.

Auto Deselect

When selected, your specified collections or titles, depending on the license level,  will be deselected when the license expires.  See Automatically select and deselect collections.

The functionality to automatically select or deselect collections is not available for private collections, shared collections, or collections in which you have enabled MARC record delivery.

Status

The status of the license:

  • Current: License is in effect
  • Expired: License is no longer in effect
  • Pending: License has been created, but is not in effect.
Current Cost Click Edit to enter the cost of the license.
Responsible Person(s) Indicate the person(s) responsible for a given license. 
Date Signed The date your library's representative signed the license.
Description Any descriptive notes on the license.
 
Collections
  • For Collection level licenses

Vendors group the titles libraries subscribe to into collections. The collections in the Collection Lookup list are stored in the WorldCat knowledge base.

Add collections to a license:

  1. In the Collection Lookup list, type the collection you are looking for. Search results appear automatically when you stop typing.
  2. In the search results, click Collection Name. The collection will then appear in the table to the right.
  3. Optional: To edit the collection, click the Collection Name in the table. For more information, see Collection-level settings in knowledge base collections
Titles
  • For Title level licenses

Vendors group the titles libraries subscribe to into collections. The collections in the Collection Lookup list are stored in the WorldCat knowledge base.

Add Titles to a license:

  1.  Click the Add Titles button to open the Add Titles modal.
  2. Search for Titles you would like to license:
    • Search by Collection to see which titles are within a specific Collection.
    • Search by Title to see titles from any Collection.
      • Use the Search Scope to narrow your results.
      • Use the checkboxes at the left of the table to select the title(s) you want to add to your license.
      • The count of the number of titles selected will appear at the bottom of the window.
      • Click Reset to start over with your search and selections.
  3. Click Add to link the title(s) to your license. You will see the selected Titles in a table in the Titles accordion on your license.
    1. Remove any unwanted titles, if needed.
    2. Use the Add Titles button to add more titles.  
  4. Click Save. The titles are now attached to the license.

 Note: Each license is limited to 900 titles.

Vendor
The Vendor accordion allows you to relate a license to a vendor file from WorldShare Acquisitions (WMS Acquisitions > Vendors).  Asterisks (*) indicate required fields.  
  1.  Select the Contract type from the drop-down menu:
    • Single Vendor: The license relates to a single vendor entity.  
    • Multiple Vendor: The license simply records all vendors associated with the license; typically, this is used to organize many collections around a single term of use such as Interlibrary Loan.
  2.  Use the Select Vendor drop-down to select the existing vendors from the Manage Vendors section which have been marked as "My Library Partner."  If you have selected Multiple vendors, they will be listed under the Vendor Information column with the option to display the below fields:
    • Location:  Displays the default address from the "Addresses" section of the vendor file (if available).
    • Contact: Displays the default contact information from the "Contacts" section of the vendor file (if available).
    • Email: Displays the email address from the "Contacts" section of the vendor file (if available).
    • Vendor Link: Displays the first URL for a vendor from the "Links & Logins" section of the vendor file (if available).

        To remove a vendor, click on the Remove option under the Actions column.

Terms of Use (optional)

See Terms of Use.

Documents (optional)

Upload documents relevant to the license such as addendums, riders, notes, and so forth. To add a document:

  1. Enter a Document Label to help define what is found in your document.
  2. Click Choose File and locate the file.
  3. Add an optional label. Document labels cannot exceed 255 characters.
  4. Click Upload.
  5. Repeat for multiple documents.
  6. Click Save at the top of the screen to finish attaching documents to the license.

Documents cannot exceed 10 MB.

Documents are organized in a table:

  • Each document includes the following information: format, uploaded by, uploaded date, modified by, and modified date.
  • Click column headers to change the table sort order.
  • Click the filters to narrow the table results.
  • Use the delete icon to remove a document.
  • Use the edit icon to edit a document label name.

Remember to Save your license after making document changes.  Complete document details will not be updated until the license is Saved. 

Bookmarks (optional)

Add links to documents relevant to the license such as addendums, riders, notes, and so forth. To add a link to a license:

  1. Enter a Bookmark Label to help define what is found in your bookmark link.
  2. Enter a URL into the text field. Supported URL protocols are: HTTP, HTTPS, and FTP.
  3. Click Add Bookmark.

Bookmark labels cannot exceed 40 characters.

Comments (optional)

Add Comments.

  1. Click in the Add Comment box to add a comment about the license.
  2. Click Add.
History

The History accordion will be available after a license is created. History provides details about:

  • License Costs
  • License Changes
Survey Data (trials)

See Trial license survey with response goal tracking.

 

Remember to click Save after altering any settings.