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Configure alerts in the Admin tab

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Get alerts when your licenses are about to expire, when they are renewed automatically, and for other actions.

Refer to WorldShare Admin, Alerts management for more information on how to configure Alerts.

Alerts management

Alerts appear when you are signed in to your library's WorldShare instance. When alerts are sent to your account, the numbered box on the far left of the navigation bar turns orange and displays the number of unread alerts. If you have no alerts or have read all of your alerts, the box will be gray and contain a zero (0).

Alerts can be sent to you by another user or by the system.

Available License Manager predefined alerts

Predefined alerts are generated when a specific action occurs within the system. Alerts are sent to library staff with WorldShare accounts. Predefined alerts only apply to libraries with WorldShare Circulation and/or WorldShare License Manager.

The tables below show the predefined alerts that are available in the WorldShare interface, Admin > Alerts Management > Configure Alerts.

License Manager alerts

Licenses - Harvest Usage Data

These are the predefined harvest usage data alert:

Alert Receive alert when
Vendor Request Approved A requested vendor has been approved.
Vendor Request Declined A requested vendor has been denied.
Harvest Errors SUSHI harvest fails due to problems with credentials, service downtown, or other issues.
Harvest Status A report harvest is requested from a vendor, which can result in a large number of alerts.
Harvested Files Expiration A harvested report file is about to reach it's storage maturity date of two years.  These dates can be extended.

Licenses - Manage Licenses

These are the predefined manage licenses alerts:

Alert Receive alert when
About to expire

A license will expire.

  • By default, the alert is sent two weeks before the renewal deadline date as set in the license.
  • Use the End Date Approaching term of use to edit the alert notification date. See Terms of use for more information.

 
Created A license has been created.
License Comment Changed A user has added or edited a comment on an indicated license.
License expired A license has reached its expiration date, which means it likely either needs to be renewed or the material removed from the knowledge base.
License share accepted A license shared to another library has been accepted.
License share rejected A license shared to another library has been rejected.
License status changes to current A license is no longer pending and its terms are now in effect.
Licensee Termination Right

A license's last day for termination is two weeks away.

 Note: This alert monitors the At Will condition of the Licensee Termination Right license term. A license must have the Licensee Termination Right encoded with the condition of At Will and have a Period for Termination entered in order for the alert to be sent. For example, if a contract specifies an at-will period of termination as 60 calendar days prior to the contract end date, the alert will be sent two weeks prior to that date.
Renewal approaching

A license will be automatically renewed.

  • By default, the alert is sent two weeks before the renewal deadline date as set in the license.
  • Use the Renewal Deadline Approaching term of use to edit the alert notification date. See Terms of use for more information.
Renewal tracking for post-cancellation access A license has both a post-cancellation access term of use and the renewal date is approaching in two weeks.  
Renewed automatically A license has been automatically renewed.
Renewed manually A license has been manually renewed.
Signature added A license has been signed.
Signature updated A license's signature has been changed.
Term Comment Changed A term of use has had a new comment added or an existing comment edited.