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Share licenses (group aware for consortia)

WorldShare Management Services libraries with group aware can share licenses with libraries in their consortium.

Licenses Shared by Others

The Licenses Shared by Others button appears on the left navigation under Manage Rights.  Click Licenses Shared by Others to see all the licenses shared with your institution by other members of your group.  You can accept or reject a license that has been shared with you.  You may also be asked by the sharing library to withdraw the license if it is no longer in use.

Follow the instructions below to view a license shared with you.

To view a shared license:

  1. On the left navigation, click Licenses.
  2. Click Licenses Shared by Others.
  3. On the Licenses Shared by Others screen, click the License Name to view the license.

 Note: The Licenses Shared by Others button only appears to WMS libraries with group aware (WMS for groups).  Group aware links the individual institutions in your group through their WMS instances and allows data to be shared among the group.

Accept a shared license

If you want to accept a license that was shared with you, follow the instructions below. Once you accept a license, its Sharing Status updates to Accepted and you will be able to continue accessing the read-only version from the Licenses Shared by Others screen. The sharing library will be notified that you accepted the license if they have configured the License share accepted alert. See List of predefined alerts for more information. If the sharing library makes any changes to the license, your read-only version of the license will also be updated.

To accept a shared license:

  1. On the left navigation, click Licenses.
  2. Click  Licenses shared by Others.
  3. The licenses shared with your institution appear on the resulting screen.  Click Accept in the Action column of the desired license.  
  4. A confirmation will appear and the Sharing Status column will be updated to Accepted for the license.

Reject a shared license

If you do not want to make use of a license shared with you, you can reject it. Follow the instructions below to reject a license. The license will be removed from the Licenses Shared by Others screen when you reject it, and you will not be able to view it again once it has been rejected. The sharing library will be notified that you rejected the license if they have configured the License share rejected alert. See List of predefined alerts for more information. If the sharing library makes any changes to the license, your read-only version of the license will also be updated.

To reject a shared license:

  1. On the left navigation, click Licenses.
  2. Click Licenses Shared by Others.
  3. On the Licenses Shared by Others screen, click Reject under the Actions column of the desired license.
  4. The Reject Share confirmation message appears indicating that this will remove the license from your shared licenses.  
  5. Click Continue to reject the license.
  6. The license is removed from the screen.

Withdraw a shared license

If the sharing library requests that you withdraw the license, follow the instructions below.  The sharing library may ask you to withdraw the license because your group is no longer subscribing to the licensed content.  When a sharing library requests for you to withdraw the license in the system, the license's Sharing Status changes to Withdrawal Requested.  Once you withdraw a license, the license is removed from the Licenses Shared by Others screen.

To withdraw a shared license:

  1. On the left navigation, click Licenses.
  2. Click Licenses Shared by Others
  3. On the Licenses Shared by Others screen, in the row of the license you want to withdraw, click Withdraw.
  4. On the Withdraw Share window, click Continue.
  5. The license is removed from the screen.

Sharing a License to another Institution

If a license is currently shared with another institution, the green sharing icon will appear under the Shared column of your search results.  To share a license, first search for the desired license following the steps below.

 Note: If no search criteria are entered, all results will be listed. To browse licenses, leave the search box empty and click Search.

To search for a license:

  1. On the left side of the screen, expand Licenses.
  2. Perform a Terms of Use Search, or select a search Scope from the drop-down list:
    • License Name: The name you entered when creating the license in License Manager 
    • Comment Fields: Text you entered into comments and descriptions when creating the license
    • Documents: The documents (file or URL) you added to the license
    • Vendor: The vendor from whom you are licensing the collection
  3. Type your search term into the search box.
  4. Click Search or press <Enter>.
    • If the search results extend to two or more screens, use the navigation links (top and bottom of list) to move between screens. Screen headers and footers show your position within the list. For example: Results 11-20 of 56
    • Previous searches appear below the Search button. Click a search to return to it
  5. On the search results screen, click the license name to open it.
Filter results
  1. Choose a filter and use the drop-down list to select the filter. Search results can be filtered by:
    • Collection
    • Contract Type
    • License Status
    • License Type
    • Signed/Unsigned
  2. Click Apply.

To clear an applied filter, click Reset.

Columns in search results

Search results are sorted alphabetically by template name. To change the sort order, click any column heading.

  • License Name: The name you typed when creating the license in License Manager. Click the license name to access the license.
  • Paper clip icon: The paper clip icon indicates attachments.
  • Vendor: Sort alphabetically by Vendor Name
  • License Type: The type of license. You can filter by:
    • 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
    • Perpetual: Licenses which include a Start Date but no End Date
  • Shared:  This column appears to WorldShare Management Services Libraries with group aware to indicate whether the license has been shared with another institution.  For more information about Sharing licenses, see Share Licenses (Group aware for consortia)
  • License Status: The status of the license. You can filter by:
    • Current: License is in effect
    • Expired: License is no longer in effect
    • Pending: License has been created, but is not in effect
  • Start Date: The date the license begins (on this date the license becomes valid).
  • End Date: The date the license ends (on this date the license is no longer valid).
  • Renew-by Date: The renew-by date is the deadline for renewal or cancelation.
    • You can filter by licenses that have renew-by dates within the next time period you specify. To see only licenses that have renew-by dates within the next year (from today's date one year forward):
      1. Type 1 in the box under Renew.
      2. In the Choose Period list, click Year(s).
      3. Click Filter.
  • Signed: Indicates whether the license has been signed. You can filter by:
    • All
    • Signed
    • Unsigned

Terms of Use Search

Terms of Use Search
  1. Under the search box, click the Terms of Use Search link.
  2. In the window that opens, use the drop-down list to Select a Term.
  3. Leave the default selection or select one of the following radio buttons. "Encoded" means that it occurs in the license document and has been added to License Manager:
    • Encoded
    • Not Encoded (default)
  4. Add term values to the search to further restrict the search. For example, to search for licenses where the values are enabled:
    1. Select Yes for Copy Supplied to Library.
    2. Add Portico (for perpetual access) in the Methods box.

See the Terms of Use (list).

Share a License:

Once you have navigated to the desired license, the Sharing drop-down will indicate the current sharing status of the license.  Any institutions with whom you are currently sharing the license will display with the below information.

  • Shared institutions: The Registry ID and Name of the institution
  • Status: Indicates whether the license is currently accepted and in use.
  • Action: Offers the ability to withdraw the license from the institution if the group is no longer subscribed to the licensed content. 

To share a license to another institution, enter the Library Name or Registry ID of the library into the Share to box and click Share.  The added library will appear in the Shared Institutions list.  

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