Agreements

Links to Five College Workflow Documents

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

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.”

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.”

Creating an agreement

In the Agreements pane, click 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 values 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 values that appear in the drop-down list in Settings > Agreements > Pick list values.
Alternative names. Alternative names for the agreement record.

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 you add multiple periods to the record, their dates cannot overlap.
Each period must have a 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.

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.

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.

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.

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 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 license in the box.
- Enter the URL of the license in the box.
Repeat steps 1-5 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.

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 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 agreement.

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.

Related agreements

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.

Adding a related agreement

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.

Removing a related 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.

Replacing a related 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.

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, Tags, and Supplementary properties. 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.

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.

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 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 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.

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.

Viewing an agreement

Once you search for a agreement, the following information appears in the License pane:

Name. The name of the license.
Status. The order status.
Period start. The date the agreement period starts.