License Terms Set up and Script

Owned by Jessica Hartwigsen
Last updated: Apr 18, 2019
2 min read

it is possible to use a script and an Excel spreadsheet template, to update license terms.  There has to be a license available to be able to set up the license terms with this script and form.

Instructions Part 1: Updating License Terms for existing licenses

  1. This script can help fill in the terms under the License Terms tab.  If there are multiple licenses from the same vendor, this can speed up the process of filling in those terms.
  2. The license must exist in Alma before the License Term script can be used.
  3. The spreadsheet template can also be sent to the vendor to fill out to ensure the terms are correct.  Download file below.
    1. SDLC has sent a spreadsheet that is already filled in to each vendor and asked for confirmation that the terms are correct.
  4. There is a script available that can be downloaded and configurable to be used locally for IZ updates. *Ask David Walker for script.
  5. Display License Terms in Primo- To activate: Alma Configuration Menu > Fulfillment > Discovery Interface Display Logic > Other Settings > Enable Display of License Information
  6. Display of License Terms in Alma and Primo- List which terms to display: (Configuration Menu > Acquisitions > Licenses > Manage License Terms)
  7. E-collection must be linked to a license (for use in the IZ) before license terms will display.
    1. Locate the e-collection
    2. Edit the Collection and go to the General Tab
    3. License field needs to be filled in with matching license.
  8. After the Display of the License Terms is set up, license terms for NZ licenses can be viewed by clicking on the View It at the portfolio level.
  9. There will be a link next to the e-collection name in the View It window to "Show License."


(red star)Instructions Part 2: Using an NZ license template to create licenses in the IZ

If your library has not added licenses,  a template can be "pushed" from the NZ to the IZ for the library to use. The license will come over with some basic information as well as with the license terms. 

Create a template from this NZ license.  This template can be used to create licenses for the same vendor.

  • Go to More Options and click on View. 
  • Then choose Save as a Template.
  • This template can now be used to create licenses for the same vendor.
    • The license terms will copy over from the NZ license and can be edited.
  • When adding a new license, choose Load from Template
  • Pick the template created from the NZ shared license

This would be used for the vendors the CO and the library have in common, such as EBSCO, ProQuest, JSTOR, Wiley, Springer, Sage, etc. 

These shared licenses can also be used as a local License Template to help speed up the creation of local licenses.

Presentation about license terms is available.

Updating the name of the NZ e-collection in the IZ POL.