Terminology

  
Organization

An app within FOLIO. Contains information about any group of individuals with which we would operate, whether it's a company that sells products to us, provides a services to us, acts as a subscription agent, hosts content, etc., etc.

In Full FOLIO, Organization entries will be used for billing services, as well.

Agreement 
LicenseThe license defines what we can access, and how. The license indicates

 

Creating a new Agreement and/or License

 

  1. Create or locate Organization - whoever is providing the content
    1. Click Organizations to open the Organizations app; check to see if the vendor you're interested in exists in there.
    2. If they don't, create them now.
        1. If we pay money to them, select the 'Vendor' checkbox
  2. Create Agreement - all the other data parts hang from the agreement. "Agreement" is the overarching resource from which everything else hangs. Agreements are part of the terms of the license that govern more day-to-day info, but we need to confirm with the bigger FOLIO groups to define this accurately.
    1. Agreement steps
      1. figure out how many agreements you need for the provider (ex subscription vs perpetual access) to help craft the one you are 
      2. agreements will describe more than one resource
      3. we will have a line for each resource covered by an agreement (?? doublecheck this statement)
      4. open up a blank agreement 
      5. Name: provider name
      6. Status
      7. Reason for closure
      8. renewal priority
      9. one more field
      10. Agreement periods
      11. Agreement line - add an agreement line for each product purchased
      12. Internal contact: often this is blank; use this for LTS person who is the official maintainer; selector contact
      13. Agreement line
      14. License information
      15. external licenses - like a NERL license, signed by a different institution
      16. organizations
      17. supplementary information
      18. usage data
      19. related agreements
    2. NB: In Agreement Periods, you can put in fake dates, like "2020-11-31". That should be fixed.
    3. as
    4. Under "Organizations", click "Add organization to agreement" and find the org you'd created. 
  3. Create License
    1. Connect Organization to license
    2. Core documents - we can attach a license here, and see how it works
    3. Define the terms of the license - 
      1. "Definition of authorised user" - these should have a picklist? so we are using terms correctly, and limiting spelling errors?
      2. "Number of concurrent users allowed" - this requires an integer, so what do we choose here, to represent "unlimited"?
      3. "Walk-in access permitted?" and next question seem a repeat of "Definition of authorised users"