CORAL Licensing Module Procedures

1) Verify license is final copy and countersigned.

2) Save digital copy of license according the following guidelines:

               a) Scan license as pdf.

               b) Save license with the following file name. 

When license is for vendor or a suite of products use a general term with some description.

                    Vendor-Product-Date.pdf    Ex.  Adam Matthew Digital-American West-081513.pdf

                    Vendor-Description-Date.pdf     Ex.  EBSCO Publishing-Ebook Online Terms Agreement-081513.pdf   

                    Vendor-Date.pdf      Ex.  EBSCOPublishing-081513.pdf 

                    Vendor-Product/Description-Amendment-Date.pdf  Ex. Credo Reference-Ref Ebooks-Amendment-081513.pdf 

               c) Save digital copy in "Licenses" folder under the appropriate "Provider" folder.

The aforementioned license would be saved in the following folders on the Shared Tech Services drive.

Example:   \\Y:TechServices\Electronic Resources\Providers\Adam Matthew Digital\Licenses

               d) Use saved digital copy to upload in the CORAL Licensing Module.

               e) Login to the CORAL Licensing Module.

               f) Click on "New License" found on the top menu towards the bottom of the CORAL Licensing Banner.

               g) Enter License Name in first field.  

For License Name use product name.  In example above this would be American West.

               h) Enter Publisher/Provider in second field.  

In example above this would be Adam Matthew Digital.  Once you start typing in the Publisher/Provider the field becomes a drop down in which to select a Publisher/Provider.  Try to keep Publisher/Provider names the same as found in CORAL Organization Module.  If the Publisher/Provider is missing from the drop down, go into CORAL Organizations Module to create a record for the Publisher/Provider.   

               i) When applicable choose from drop down the appropriate Consortium for license agreement.

               j) Once licensing record is created click on link "upload new document."

               k) Enter Effective Date.  Generally this should be the date included in the file name or found on the license.

               l) Select Document type.    

                            Use Countersigned Agreement for primary license.

                             Use Amendment for addenda to a uploaded Countersigned Agreement.  

               m) Parent field will usually be empty.

However when using Amendment there should be a parent Countersigned Agreement to select from the drop down.

                n)  Use product name or general description for Name field.

                o) Click on the "Choose file" button and navigate to appropriate Provider/License folder to upload the document.

                p) When file is selected click on "Upload" button.

3) If completed successfully, a record is listed with a link to "view document."