Creating Alternative Copyright Providers

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Ares will store and manage your alternate copyright provider information in the Rightsholders Maintenance form. Rightsholders are alternate copyright providers (publishers, institutions, etc.) that you would need to contact directly to obtain permission to use their materials. Once you have added alternate copyright providers and their journal holdings on the Rightsholders Maintenance form, you can select these providers and manage copyright permission requests from the Item form.

Adding or Deleting Alternate Copyright Providers

You can add or delete alternate copyright providers that appear on the Rightsholders grid.

  1. From the Ares main screen, click on the System tab then Rightsholders Maintenance.
  2. To add a new rightsholder, click New.
  3. Add the alternate copyright provider's information in the Rightsholder Details section. Click Save.
  4. The new rightsholder will be added to the Rightsholder grid and the Rightsholder Journals and Rightsholder Item Requests grids will be enabled.
  5. To delete a rightsholder, select the rightsholder from the Rightsholder grid and click Delete (the Delete button in the Rightsholders section of the ribbon).
  6. A box will appear and ask if you want to delete the rightsholder. To delete, click Yes.

You CANNOT delete a rightsholder that has any Journal or Items associated with it.

Updating Alternate Copyright Providers

Update rightsholder information by editing it in the Rightsholder Details section of the form:

  1. Select the Rightsholder you want to edit from the Rightsholders grid.
  2. The Rightsholder Details section is populated with the rightsholder's information.
  3. In the Rightsholder Details section, click on the fields you want to edit and change the information.
  4. When you are finished, click the Save (Rightsholders) button to save your changes.
  5. All changes are immediately reflected in the Rightsholders grid.

Rightsholders Journals

The Rightsholders Journals grid contains a list of all journals that can be requested from a rightsholder. When you process a request for copyright using an alternate copyright provider you can use this list to select the appropriate rightsholder. In addition to viewing the journals here, you can add new journals for each rightsholder and delete journals that are no longer needed or may have been entered incorrectly. Add each journal to the grid by entering the journal name and/or ISSN number.

The fields in this customizable grid come from the RightholdersJournals table. Field names and the database tables they come from are given below.

Adding Rightsholders Journals

Add a list of journals held by a rightsholder in the Rightsholders Journals section of the form:

  1. Select the Rightsholder holding the journal permissions from the Rightsholders grid.
  2. The Rightsholders Journals section is populated with a list of all previously added journals.
  3. In the Rightsholders Journals section, click on Click here to add a new row.
  4. Type the Journal name and/or ISSN number into the text fields.
  5. Save your entry by striking your keyboard's Enter/Return button or by clicking anywhere within the Rightsholders Journals grid.
  6. The entry is automatically added to the grid and the database, and the top row is cleared for a new entry.

Deleting Rightsholders Journals

Entries in the Rightsholders journals grid cannot be edited. Entries that have been entered incorrectly should be deleted and re-added to the table. Delete journals added to a rightsholder in the Rightsholders Journals section of the form using the Delete (Journals) button.

  1. Select the Rightsholder holding the journal you want to delete from the Rightsholders grid.
  2. The Rightsholders Journal section is populated with a list of all journals held by that rightsholder.
  3. In the Rightsholders Journals section, click on the journal you want to delete.
  4. Click the Delete (Journals) button. This button will not be active if there are no journals listed under the selected rightsholder.
  5. A popup confirmation asks if you are sure you want to delete the journal from the rightsholder.
  6. Select Yes to delete the journal, No to return to the form.
  7. The journal entry is automatically deleted from the Rightholders Journals grid.

Rightsholder Item Requests

The Rightsholder Item Requests grid contains a list of all permission requests submitted to a specific rightsholder. Visible for each journal is the Item ID, the current right status (Pending, Granted or Denied), and citation and course information for the item. Open an Item form for a request from the Rightsholder Maintenance form by double-clicking the request or selecting the request and striking Return/Enter on your keyboard. Any changes saved to the Item form while the Rightsholder Maintenance form is open are reflected immediately on the Rightsholder Maintenance form.

The fields in this customizable grid come from the Items, Courses and ItemCopyright tables. Field names and database table names are given below. Fields from these tables can be added to the form using the Column Chooser customization tool.

Configuring Print and Email Templates for Alternate Copyright Providers Permissions Documents

The default email template used to email the permissions request is CopyrightPermissions. This can be found under the E-mail Templates tab. See Creating Alternative Copyright Providers for more information about editing email templates. The default word template used for printing a permissions request is CopyrightPermissionRequest.doc. This template should be specified in the CopyrightPermissionRequestDoc key under System | Printing | CopyrightPermissionRequestDoc.

Database Fields Displayed in the Rightsholders Maintenance Form

Database Fields Used in the Rightsholders Grid and Details Section

Most of the fields in the Rightsholder Details section pertain to the rightsholder's address and contact information. The fields in this form come from the Rightholders table. This data is also displayed in the Rightholders grid.

Field Name

Database Field Name

Rightsholder

RightsholderName

Address

Address1

(Blank Label)

Address2

(Blank Label)

Address3

City

City

State

State

Zip

PostalCode

Phone

Phone

Fax

Fax

email

email

Comments

Comments

Additional Fields in the Rightsholders Grid and Rightsholders Details Form

Also included in these sections are 4 texts fields that allow staff to add additional important information. These plain text fields can be used however you feel is best appropriate for your site. Below are the additional fields, corresponding database fields and some possible example values:

Field Name

Database Field Name

Field Entries

Field Specifications

Example Value

Type

RightsholderType

Populated from values in CustomDropDown table.

Dropdown field. Must match an entry in the list.

publisher, author, agency, other

Payment Preference

PaymentPreference

Populated from values in CustomDropDown table.

Dropdown field. Must match an entry in the list.

check, credit card, etc.

Request Method

RequestMethod

Populated from values in CustomDropDown table.

Dropdown field. Must match an entry in the list.

email, online form, print, mail, fax, web form

URL

RightsholderURL

URL address

Complete URL address

The provider's URL. Link can be opened by clicking on the Globe icon.

Database Fields in the Rightsholders Journals Section

The fields in this section come from the RightholdersJournals table.

Field Name

Database Fieldname

Journal

Journal

ISSN

ISSN

Database Fields in the Rightsholder Item Requests Section

The fields in this section come from the Items, Courses and ItemCopyright tables. Additional fields from these tables can be added to the grid using the Column Chooser.

Field Name

Database Fieldname

Item ID

ItemID

Right Status

Permission

Course ID

CourseID

Title

Title

Article Title

ArticleTitle

Name

CourseName

Course Code

CourseCode

Semester

Semester

As with all Ares forms, changes to fields in the Rightsholder Maintenance form are automatically highlighted yellow to alert you to changes you have made but not yet saved. In addition, when changes are made, the Save button is enabled.

As with all Ares forms, changes to the layout and grids of the form are saved automatically at the time they are made.

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