Licenses

Create reports/dashboards relating to licenses.

Using the Licenses subject area, you can create reports/dashboards relating to licenses and answer the following types of business questions:

  • What is the number of portfolios per license?
  • What is the number of electronic collections per license?
  • What are the total expenditures for PO lines with specific licenses for specific fiscal years?
    For more information, see Licenses. (3:43 min)

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Field Descriptions

The following fields are available in Licenses.

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For information on how to create an analytics report that shows the obligation note for the license, see Displaying the Obligations Note for Licenses.

License Measures

The License Measures table is a fact table that stores all measures relating to licenses, such as number of licenses and number of license terms.

License Measures
Field Description Additional Information
Number of Licenses The number of licenses  
Number of License Terms The number of license terms This number includes both local and out-of-the-box terms.

License Header

The License Header table is a dimension table that stores information about the license such as the license ID, the license name, and the license creator.

License Header
Field Description Additional Information
License ID The ID of the license  
License Code The code of the license  
License Creator The creator of the license  
License Modified By The user who modified the license  
License Name The name of the license  
License Begins The date the license begins  
License Ends The date the license ends  
License Note The note of the license  
License Originating Licensor Key The licensor key of the license  
License Originating Parent Code The originating parent code of the license  
License Parent ID The parent ID of the license  
License Review Status The review status of the license  
License Signed By The user who signed the license  
License Signed On The date the license was signed on  
License Second Party Signed By The second party who signed on the license  
License Second Party Signed On The date the second party signed on the license  
License Status The status of the license Possible values:
  • Active – The license is activated and in use
  • Inactive  – Mark the license is Inactive. Inactive licenses can be re-activated by selecting Edit in the row actions list and changing the license status value. Relevant only when updating an existing license.
  • Draft – The license is created but not in use
  • Expired – License "End date" is in the past (can be extended)
  • Retired – The license is no longer relevant
License Storage Location The storage location of the license  
License Type The type of the license  
License URI The URI of the license  
Tokens Total Indicates if the transformative agreement has a limited or unlimited number of articles that can be published in a year  
Unlimited The number of articles that can be published in the agreement period  

License Terms

The License Terms table is a dimension table that stores information about the license terms such as the license term section, the license term creation date, and the license term modification date.

License Terms
Field Description Additional Information
License Term The license term  
License Term Section The license term section  
License Term Creation Date The creation date of the license term  
License Term Modification Date The modification date of the license term  
License Term Value The value of the license term  

License Vendor

The License Vendor table is a dimension table that stores information about the license vendor such as the Vendor code and the Vendor name.

The primary key of the table is VENDOR_ID.

The access path in the UI is Acquisitions > Acquisitions Infrastructure > Vendors > Add/Edit Vendor.

See Adding a Vendor and Vendor Account for more information.

Vendor
Field Description Field Location in Alma Additional Information Data Type Data Size
Additional Code A code in addition to the vendor code. Summary tab on Vendor Details.   VARCHAR 255
Creation Date The date the vendor was created.

Right information pane for Vendor Details page.

Label in Alma is Created on.

   DATE  
Creator The user who created the vendor

Right information pane for Vendor Details page.

Label in Alma is Created by.

   VARCHAR 255
ERP Code A code used by an institution's financial system, such as the Enterprise Resource Planning (ERP) system

Summary tab on Vendor Details.

Label in Alma is Financial Sys. code.

   VARCHAR 255
Modification Date The date the vendor was modified

Right information pane for Vendor Details page.

Label in Alma is Last updated on.

   DATE  
Modified By The user who modified the vendor

Right information pane for Vendor Details page.

Label in Alma is Last updated by.

   VARCHAR 255
Preferred Address The address of the vendor marked as the preferred address. It is used as the default address for the vendor. Contact Information tab on Vendor Details – Web Addresses section.   VARCHAR 3366
Preferred Address Note The note of the preferred address. Contact Information tab on Vendor Details – Web Addresses section.   VARCHAR 1000
Preferred Email The email address of the vendor marked as the preferred email address. It is used as the default email address for the vendor. Contact Information tab on Vendor Details – Email section.   VARCHAR 784
Preferred Phone Number The phone number of the vendor marked as the preferred phone number. It is used as the default phone number for the vendor. Contact Information tab on Vendor Details – Phone Numbers section.   VARCHAR 176
Primary Product URL The URL with URL type Primary Product. Contact Information tab on Vendor Details – Web Addresses section. If there are several primary product URLs, only one is displayed. VARCHAR 256
Vendor Code The vendor code unique to the institution

Summary tab on Vendor Details.

Label in Alma is Code.

All the vendors that have been on the order, not just the active vendor. The code must be unique across all vendors.

Note that the PO Lines tab displays all PO lines whose vendor code is the current vendor.

 VARCHAR 255
Vendor Name The vendor name

Summary tab on Vendor Details.

Label in Alma is Name.

 It is a required field. VARCHAR 255
Vendor Status The status of the vendor

Summary tab on Vendor Details.

Label in Alma is Status.

Possible values:

  • Active

  • Inactive

  • Deleted

 VARCHAR 255

License Agent

The License Agent table is a dimension table that stores information about the license agent such as the agent code and agent name.

License Agent
Field Description Additional Information
Agent Code The agent code  
Agent Name The agent name  
Additional Code The additional code  
ERP Code The ERP code  
Vendor Status The status of the vendor Possible values:
  • Active
  • Inactive
  • Deleted

License Library Unit

The License Library Unit table is a dimension table that stores information about the license library unit such as the Library Code and Library Description.

Field Description Field Location in Alma Additional Information Data Type Data Size
Library Address Line 1 The first line of the address of the institution. It usually includes the building number and the street name.

Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Address Line 1.

   VARCHAR 1000
Library City The city of the library.

Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is City.

   VARCHAR 255
Library Code The library code Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab > Path [the text after the period]   VARCHAR 50
Library Code (Active) The code of active (not deleted) libraries Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab > Path [the text after the period] The same as Library Code without deleted libraries. VARCHAR 50
Library Country The country of the library.

Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Country.

   VARCHAR 320
Library Description The library description

Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

The label in Alma is Description.

   VARCHAR 100
Library Name The library name

Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

The label in Alma is Organization Unit Name.

   VARCHAR 255
Library Name (Active) The library name of active (not deleted) libraries

Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

The label in Alma is Organization Unit Name.

 The same as Library Name without deleted libraries. VARCHAR 255
Library Postal Code The postal code of the library.

Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Postal code.

   VARCHAR 200
Library State Province The state or province of the library.

Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is State/Province.

   VARCHAR 320
Unit Type The type of organization unit

Configuration > General > Libraries > Add a Library or Edit Library Information > Libraries tab

The label in Alma is Organization Unit Type.

 Values can be Institution/Library VARCHAR 20

License Creation Date

The License Creation Date table is a dimension table that stores details about the license creation date. Key fields are used whenever calculations are required. Description fields may be used for formatting the display of the report. Alma stores the following types of fields:

  • Calendar Fields – These are date fields as they display in the calendar.
  • Fiscal Date Fields – These are date fields that match the institution's fiscal period. In the examples below, the fiscal period of the institution is for fiscal year 2012 that starts June 1, 2011 and ends May 31, 2012.

Using this dimension, the user may drill down from year to month to the specific date on which the license was created. The number of the license is accumulated to the relevant level in the hierarchy.

License Creation Date
Field Description Additional Information Data Type Data Size
License Creation Date The creation date of the license. The date in the format DD/MM/YYYY DATE  
License Creation Start of Week The date of the first business day of the week. The date in the format DD/MM/YYYY DATE  
License Creation Week Number The number of the week of the year. There are 52 weeks in a year. VARCHAR 2
License Creation Month Key The month of the date in number format. E.g. February shows the number 2 in this column. This field is useful when you want to sort by month. INT  
License Creation Month The month of the date in text format. The month, e.g. February VARCHAR 20
License Creation Full Month The year and month that the license was modified. The month in text format and the year. E.g. Feb 25 (for February 2025) VARCHAR 20
License Creation Quarter The quarter in the year in which the license was modified. The quarter of the date in a display format such as Q1 VARCHAR 20
License Creation Year The year in which the license was modified. The year of the date in the format YYYY . E.g. 2025 VARCHAR 20
License Creation Fiscal Month Key The fiscal month of the date in number format. E.g. If the fiscal year starts in June, this column shows the number 1 for June, the number 2 for July, and so on. INT  
License Creation Fiscal Year The fiscal year of the date in string format. The year is presented according to the description in the mapping table Fund and Ledger Fiscal Period.  For more information, see Configuring Fund and Ledger Fiscal Periods. VARCHAR 50
License Creation Date Filter Used to filter report results by date.

Possible values:

  • Current Academic Year
  • Current Fiscal Year
  • Current Month
  • Current Year
  • Last 3 Months
  • Last 30 Days
  • Last 365 Days
  • Last 7 Days
  • Older than 30 Days
  • Older than 60 Days
  • Older than 7 Days
  • Older than 90 Days
  • Previous Complete 12 Months
  • Previous Complete 24 Months
  • Previous Complete Two Years
  • Previous Fiscal Year
  • Previous Month
  • Previous Year
  • Two Fiscal Years Ago
  • Two Years Ago
 VARCHAR 100
License Creation Year-Month The year and the month in which the license was modified. Stores the year and the month in a display format such as  2023-1 VARCHAR 250

License Modification Date

The Modification Date table is a dimension table that stores details about modification of licenses.

The License Modification date is the date of the last change to the title.

Key fields are used whenever calculations are required. Description fields may be used for formatting the display of the report. Alma stores the following types of fields:

  • Calendar Fields – These are date fields as they display in the calendar.
  • Fiscal Date Fields – These are date fields that match the institution's fiscal period. For the examples below, the fiscal period of the institution is for fiscal year 2012 that starts June 1, 2011 and ends May 31, 2012.

Using this dimension, the user can drill down from year to month to the specific date on which the license was created.

License Modification Date
Field Description Additional Information Data Type Data Size
License Modification Date The creation date of the license. The date in the format DD/MM/YYYY DATE  
License Modification Start of Week The date of the first business day of the week. The date in the format DD/MM/YYYY DATE  
License Modification Week Number The number of the week of the year. There are 52 weeks in a year. VARCHAR 2
License Modification Month Key The month of the date in number format. E.g. February shows the number 2 in this column. This field is useful when you want to sort by month. INT  
License Modification Month The month of the date in text format. The month, e.g. February VARCHAR 20
License Modification Full Month The year and month that the license was modified. The month in text format and the year. E.g. Feb 25 (for February 2025) VARCHAR 20
License Modification Quarter The quarter in the year in which the license was modified. The quarter of the date in a display format such as Q1 VARCHAR 20
License Modification Year The year in which the license was modified. The year of the date in the format YYYY . E.g. 2025 VARCHAR 20
License Modification Fiscal Month Key The fiscal month of the date in number format. E.g. If the fiscal year starts in June, this column shows the number 1 for June, the number 2 for July, and so on. INT  
License Modification Fiscal Year The fiscal year of the date in string format. The year is presented according to the description in the mapping table Fund and Ledger Fiscal Period.  For more information, see Configuring Fund and Ledger Fiscal Periods. VARCHAR 50
License Creation Date Filter Used to filter report results by date.

Possible values:

  • Current Academic Year
  • Current Fiscal Year
  • Current Month
  • Current Year
  • Last 3 Months
  • Last 30 Days
  • Last 365 Days
  • Last 7 Days
  • Older than 30 Days
  • Older than 60 Days
  • Older than 7 Days
  • Older than 90 Days
  • Previous Complete 12 Months
  • Previous Complete 24 Months
  • Previous Complete Two Years
  • Previous Fiscal Year
  • Previous Month
  • Previous Year
  • Two Fiscal Years Ago
  • Two Years Ago
 VARCHAR 100
License Creation Year-Month The year and the month in which the license was modified. Stores the year and the month in a display format such as  2023-1 VARCHAR 250

License Negotiation (Network Inst.)

The License Negotiation table is a dimension table that stores information about the license negotiation such as the License Negotiation Member and License negotiation Start Date.

License Negotiation (Network Inst.)
Field Description Additional Information
License Negotiation Contact Email The license negotiation contact email  
License Negotiation Currency The license negotiation currency  
License Negotiation End Date The license negotiation end date  
License Negotiation ID The llicense negotiation ID  
License Negotiation Member The license negotiation member  
License Negotiation Price The license negotiation price  
License Negotiation Renewal Cycle The license negotiation renewal cycle  
License Negotiation Start Date The license negotiation start date  

Agreement Definitions

The Agreement Definitions table is a dimension table that stores information about agreements.

Agreement Definitions
Field Description Additional Information
Transformative Agreement Tokens Total The number of articles that can be published in the agreement period  
Transformative Agreement Unlimited Indicates if the transformative agreement has a limited or unlimited number of articles that can be published in a year  

Institution

The shared Institution dimension allows the Network Zone to view reports according to institution. If an analytics report is run from the Network Zone in a collaborative network implementing a Network Zone, all member institutions are included in the report for Institution Code and Institution Name. If an analytics report is run from an institution that is not part of a collaborative network implementing a Network Zone, only the single institution from which the report is run is included in the report for Institution Code and Institution Name.

Reports involving data across a collaborative network implementing a Network Zone may take longer to run than reports within one institution.

This dimension is available in every subject area. It contains the following fields:

Institution
Field Description Additional Information Data Type Data Size
Institution Code The code of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Summary tab.

The label in Alma is Code located on the right pane.

 VARCHAR 50
Institution Name The name of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Summary tab.

The label in Alma is Organization unit name.

 VARCHAR 255
Institution Address Line 1 The first line of the address of the institution. It usually includes the building number and the street name.

Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Address Line 1.

 VARCHAR 1000
Institution City The city of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is City.

 VARCHAR 255
Institution State Province The state or province of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is State/Province.

 VARCHAR 320
Institution Country The country of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Country.

 VARCHAR 320
Institution Postal Code The postal code of the institution.

Configured from: Configuration > General > Add a Library or Edit Library Information > Contact Information tab. This is taken from the address configured as the Preferred address.

The label in Alma is Postal code.

 VARCHAR 200
Institution Timezone The timezone of the institution. The timezone is set during implementation. VARCHAR 255
Data Available As Of When the institution data became available in analytics. Displayed at the bottom of the main Analytics menu. VARCHAR 255
Data Updated As Of When the institution data was taken from the Alma database. Displayed at the bottom of the main Analytics menu. VARCHAR 255