ERM implementers


NEW ERM implementation topics, questions or issues

Please add questions and topics here. Topics or questions posted in slack will be added here as well.


NEW Open topic that is not yet discussed with the SIG

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1Agreements / Local KBShow the e-resources with their tags in the accordion element „E-Resources in package“ on package level

Besides having a dashboard widget for tags on e-resource-level (see Implementation Topics List), it would be very helpful, if the tags of the e-resources are also shown on package level e.g. as a an extra column for tags in the accordion element „e-resources in package“.

Use Case 1: To see at one glance the e.g. cataloguing-status of resources in this package

Use Case 2: To see at one glance if there are e-resources with problems in this package

Plus: It would be very helpful, if we could add tags through this new tag column for the e-resources.


Sabrina Bayer (TP-ERM/BVB)

Agreements Local KB Subgroup: 2024-06-12 Meeting notesActions / JIRA




OPEN ERM implementation topics, questions or issues


IN JIRA JIRA ticket created, work outstanding or in progress

DISCUSSED Topic is discussed in SIG, needs JIRA ticket to be created

AppTopicDescription/ use caseDate added

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1AgreementsAgreement Lines – expanding information contained in/displayed and able to be recorded underWhen an Agreement is not specific to one title or package but is of a (suggested) organizing type for any number of titles/resources each with their own Agreement Lines/POLs etc. then for each the information displayed/provided is currently rather limited. For example, there is no way currently to record Notes at the Agreement Line level, or, to indicate Concurrent User # or Unlimited User information, etc. The inability to record information like this at the Agreement Line level could force us to have to create more Agreements overall to be able to manage resources licensed or purchased at the title or mini-bundle level.2020-02-18Sara Colglazier. MHC/Five Colleges
work in progress

re-discuss open aspects - concurrent users

what Notes?

2AgreementsMore robust options for Supplemental Properties in Agreements–INCLUDING the same Sup Prop being added more than onceThe supplemental properties fields could be expanded to include multi-value pick lists (when ready), editor functions similar to the Notes Helper app (specifically hyperlinking) and the ability to use the same property multiple times (potentially a config. option in settings.) In addition it could be expanded so that multiple values with associated notes could be added (with similar functionality to the add alternative name feature) to capture information like a Platform Name and Resource URL in a single supp. prop. ... Also it is also needed that the same Sup Prop be able to be added more than once. For example, if I have an Agreement with more than one AGL and I want to record that they each have a certain Sup Prop for which the value is different (and the notes with it) then currently I cannot do so.2020-09-30Jack M. (UMass / Five Colleges)
Sara Colglazier (MHC/5C)

03/17/2021 meeting minutes

2021-03-24 - ERM Subgroup meeting minutes


multi value pick list is done

hyperlinking exists as separate line/ticket - check

different properties for individual AGLs

storing html in text fields requested multiple times

markdown as discussed here:

decide on prio

3AgreementsShould it be possible to have multiple AGLs for the same resource (title/package|platform combo entity linked from eHoldings) in the same/single Agreement

After discovering that inadvertently an extra AGL had been added to an Agreement from eHoldings causing an unwanted dupe entry in the Agreement–but which is NOT obvious or in any way noticeable once it has been done from eHoldings and very difficult to detect in the Agreement since the entries do not show following each other and the Agreement has many many lines (+100)–I wondered whether this should even be possible (slack posting:

In response, Owen countered that one may want multiple AGLs for the same title entity when needing to link them to separate POLs over time (since AGLs may be date limited); but also suggested thinking about:

  • How we can reduce the likelihood of this happening by accident (e.g. warning that there is already an AL for this resource)
  • How we can make it more obvious to the user in eHoldings that there are multiple Agreement Lines (within a single agreement)
  • Making it more obvious to the user in Agreements that there are multiple Agreement Lines for the same resource within a single Agreement

(see Owen's initial and following responses to Sara's slack query:

Question for discussion: to be able to dupe add or not? And if, to be able, then how to address making it obvious

2020-10-26Sara Colglazier (MHC/5C)02/03/2020 meeting minutes


yes, it should be possible

improve display

decide on prio

4AgreementsCSV export in AgreementsLike the CSV export in Licenses it would be nice to have a CSV export in Agreements as well. 


11/10/2021 meeting minutes

UXPROD-3752 - Getting issue details... STATUS


decide on prio

on the line between reporting and app functionality

alternative use reporting tool


“Replacing” linked resource forming an AGL (eHoldings Perspective)

I link the package “Banking Information Database” from ProQuest as an agreement line and add an AGL note, notes-helper app notes, and link a POL. ProQuest repackages the resource to become the “Accounting, Tax & Banking Collection.” EBSCO creates a new package under that name in HLM, and deletes the BID package because the content provider says it is no longer a resource they sell – therefore the data from my linked resource for my AGL disappears and I need to create a new AGL and move all the data over to that AGL.

It would be nice to be able to simply replace the title/package being linked from eHoldings to form the AGL similar to how you can replace the linked organization without having the edit roles or notes. When the KB management team deletes information it is not always communicated ahead of time – but if I knew that BID was being deleted tomorrow I would replace it with the AT&C package and move on – it isn’t a “new” resource, nothing changes with our POL, licenses, or ordering method, and we retain no perpetual access to the old version of the resource. I would expect that it does not overwrite the note I left on the AGL or remove the POL or notes-helper app notes, it’s just a swap out for a new asset from eHoldings.


12/15/2021 meeting minutes


Solution: Create a new AGL

Ability to copy AGLs

Owen will create stories

6LicensesLicenses: How to manage amendments signed by a library other than the signatory of the original license

We are interested to hear how other institutions are managing this situation:

A license covers all libraries at an institution and is signed by library A (the main library). Later, an amendment to that license is signed by library B (such as a medical center library or law library).  We're not sure how to represent that in FOLIO in a way that is searchable by library since the differentiation is at the amendment level and there aren't data elements on the amendment that we can use to make a library distinction.


Virginia Martin and Julie Brannon, Duke

1/27/2021 meeting minutes


currently agreement type is used

Solution: have own institutions as organizations in organization app could be used | livense applies to

Owen will work with Gill to find a way 

7AgreementsAgreements: Add new value to "Is perpetual" reference listSometimes there is a mix between perpetual and non-perpetual access for resources that are part of an agreement. In these cases we'll leave the field blank and capture the mix in a license term note. We'd like to propose a new third value in addition to "yes" / "no": "mix". This would capture the conditions more accurate.2021-01-15Julie Brannon (Duke), Felix Hemme (ZBW)02/17/2021 meeting minutes





Agreements/Licenses: How to manage streaming videos with licenses that expire 1 to 3 years after purchaseNot sure if this a licensing or Agreements question. We purchase streaming videos on request (e.g., Kanopy, Alexander Street) that come with 1 to 3 year licenses. We are currently tracking with when the license to access ends within a 9XX field in FOLIO. This mechanism is not ideal for FOLIO. We are interested in exploring how to track expiring access using Agreements/Licenses as an option to track when these expire. The PO could be another option.2021-01-20Kristin Martin and Jessica Harris (Chicago)

discussion starts: 02/03/2021 meeting minutes

02/07/2021 meeting minutes





Agreements/Licenses: Allow sort options for documentsA library is using core/supplementary docs to attach invoices (they are not using any acq FOLIO functionality), licenses, and other docs related to licenses agreements. They asked if there are sort options around these documents. Presently, they seem to display in the order in which they were attached. But it would be desirable if there were sort options (e.g. alphabetical, date added, document category). Can we revisit ERM-2142021-03-09Molly Driscoll (EBSCO) on behalf of Chapman University04/14/2021 meeting minutes


10AgreementsAgreements: provide Filter for Supplementary DocumentsIt would very useful to be able to find via Filter those Agreements for which I have intentionally added Supplementary Documents (or, have not). Preferably based on the Categories set–as well as None (no Supp Docs).2021-03-24Sara Colglazier (MHC/5C)

04/14/2021 meeting minutes

2022-03-23 - ERM meeting


11AgreementsImprovements to display of resources that are subscribed through an agreement

Given: An active agreement with an agreement line for the package "JSTOR Arts & Sciences I : hbz : 2017-10-09"

  • Open Agreements > E-resources
  • Search for eISSN 1525-6979 and open the record in the third pane (details)
  • If the journal is managed through an agreement, some agreement details are displayed in the "Agreements for this e-resource" accordion: name, status, period start/end, E-resource (name), acquisition method, coverage
  • The general availability is shown in the "Options for acquiring e-resource" accordion: data source, name, coverage, platform, acquisition method, actions

If the e-resource is not linked directly as agreement line, but rather the package that contains the e-resource, the information displayed could be enhanced or the link back to the agreement could be made more seamlessly. Some questions that our staff wants to answer are:

  • What terms apply for the e-resource?
    • (tick) Easy to answer: Open "Agreements for this e-resource" accordion, click on the agreements name link, open "License and business terms" to check the terms.
  • What time periods (coverage statement) should we have access to according to the license?
    • (error) Difficult to answer: In the "Agreements for this e-resource" accordion, no coverage data is displayed if the package is linked as agreement line. The "Options for acquiring e-resource" accordion may display a large number of lines + there is no indication about the actual package title that is managed in the agreement. The only way to answer that question is to navigate to the agreement, open the "Agreement lines" accordion and perform a search with the browsers search tools (CTRL + F). Depending on how many e-resources are displayed by default, the user has to click the "load more" button multiple times. This is not usable.
  • Give me the URL for the package title on the platform:
    • (error) Difficult to answer: In the "Agreements for this e-resource" accordion, no URL is displayed if the package is linked as agreement line. The "Options for acquiring e-resource" accordion may display a large number of lines + there is no indication about the actual package title that is managed in the agreement. The only way to answer that question is to navigate to the agreement, open the "Agreement lines" accordion and perform a search with the browsers search tools (CTRL + F) for the name of the title. Depending on how many e-resources are displayed by default, the user has to click the "load more" button multiple times. This is not usable.

Given: An active agreement with an agreement line for the package "Sage: E-Journals"

  • Load this JSON file into the internal KB
  • Create an agreement and link the package "Sage: E-Journals"
  • Open Agreements > E-resources
  • Search for eISSN 1552-3039 and open the record in the third pane (details)

There is no way to tell from this page that this journal is no longer accessible via the agreement. It has the active end date "2020-12-31". The user has to open the agreement, switch to the tab with dropped resources and perform a search with the browsers search tools (CTRL + F) for the name of the journal.


2021-10-27: OS Action:
  • Talk to KG about link on  eHoldings screen - suggest link to Agreement Line rather than agreement? (or both). Esp. applies to eHoldings screen for title (vs package)
  • Investigate options for better display on eResource screen "Agreements for this resource" where AL is for package - need more specific information - preferred approach to have link to the relevant PCI
  • Investigate options to display information on dropped/future PCIs within a package in an AL better - making clear to user that it isn't part of the agreement currently


12AgreementsAgreements/agreement lines: Adjust placement of 'Add PO line' button on agreements edit screenEnhancement proposed by Michigan State University: They have created an agreement for each of their eBook packages (e.g. EBSCO purchased eBooks, ProQuest purchased eBooks, etc.). Each agreement has a single agreement line, representing the package. However, they are linking multiple POL to the single agreement line to represent the orders for each of the titles. The 'Add PO line' button appears at the bottom of the attached POLs, so, each time they go to add a new POL, they need to scroll all the way to the bottom to click the button. This becomes quite arduous in cases where they have dozens (or more) POL attached to the agreement line.They asked if the 'Add POL' button could be moved to the top of the POL section on the agreement line so that they could add multiple POL without the need to scroll to the bottom each time.


2021-10-20: OS/GO investigate if we can add the "Add PO Line" button into the PO Line accordion header on the Agreement Line screen

OS restart work to look at how we handle multiple POLs within a single package scenario - particularly eBooks and Streaming videos. Maybe not even package, but individual items (streaming video) - and depending on the agreement then possibly not separate POLs?


13ERM ComparisonsERM comparisons: Sort byMake it possible to sort by column "Overlap". This would enable the users to see at one glance all titles with overlapp, non-overlapp, partial overlap.


2021-10-27 OS: Investigate what is possible and report back to group with options


14AgreementsAgreements: Add ability to search over all indexed fields with one search

In Agreements, the search box in the first pane can search on agreement name, alternive name(s), and description. However, the search does not act as keyword search over all fields at a time. Given the following agreement:

A search on emerald las:er will result in 0 hits, because the search is working like:

(name contains "emerald" AND "las:er") OR (description contains "emerald" AND "las:er") OR (alt name contains "emerald" AND "las:er")

The user expectation of my colleagues is that with one search all indexed fields are searched with boolean AND at the same time. See also implementer topic no. 35: "Agreements: Search needs to be refine-able (i.e., have a drop down menu like in other Apps for other more narrow, defined, specific fields)"

Im not completely sure how to achive this, but an option could be to copy the contents from the 3 fields into an indexfield and then search over it, e.g.:

indexfield = name && altName && description
(indexfield contains "emerald" AND "las:er")

If we are going to discuss this topic in the ERM SIG, I'd like to propose to talk about other kinds of search enhancements as well, e.g. advanced search or boolean search.


2022-03-23 - ERM meeting





Preset filters when opening the app

Revisit the decision to display the agreements when entering the app instead of needing to search first

MS: Related: which filters should be selected if any: reduce to only "active"?


MS based on a comment by Felix Hemme 
2022-03-23 - ERM meeting


16AgreementsMove agreement lines between agreements

An easy way to transfer an agreement line from one agreement to another so we can preserve note/PO lines/other info without having to recreate it all.

We are planning to create agreements partially based on the purchase status, so the ability to move an agreement line from the "EBSCO-subscribed" agreement to "EBSCO-perpetual" agreement, for example, will be a workflow we need to plan for. 

Comment by Owen Stephens  in Slack:

Unfortunately there isn't an option to move an agreement line between agreements via the UI at the moment. We did originally propose, and did discuss in the ERM SIG, that there should be some functionality like this, and especially in some particular situations - including exactly the one you mention here (moving content from subscribed to perpetual). My initial thoughts on this were to have a process where:

  • The existing agreement line was copied (rather than moved) to the other agreement
  • The original agreement line got an end date added (the 'active to' date)
  • The new agreement line got a start date added (the 'active from' date)

In general I'm more in favour of copying than moving as it makes it easier to see the history of what happened (e.g. "we subscribed until this date, and then had perpetual from that date"). However I think this would need quite a bit more discussion to go through the various scenarios where copying or moving agreement lines would be useful and how it should work


Martina Schildt on behalf of Steven Brown 2022-11-16 - ERM meeting


17DashboardFilter on agreements alternative names

In the Dashboard app > ERM Agreements widget definition: A filter on agreement name does not include alternative names and there is no filter for agreement alternative names. Would it be possible to add such a filter? 

My use case:

  • A widget that displays "Active agreements without agreement lines (excluding PCA and LAS:eR agreements)". I can exclude the PCA agreements by a filter on
    • <agreement name> <does not include> <abbestellte Titel mit dauerhaftem Zugriff>
  • To filter out the agreements from LAS:eR I'd need to filter on
    • <agreement alternative name> <does not include> <LAS:eR>


ERM-2628 - Getting issue details... STATUS

ERM-2629 - Getting issue details... STATUS

OS: investigate adding supplementary properties to the filters / license terms to the license widget


18Agreements > local KBAbility to intentionally disconnect link between e-resource from external KB and e-resource in local KB or block fields from being updated


  • a GOKb package maintained by a foreign library, e.g a package with e-resources on an aggregator platform or an evidence based selection package
  • a library that has chosen to buy selected e-resources from within that package with post cancellation access terms and
  • these e-resources are linked to an agreement as single agreement lines (one per ebook)

If at any point in time the package curatory group changes the content of the package and removes one of the e-resources the library has post cancellation access to, e.g. by setting an access end date, GOKb data will update data in the local KB. The e-resource will now display as "dropped", even if this statement is not true for the library.

It seems necessary to have an option to indicate on field level that certain updates from the external KB should not update the local KB data. Or an option to cut the connection between the local e-resource and the external source completely.


Felix Hemme  (ZBW)

OS: Write up a story to allow for local copy of a remote KB package (i.e. the "complete separation" scenario) [This may not be required though as could be done via GOKb]. For discussion with ERM users once written

OS: Discuss with developers possibility of protecting specific fields or TIPPs to avoid unwanted updates


19Agreements > local KBSupport e-resource search on ISBN regardless of presence of hypens in the query and the data

With the current implementation in the internal KB it is not possible to find a resource by ISBN if query/data have differing entries around hyphens. A search for 9783428569625 won't find a resource with ISBN 978-3-428-56962-5 and vice versa.

We can create the hyphens as a workaround with this web tool, but it would be better if Agreements would support search on ISBN without the need to worry about the hyphens:


OS: write story to store ISBNs in consistent way and to support searching with or with hyphens

Note that Inventory implemented a solution for this previously


20LicensesAllow license term note without a set term value

The Internal note and Public note fields on a license term can only be filled if content is present in the Value field. Otherwise the system displays a warning message: "A value must be set in order to save a note".

We have a use case where the value of a term shall be delivered to a third party system. Multiple license terms on ILL are going to create a code in the holdings records in our union catalog. If ILL is forbidden we reflect it in one license term – the other two then don't apply. We want to indicate that situation by adding a note to the two terms without setting a value, because the linked reference list only provided "yes/no" and none of those values applies.

Could we talk about extending the license terms so that a note can be captured even without setting a value?


OS/MT/MS: Put this on future ERM SIG Agenda for broader discussion


21Agreements/Agreement Lines selected from eHoldingsWhen adding an Agreement Line to an Agreement from within Agreement app, allow multi-select of packages/titles from eHoldings searchbox

Currently, for institutions using FOLIO with eHoldings, when one goes to add an Agreement Line from within an existing Agreement, they are presented with the eHoldings search box where they can only select one resource/package/title at a time. To add another, they have to click "Save and Close", reselect the Agreement, and restart the process.

This can be a bit tedious for libraries either when they are initially implementing ERM and connecting their eHoldings to Agreements, or for an existing library when they acquire certain e-resources in bundles corresponding to one Agreement (like JSTOR packages or ebook subject packages).

Currently, this functionality exists for Local KB configurations, with the "basket" option. Can their be a discussion about implementing this in the UI for eHoldings users as well?

1 December 2022

Zorian Sasyk (EBSCO)

Current workaround: "Save and create another"; SIG agrees that is a good feature


22LicensesMake amendments searchableRaised on Slack the lack of searching in amendments caused the need for a work around for a situation where an amendment might have been used27 April 2023Beverly Geckle (MTSU)2023-05-03 - ERM meeting


23LicensesAbility to apply amendments or terms at a resource levelRaised on Slack often amendments or special terms apply to a single resource within an agreement rather than to the agreement as a whole. Currently there is no way to reflect this except through a note27 April 2023Beverly Geckle (MTSU)2023-05-03 - ERM meeting



Ability to search/filter AGLs and display AGLs in the widget

Use Cases:

We use tags on AGL and we would like to see all AGLs with a special tag, e.g. because we need to do sth with this AGL (e.g. catalog, check access, pay invoice, etc.).

We would like to see all AGL with a special access-from/access-to date etc.

11 April 2023

Sabrina Bayer (TP-ERM/BVB)

2023-05-31 - ERM meeting

ERM-2934 - Getting issue details... STATUS


25LicensesAbility to open a PDF document in a separate browser window, rather than downloading itOur Licensing Librarian finds it problematic that the Licenses App forces users to always download PDF documents instead of opening them in a separate browser window.

April 18, 2023

Irina Trapido (Stanford)

2023-05-31 - ERM meetingOS to write story to implement


26DashboardFilter for "link to app "In dashborad app, added widget offers "link to app" for jumping to the app. Can this link have same filtering condition as widget setting?"21 March 20232023-06-14 - ERM meetingActions / JIRA




Ability to sort AGLs by columns

At the moment the AGL in the Agreement are sorted alphabetically by name/description.  It would be very useful to be able to sort by the other columns as well.

Use Case: We would like to see the newest / oldest AGLs (sorted by “active-to” dates).

11 April 2023

Sabrina Bayer (TP-ERM/BVB)

2023-06-28 - ERM meetingOS to create Jira to implement sorts by columns in display except Note


28eHoldingsOverview of results in the titles search in eHoldings

It is hard to navigate to the right record when searching for a title in eHoldings. It would improve findability if more information can be seen in the results, for example indication of selection status and year published.

Use case: We have linking issues with the ebook title "Adaptive thermal comfort: foundations and analysis" in our discovery system. I go to eHoldings to check on what platform/package it is selected and what metadata is available (ISBNs and publication year most relevant in this case). I get six records for that title, no indication in the results which one is selected. I have to click on each and back again, keeping track of them as the order changes, to find the right one. Workaround: login to HLM, where I can see all information I need in this case on one screen.  But there I have no connection to Agreements.
Khalilah Gambrell 

April 21, 2023

Martina Karlsson (Chalmers)

Minutes | link

Hey Martina Karlsson for the Poppy release, we have implemented a Packages facet on the Title search. We still need to tweak the requirements so that when clicking the title it takes you directly to the title+package record. 

We can also look into adding title to the results list and a way to show package selected and not selected counts. 

cc: Zorian Sasyk 


 on in ERM SIG meeting

cc Martina Karlsson 




Add a new functionality like to show warning incase where you link the same agreement line twice, to the same package 

The Agreements App lets you connect the same holding package to the same agreement multiple times, without any blocker nor warning that this connection was already made, and then the agreement lists the same package multiple times in multiple rows .So can we add a new functionality to show warning when you link the agreement line twice to the same package?

Note: This is requested by Unica.

See also Jira ticket ERM-2902 

April 27,


Specifically when adding from eHoldings there is no feedback showing you've added multiple times.

Look at POL functionality where you are told "did you know there is already an order for this"

OS to discuss eHoldings behaviour with Khalilah 

OS/GO to look at POL functionality and look to see if we can do something similar in Agreements


 on in ERM SIG meeting

cc Katalin Lovagné Szűcs 

30Agreements / Licenses Adding a specific Organization contact for each Agreement / License

Currently there are fields have the fields to add who is the internal contact (i.e. contact in the library/institution) for an Agreement/License and also the ability to link an external Organization to an Agreement/License.

However when you link an Organization to an Agreement/License, no contact info related to that Organization is passed into the Agreement/Licenses (only the platform info are shown in the Agreement/License). It is also not possible to detail who is the contact at the Organization for the Agreement/License. The only current option to add this info in the Agreement/License record is by using the Note field of the linked Organization

June 22, 2023Minutes | link

ERM-2944 - Getting issue details... STATUS


31DashboardAbility to search/filter eRessources from the local KB in the Dashboard and display them in the widget

We use the GOKb as external KB and would like to use the eRessource data in the local KB for tracking/monitoring eRessources via the Dashboard.

Use Case 1: To see which ebooks (e.g. from a frontlist) have been published e.g. in the last month(s), we would like to have a widget in the Dashboard where we can filter by publication date (to check access, catalog them, etc.). 

Use Case 2: If the access doesn't work and we contacted the organisation, we would like to tag the eRessource in the local KB to indicate this and therefore would like to have a filter for tags on eRessource level in the Dashboard to monitor these eRessources.

June 22, 2023

Sabrina Bayer (TP-ERM/BVB)

OS review use cases here and in widget spreadsheet and report back

will be continued in ERM SIG meeting on

cc Sabrina Bayer


32Local KB admin (GOKb2FOLIO)Import only local packages for my institution/curator group in the Local KBWe would like to import only local packages that are created by our institution/curator group in the GOKb, because we do not need the local packages from other institutions. 2023-09-27

Sabrina Bayer (TP-ERM/BVB)

Agreements Local KB Subgroup: 2024-05-15 Meeting notesActions / JIRA