Custom Libraries: License Management with Academic Portal

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What is Academic Portal?

 

Academic Portal was created with your institution in mind. Now that you have a pool of licenses to manage, you need visibility into how many are available, who has access, etc. You also need the functionality that allows you to easily distribute and revoke licenses. The following steps will walk you through how to leverage the power of Academic Portal for all your license management needs.

 

If you need help, don't hesitate to get in touch with the Higher Ed Customer Success team at higheredsuccess@logos.com

 

Steps to Manage Your Licenses

 

1) Assign Administrator Permissions

 

Before your licenses can be managed in Academic Portal, administrator permissions must be granted to those who need this level of access. This step will normally be completed during onboarding as you work with your Account Executive and Customer Success Manager. Please reach out to these team members if admins need to be added or other changes need to be made.  

 

*Administrators will need a Logos account to manage licenses.  Any account can be used including a personal Logos account.  If don't want to use your personal Logos account for this purpose, you can create a new account associated with a work email at https://www.logos.com/register

 

2) Access Your Institution in Academic Portal

 

To access Academic Portal, go to https://academicportal.logos.com/

 

Those with administrator permissions will be directed to the overview page for your institution.  Take note that you will find a list of your main contacts here, and the tabs at the top will be used to manage your licenses.

 

 

*If you are the admin for more than one institution, you will see a list of those institutions.  Simply click to select the institution you want to manage licenses for.  

 

3) Add and Manage Users

 

Before you can assign licenses, you will need to add users under the Users tab at the top. Once the Users view is open, you will add users by using the options in the top right.

 

 

The "Import users" button allows you to bulk import multiple users at one time using the provided template.  Also, you can add one user at a time by clicking the to the right of the button and choosing the "Create user" option from the menu.  

 

Option 1: Import Users in Bulk- Again, using the "Import users" button will enable you to bulk import a list of users using a .csv file.  Download and fill out the template as instructed. 

 

 

*Important: If you use Numbers to generate the .csv file, be aware that Numbers often adds a "table title" to the sheet.  This title will save and cause an error when you import the template.  Please remove or hide the table title when you save the .csv.  Also, if you receive an error when uploading, try copying the information (headers and rows) from the template into a new sheet and save as a .csv.  

 

Template Descriptions:

 

Completed Template Example:

 

*To avoid errors during import, make sure there are no duplicate users.  If you choose not to use a Student ID number, you can simply add any numbering system to the column (1,2,3,4, etc.).  Keep in mind that each user must have a unique ID number.  Repeating numbers will result in an error.  

 

Make sure the completed template is saved as a .csv file.  Once you are ready to import the file, click "Choose File", and select the .csv file on your computer.

 

Take note that you also can add user tags/roles to all the users on the list you are importing.  Academic Portal will automatically assign a date and time stamp, but you are welcome to add other tags that will assist in managing licenses later.  Here are a few examples for illustration:

  • Date Tag- will allow you to narrow users by the date you imported them (automatic)
  • Role Tag- will allow you to narrow users by their role at your institution
  • Degree Tag- will allow you to narrow users by degree program
  • Language tag- will allow you to narrow users by language 
  • Faculty tag- if you are managing faculty licenses, you may find it helpful to tag those users

 

Once you have added the .csv file and any useful tags, choose "Import" in the bottom right.

 

 

 

Option 2: Add a Single User-  You also have the option to add one user at a time by clicking the to the right of the button and choosing the "Create user" option from the menu.  

 

Institution (LIS) ID, First Name, Last Name, and Email are required.  Institution (LIS) ID is the school id number, which can serve as a secondary option for identification.  This can also be a made-up number.  The intent is that if you have three students named "John Smith", the number will be one additional way to make sure you identify the correct student in your records.  

 

Once users been added, you will find a list at the bottom of the page. You can search for users in the top left of the list, and you can select users using the checkboxes on the left of the rows or by using the "Select by CSV" option.  You should keep a record of the .csv files you use to import users because these can be repurposed to select users in later steps.  

 

Export User Data- There may be times when you need to export user data from Academic Portal.  This option can also be found under the to the right of the import users button.  Choose "Export user data", and you will be provided with a CSV file listing the names, emails, user ids, and license status for all users under your institution.  

 

*If you need to delete/remove a user, select the relevant user(s) and click the "Manage users" button in the upper right.  This is where you will find the "Remove users from institution" option.  

 

 

*Important: The email you import into Portal for a user represents your records.  The email on the student's Logos account will be determined by the email used by the student when they claim their license and sign into an account.  In other words, these emails may be different, but Portal will associate the email in your records with the email the student uses for Logos.  If you change the email for a user in Portal, you are simply changing your records and not changing the email on the student's actual Logos account.  The student is responsible for managing their account, changing the email address, resetting the password, etc., which can be done at https://www.logos.com/account/profile

 

4) Distribute and Manage Licenses

 

Now that users have been added, you can begin assigning licenses.  To do this, you will need to choose the "Libraries" tab at the top. (You cannot assign licenses under the "Users" tab.)

 

 

Once you click the "Libraries" tab, you will see a list of your available libraries.  A "library" is a group of purchased Logos licenses that are available to distribute as one.  For example, a library is often composed of a Logos feature set plus a bundle of books, etc.

 

 

Next, click the name of the library you would like to distribute to users.  This will open the license management page for that library.  At the top, you will see a breakdown of how many licenses are available, how many are used, etc.  

 

 

Permanent- This is the number of libraries that have been assigned to users for permanent ownership.  This status is often used when a user has paid for their Logos library or when they graduate depending upon the model used by the school.  Once a library is made permanent, it cannot be revoked.  

 

Reserved- This status is automatically applied when you initially grant a library to a user as either Temporary or Permanent.  Once a library is granted, the user must then claim it.  Reserved status will remain as long as the library is unclaimed.  It is recommended that you regularly monitor your unclaimed libraries and resend the claim/invite emails as a reminder.  

 

Temporary- This status grants users temporary access to their library but not full ownership. Temporary status is often used during the period before a user crosses the milestone needed for permanent ownership.  Temporary libraries can be revoked and redistributed.  Note: users with temporary ownership will not receive discounts or dynamic pricing for the content in the library. 

 

Below this, you will see a list of users.  The users that are visible here can be adjusted using the filters in the top right of the user list.

 

 

Three filters can be used to adjust which users you see listed:

  • "Users with license"- when this filter is active, you will only see users who have been granted access to the library.  Use this filter when you need to confirm a user has access, resend invite emails, revoke a license, or change the license status from temporary to permanent, etc.  
  • "Users without license"- when this filter is active, you will only see users who have not been granted access to the library.  Use this filter when you need to grant access to new users.
  • "All Users"- when this filter is active, you will see all users who have been imported into Portal for your institution.  

 

To assign a library to a user, you need to begin by selecting the relevant user(s).  In most cases, you will want to start with the "Users without a license" filter active.  You will now see a list of all users who have been imported to your institution and still don't have access to the library.  You can narrow the Users list by searching in the find box or using the various filtering options.  You can then select users by using the checkboxes on the left of user rows or by selecting in bulk by using the "Select by CSV" option in the top left.  

 

Use the "Manage users" button in the top right to distribute the library to the selected users.  

 

 

Choose either "Grant temporary license" or "Grant permanent license" to distribute libraries based on your needs.  Choose "Revoke license" at the bottom when you need to remove a user's access to the library.

 

Once you begin distributing licenses, you will find it helpful to sort the user list in ways that allow you to identify important segments like those who have unclaimed licenses.  Use the following strategies to filter your list:

 

First, start with the user filters in the top right of the list to view users with a license.  Once this is done, the "License Kind" and "License Status" columns will allow you to sort the list in strategic ways.

 

 

License Kind includes the following categories:

  • None: The user has not been granted a license for the library.
  • Permanent: The user has been granted a permanent license for the library.
  • Temporary: The user has been granted a temporary license for the library.

 

License Status includes the following categories:

  • Delivered: The license to the library has been successfully claimed by the user.
  • None: The user has not been granted a license for the library.
  • Opted Out: The user has opted out from receiving a license. (if opt-out is enabled by the institution)
  • Revoked: The admin has revoked a license previously granted to the user.  
  • Unclaimed: The user has been granted a license but has not completed the claim process.  

 

Use a combination of these filters to identify a needed segment.  For example, if you need to identify users who haven't claimed their license in order to resend them an invite email, do the following:

 

Use the drop-down menu at the top of the "License Kind" column to select only the "Temporary" and "Permanent" filters.  

 

 

Next, use the drop-down menu at the top of the "License Status" column to select only the "Unclaimed" filter. 

 

 

The combination of these filters will give you a list of all users with an unclaimed license (temporary or permanent).  From here, you can simply use the "Manage users" menu to resend the invite emails.  

 

5) Students Claim Their Library

 

*We recommend that you send students the instructions found in the article: How to Claim a Logos License for the next steps.  It is recommended that you also send out your License Claim URL with these instructions.  

 

Once you grant a student access to a library, that individual will need to claim it.  This process simply involves following a claim link and either signing into an existing Logos account or creating a new one.  Once this is complete, the licenses will be added to that account.  

 

Once you grant access, a series of automated emails will be sent to the student to walk them through the claim process.  To learn more about these automated emails, read Automated Emails Sent to Students.

 

If you have students that do not receive the automated emails, you will need to send them your school's unique "License Claim URL".  This URL will be found in Academic Portal under the "Overview" tab as seen below.

 

 

You can also resend the invite/claim email from a library.  Simply choose the user from the list and use the "Resend Invite Emails" option under the "Manage users" menu.

 

 

Once a student clicks the claim URL, they will be directed to sign in to a Logos account or create a new one. 

 

6) Ongoing License Management

 

The process described above introduces the basics of managing custom library licenses using Academic Portal.  From this point forward, you will need to do the following to manage licenses:

  • Add and Select Users
    • Use the Search/Find
    • Use User Tags
    • Bulk select by email using the "Select by CSV" option
  • Grant or Revoke Licenses
    • Grant temporary when the license should not be owned by the user
    • Grant permanent when the license should be owned by the user
    • Revoke when the user should lose access to the license

 

Remember: You cannot revoke a license once permanent access has been granted.  

 

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