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 and who has access. 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.
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 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 can use the buttons in the top right to add.
Create User- This option will open a dialogue box with the required fields for adding one user at a time.
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 be a made up number.
Import Users- This option will enable you to bulk import a list of users using a CSV file. Download and fill out the template as instructed below.
*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.
Example:
Make sure the completed template is saved as a CSV file.
Once you are ready to import the file, click "Choose File", select the .csv file, and choose import.
Take note that you also have the ability to add user tags/roles to each user 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 users have been added, you will find a list at the bottom of the page. You can search for users in the top left, and you can select users using the checkboxes on the left of the rows or by using the "Select by CSV" option in the top left. It may be worth keeping a record of the .csv files you use to import users because these can be repurposed to select users in later steps.
Export Users- There may be times when you need to export user data from Academic Portal. This option will provide you 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 user(s) and click the kebab menu in the upper right as seen below.
4) Assign Licenses
Now that users have been added, you can begin assigning licenses. To do this, you will need to choose "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 Logos licenses you purchased and need 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. Once a library is granted, the user must claim it. Reserved status will remain until the library is claimed. It is recommended that you regularly monitor your reserved 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 time 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.
To assign a library to a user, you need to begin by selecting the relevant user(s). At the bottom of the page, you will see a list of all users who have been imported to your institution. You can narrow the users list by searching in the find box, filtering columns, or using tags. You can then select the 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 "Actions" menu in the top right to distribute the library to the selected users.
Choose either "Grant temporary access" or "Grant permanent access" to distribute libraries based on your needs. Choose "Revoke license" when you need to remove a user's access to the library.
Reminder: Temporary (Reserved) or Permanent (Reserved) status is automatically applied when you initially grant a license to a user. Once a license is granted, the user must claim the license. The "Reserved" status will remain until the license is claimed.
Tip: Be aware that you will want to filter the users list so that you can only see those who have been granted access, etc. (instead of all users). To do this, you should filter the user list by license status as seen below.
If you only select the "Temporary" and/or "Permanent" filters, you will get a list of all users who have claimed the library and have either status.
If you only select the "Temporary (Reserved)" and/or "Permanent (Reserved)" filters, you will see a list of users who have not claimed the licenses you have granted. You can select these users and use the Actions menu to resend the invite emails.
If you only select the "Temporary" and/or "Temporary (Reserved)" filters, you can easily select users and switch their status to permanent when/if needed. You can use this strategy to revoke access for selected users also.
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 Actions menu.
Once a student clicks the claim URL, they will be directed to sign in to a Logos account or create a new one.
*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 to manage their account, change the email address, or reset the password, etc.
6) Manage Licenses
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.