COMPLETED or CLOSED ERM implementation topics, questions or issues


DONE Topic is discussed, ticket is created and development is completed

WON'T DO Topic is discussed in SIG, won't be developed, no further actions to follow

FORWARDED Topic will be picked up by another group (please add which one)

AppTopicDescription/ use caseDate added

Provided by

Name, Institution

Has been discussed in meeting:

Link to minutes

Actions / JIRA ticketStatus

Auto-generate Agreements via import

As an electronic resource librarian with a lot of agreements, I like to set up at least the initial agreement details AND attach resources to it. 

2020-12-03Khalilah Gambrell2/12 Meeting minutes(tick)

ERM apps ' ref data updates/additionsHow best to manage/be notified of updates/additions. 2020-01-14Khalilah Gambrell 2/12 Meeting minutes(tick)

eholdings + Agreements integrationWhat Agreement features/functionality is not readily available to a customer using the eholdings app?2020-02-07Khalilah Gambrell2/26 Meeting minutes(tick)

Tags/descriptive data at e-resource levelAbility to attach fine-grained information to any given agreement line / e-resource line to answer questions like: core title vs. non-core title, add statistical codes or subject codes. Collection of use cases.2020-02-11Felix Hemme, ZBW
Benjamin Ahlborn SuUB

Tags implemented on e-resources in  ERM-896 - Getting issue details... STATUS

Tags implemented on Agreement Lines in ERM-920 - Getting issue details... STATUS


Alternate Names/Titles for Agreements

Ability to assign multiple names to an agreement record AND search on those names. (Example: Directory of Open Access Journals agreement should also have a field to record "DOAJ" as a searchable title.) We see this as being similar to what has already been done in Organizations.

Edit Annika: Being able to search for alternate agreement names seems crucial to us, especially since there is no standard/normalized way of naming agreements. In our experience with our old system, there are alternative names for the majority of agreements and many of the colleagues use different forms actively.


Jack Mulvaney (UMass + Five Colleges)

+1 Annika Schröer, UB Leipzig

+1 Felix Hemme, ZBW



What additional eholdings + Agreement app integration capabilities do you expect?
2020-02-26 Khalilah Gambrell
work in progress

Make agreement lines independent from connected resourcesAt the moment, agreement lines can only be created by linking a resource from either eHoldings or the internal KB. It would be very useful for several use cases to be able to create an agreement line without a connected e-resource.
a. the person creating the agreement and linking the POL is not the one responsible for the content (different team, ...), b. the resource cannot be found at the moment and will be linked later on, c. link costs like service charges to the agreement, d. eHoldings users  can then create the agreement and link POLs in one step without having to switch apps twice in the process... 
2020-03-04Annika Schröer, UB Leipzig

5/12 Meeting minutes

UXPROD-2440 - Getting issue details... STATUS



Display of number of set terms (licenses) or supplementary properities (agreements)Currently the number of set terms/properties does not display in the license/agreement view pane accordions. It would be desirable for users to see how properties are set2020-06-03ERM Subgroup2021-03-24 - ERM Subgroup meeting minutes

ERM-1607 - Getting issue details... STATUS

ERM-1608 - Getting issue details... STATUS


License Permissions: Restrict DownloadsAbility to allow some users to search/view license records without having the ability to download documents.  Needed as a reasonable effort to protect confidentiality around pricing information which is included in the full text license documents. 2020-06-18Virginia Martin and Julie Brannon, Duke7/15 meeting minutes


Licenses: Filter by Organization Role

Ability to filter Licenses by Organization Role.

At Duke, we've created some licenses linked to organizations where role = Consortium.  We'd like to be able to filter on Organization Role = Consortium, but we first have to filter by a specific Organization and then filter by role within that set of results. Is there another way we could see a list of all licenses that are linked to any organization with a role = Consortium? 

2020-07-15Virginia Martin and Julie Brannon, Duke7/29 meeting minutes


Duplicate AmendmentDuplicate license feature was added in Goldenrod and as we tested it we realized it would be very helpful to have a way to duplicate an amendment within an existing License (rather than duplicating the entire license record).  This might be a more common use case for us at Duke - adding a new amendment year after year to the same license.


Virginia Martin and Julie Brannon, Duke

UXPROD-2633 - Getting issue details... STATUS


Allow Multiple Vendors per agreementSimilar to Duke's circumstances where there might be more than 1 licensor for a license, we have found a need for multiple vendors. PCA agreements might include content purchases from a vendor direct alongside a subscription agent. A general agreement for Wiley eBooks might have a vendor of GOBI/YBP as well as Wiley. (We recognize that this has implications on the vendor UI feature at the top of the agreement.2020-09-30Jack M. (UMass / Five Colleges)

1/20/2021 meeting minutes

1/27/2021 meeting minutes

ERM-1540 - Getting issue details... STATUS
ERM-1541 - Getting issue details... STATUS


Add filtering by Tags to Agreements / E-resources

Currently it is possible to filter agreement records by tags:

For some workflows at ZBW it would be useful to also filter e-resources by tags. Is it possible to introduce the tag filter also in the e-resource screen?

2020-11-09Felix, ZBW

ERM-1544 - Getting issue details... STATUS


Current agreement period data

When looking at a Folio agreement in detail view some data is displayed at the top of the record (period start, period end). Below the agreement name heading the cancellation deadline and agreement period note is displayed. This is data from the agreement period(s). When the end date of an agreement period is in the past (has expired) AND there is no subsequent agreement period, the start and end dates will still display at the top of the record. The cancellation deadline and the agreement period note will only display in the "other periods" accordion. 

What do other folks thing about this behaviour? I think that the period note can contain important information that the staff needs to see at a glance even if its end date is in the past and there is no subsequent period. Therefore I propose to display the period note of the last period if there is no subsequent period. By a comment of Owen, however, I was made aware that this could lead to inconsistencies

(OS) "just adding the note/cancellation date from the latest period would be inconsistent with the current behaviour for start/end dates"

If there is a subsequent agreement period the period start date from the first period and the period end date from the latest agreement period will display. In addition, the cancellation deadline and the agreement period note from the current period are displayed below the agreement name. I think that is absolutely fine and should not be changed.

Periods in edit mode:

Data in agreement "head":

Accordion "Other periods"

Periods in edit mode:

Data in agreement "head":

Accordion "Other periods"

2020-11-12Felix Hemme, ZBW12/09/2020 meeting minutes

UXPROD-2870 - Getting issue details... STATUS


Agreement: Organization Role ValuesThe values for SubscriptionAgreementOrg.role aren't configurable by tenant, so we'd like to request that the community consider adding the value"Consortium", or perhaps make this list configurable.2020-11-24Virginia Martin and Julie Brannon, Duke01/13/2021 meeting notes

ERM-1543 - Getting issue details... STATUS

ERM-1542 - Getting issue details... STATUS


Duplicate Licenses including connected Amendments

Ability to duplicate licenses including their connected amendments

Use case: a library creates a license record for the general license contract and adds amendments for the resource-specific appendixes. If a few years later there is a new general license with resource-specific amendments, the library wants to be able to duplicate all existing records


2021-10-06: discussed and agreed no action for now as not high priority across the community


Agreement Lines: Count column for titles versus packages

When titles from the EKB are attached as Agreement Lines their count in the AGL Accordions Multi Column List is always displayed as "1" regardless of selection status. This is the opposite of when a package is connected as an AGL - the count displays as however many titles are selected out of all possible titles in the package.

This has led to some confusion over whether or not EKB titles attached as AGLs are selected or not when looking at the Agreements Accordion. The only way to tell is to click into each title AGL and view the placard of eHoldings data. It would be helpful for titles and packages to display their count in the same/or similar ways.

Jack Mulvaney

2021-10-06: OS to write story for displaying 0/1 or 1/1 for individual titles from eHoldings depending on selection status

OS to present two options for populating 'count' for agreement lines that not attached to resources (either leave blank, or label 'n/a') to see the preference of the users

OS & GO to look at how the Agreement Line MCL in the agreement and the full display can be improved to bring more clarity

ERM-1921 - Getting issue details... STATUS

ERM-1922 - Getting issue details... STATUS


ERM comparisons: Freeze table heading

Lists in ERM comparisons can become quite long, depending on the types of records that got compared. When scrolling, the user can easily lose track of the meaning of the individual columns. This could be fixed by freezing the column header like you can do e.g. in Excel.




Felix Hemme

2021-10-27 OS: Action write story for this

ERM-1980 - Getting issue details... STATUS


OrganizationsDate stampsWe would be interested in seeing automatic date stamps added to the username and password fields and/or the notes field within the interface add-on (that's a part of ERM Organizations). I believe this notes field is separate from the notes add-on that appears in eHoldings and Agreements. Because the interfaces include log-in information that frequently changes, it would be useful if we could know the last time someone used that particular interface and log-in credentials to access a site. 2020-10-01Emma R. (Cornell)

11/18/2020 ERM meeting minutes

11/20/2020 RM meeting minutes

WON'T DO in ERM but discussed and forwarded via discussion in RM Nov 20th 2020

ERM ComparisonsERM comparisons: Make Comparison points hyperlinksIn ERM comparisons, the user can select packages or agreements and compare them against each other. It would be convinient if the entries in the accordion "Comparison points" would be links back to the records in the Agreements app.


2021-10-27: OS Action: write story to implement hyperlink

ERM-1990 - Getting issue details... STATUS


eHoldingseHoldings/HLM Package Content TypesHLM has new package content types in the EBSCO Admin that FOLIO does not currently reflect in the eHoldings filters. Could these just be added to filtering in future releases? Khalilah Gambrell 

Jack Mulvaney (UMass/Five Colleges)

UIEH-1240 - Getting issue details... STATUS

MODKBEKBJ-624 - Getting issue details... STATUS


AgreementsAdditional Relationship types needed to optimally make use of the Related Agreements sectionIn Agreements in the Related Agreements section more different types need to be added and then offered in the dropdown for "Linked agreement's relationship to the agreement being edited". The functionality (automatic bi-way linking) is super cool! but so far the relationship type options are too limited. In the example test-type agreements I talked about in the RM SIG on 2020-02-28, I would have liked to have been able to select 'backfile to'/'backfile of' or 'AAF to'/'Buy In Purchase of' or some such wording etc. I am sure there are other needed relationship types ... 2020-02-28Sara Colglazier. MHC/Five Colleges5/6 Meeting minutes(tick)


LicensesMulti-value pick-lists in license termsAbility to record multiple values for pick-list license terms, e.g.: Authorized user groups: staff, students, walk-ins.
This is go-live relevant for Leipzig.

Annika Schröer, UB Leipzig

2/23 Meeting minutes

ERM-2123 - Getting issue details... STATUS




Sort "cards" in Agreements and Licenses app in logical or alphabetical order

Cards are sorted differently earch time a user visits a page in both apps.

Order: j, e, k, e

Order: e, k, j, e

2020-06-17Felix, ZBW7/8 Meeting minutes


App Interaction

AgreementsReview tables across ERM to have frozen headings on MCLse.g. Agreement Lines - if you scroll you lose the headings on the MCL


2021-10-27 OS: Review MCLs across apps with Gill and write up stories

MS: To raise at cross-app SIG


App Interaction

LicensesLicense Term statusIt could be helpful to have a License term status in the Settings for Licenses → License terms

Use case:
For several years a library uses one license term for several licenses.
At some point, this license term will no longer be used, and the library does not want to display it on new license records.
Still, it should stay in the historical and existing licenses.


2021-10-06: OS to include requirement for "Inactive" terms as part of wider set of improvements for terms (esp. multi-value terms)

UXPROD-3407 - Getting issue details... STATUS


LicensesLicense term settings screen re-design

Settings for Licenses - License terms

License terms: Looking at the list of terms in the right pane
It would be helpful to have the button "New" freezed, to be able to start creating a new license term even if the user is at the end of the existing list

It would be helpful to have the ability to search for terms (in addition to the browser search)

See possible option in Settings - Data Import - Profiles as an example


2021-10-06: OS Create stories for moving New button to top bar across various Settings screens for Licenses , Agreements, Local KB Admin

For search GO to create some screen designs that could be considered as part of wider set of improvements for terms esp. multi-value terms (EPIC: UXPROD-3405 - Getting issue details... STATUS )

ERM-1906 - Getting issue details... STATUS  

ERM-1907 - Getting issue details... STATUS

ERM-1908 - Getting issue details... STATUS

ERM-1909 - Getting issue details... STATUS

ERM-1910 - Getting issue details... STATUS

ERM-1911 - Getting issue details... STATUS

UXPROD-3410 - Getting issue details... STATUS


AgreementsInternal KB: Enhance package metadata schema

Currently, only very rudimentary metadata is available in Folio package:

  1. Name
  2. Provider

Discussion: data from GOKb package needed in Folio package:

  1. Alternate/variant names
  2. Content type (journals, monographs, databases, mixed)
  3. Package IDs (ISIL, provider ID, etc.)
  4. Scope (Global, consortial, regional, local, other) and values from free text field "Region/consortium"
  5. Status (Current, retired, expected, deleted)
  6. Edit status (Approved, in progress, rejected)
  7. Descriptive URL
  8. Description
  9. Date created
  10. Date updated
  11. Link to GOKb record
  12. GOKb ID(s) - package UID or package UUID


2021-10-20: OS to collect package metadata fields from across common KBs and propose list for store/display in Folio Agreements

HLM ID - use cases for both displaying in the agreement (line?) but also for search as if you are told "Package ID: 8234 has been deleted" then finding the correct agreement is useful - current work around is to store as an alternative title

Review package metadata from:

  • GOKb
  • HLM
  • SFX
  • 360
  • Coral?

Document started in

UXPROD-3591 - Getting issue details... STATUS


AgreementsAbility to search Agreements by POL number Ability to search by POL number is key need of libraries that purchase through vendors like EBSCO Subscription Service, Harrasowitz, etc.2020-05-18Sara Colglazier, Lindsey Lowery, Alice Daugherty03/17/2021 meeting minutes

UXPROD-3756 - Getting issue details... STATUS


NotesAdd table to Notes helper app / notes details

I should have mentioned this in our meeting yesterday, but forgot it. It would be helpful if one could also create tables in the "Details" section of the Notes app to store information like:

This is a screenshot from our internal Wiki. The information is suitable to be maintained in the ERM system. It's about the creation of analytic records in our catalogue.

2020-06-04Felix, ZBW


Forwarded to AI

Notes Helper AppNotes Behavior

We're using notes tentatively on Licenses in our Production instance and find them to be slightly confusing. We would find it helpful to see an overview of Notes to confirm our understanding of notes behavior to ensure that we're using them optimally and perhaps other institutions could share examples of how they are using notes? 

  • We find it frustrating that we need to click into an "assigned" note to see the details of the note - would it be possible to display the details directly within the accordion? 
  • When we click "Assign/Unassign" the window displays the list of available notes, but without seeing the details of the note we have to rely on the Note Title to be descriptive enough to know that we'd want to assign the same note to this record.  Would it be possible to view the details within that window or maybe be able to hover over the row and display the details?

This is our understanding of notes characteristics - are these descriptions correct and is there documentation of this anywhere?

  • Up to 10 note types can be created. The types are shared across a tenant for all apps. - fixed in Honeysuckle
  • Notes are not shared or assignable to records across apps -they are isolated within a specific app. So a note created in Licenses can't be assigned to an Agreement. - now that notes are available on different apps we can look at sharing notes across apps - rather later than Iris release
  • Editing a note will update it on all the records to which it was assigned. 
  • Note types and titles are not searchable/filterable - answer: true, but there is already a feature for it
  • There isn't a way to access a note except through a record it is assigned to, so if we need to edit a note we need to find a record to which it is assigned. -  yes, it is like that until we have more discussions on different use cases
  • Notes can't be deleted if they are assigned to any records - notes need to be assigned to a record; user needs permission to delete notes; if user has permissions, they can be deleted
2020-10-14Julie Brannon, Virginia Martin (Duke)10/28/2020 meeting minutes


Forwarded to AI

AgreementsAgreements: Search needs to be refine-able (i.e., have a drop down menu like in other Apps for other more narrow, defined, specific fields)With the addition of the Description field in what is searched by Search, it has become even clearer that certain targeted searching (not filtering) needs to be available like in other Apps. For example, see #12 above: be able to search on POL (granted this may be more difficult because the POL is part of the AGL), but otherwise, for example: just Name left-anchored/starts with, just Name keyword, just Name and Alternative Names keyword.2021-01-14Sara Colglazier (MHC), Jack M. (UMass), Jenna Lanterman (Smith), Paul T. (Amherst), Jen B. (Hampshire)2/24/2021 meeting minutes


AgreementsWhat data will be migrated to FOLIOHow far back go people with their agreements in FOLIO2020-01-29

MS based on a comment by Sara Colglazier in the ERM implementers meeting


separate and standing survey linked to a wiki page (link will follow)

LicensesSort ref values in pick lists in logical order

As is, ref values in pick lists are sorted randomly. As a result, the user has to search for the values in different positions each time, instead of being able to remember where they are. Example:

Order: a, c, b, e, d

Order: b, c, d, a, e

2020-06-04Felix, ZBW7/1 Meeting minutes


sorting is consistent

sorted by name not label

came with MG

future development: allow sorting by label

AgreementsTracking/Logging ChangesHow to handle tracking/logging of change in Agreements (generally & from eHoldings or other Apps etc) that will also comply with EU law28 Aug 2020Sara Colglazier (off of RM SIG meeting, with Laura Wright as guest)9/2/2020 meeting minutes


information on created and last updated

no tracking of who did change

LicensesBuild License RelationshipsAbility to build relationships among license records would be helpful. For example, to be able to point to a past license that is superceeded by a new one.  We're thinking through our workflows for managing licenses over time and find that we're using the status field to indicate that the original license is expired and notes to explain which license to look to for current coverage and it would help to be able to point directly to the record (and vice versa)

Virginia Martin and Julie Brannon, Duke9/30/2020 meeting minutes


to ERM dev and resourcing team 

needs prioritization there

NEEDED: careful management

LicensesAbility to select all license records with one click for export

As a Licenses user I narrowed down my result set and now I want to select all matching license records for export. This could be achived by having a checkbox at the top of the list that selects all rows.


Felix, ZBW9/30/2020 meeting minutes


to ERM dev and resourcing team 

needs prioritization there

LicensesLicenses: Filter by Independent/Professional School Library

This topic was touched on during the 2020.07.29 ERM Subgroup meeting .  It seems that several institutions share the need to distinguish license records based on internal libraries such as main library, medical school library, law library, business school library since each of those entities may manage independent license agreements. 

At Duke, we decided to use the License Type for this, so we used Settings to create a value to represent each library.  

An alternative approach would have been to create an organization record for each of our libraries and assign them to the license with a role = 'Licensee', but we wanted the easier filtering offered by License Type (if we use Organization we have to click the Org filter box to find "Law Library"), we preferred not to create an Organization to represent our libraries, and didn't see a clear need for the "License Type" field.

Owen asked during the 2020.07.29 meeting about the possibility of referencing 'Location' as setup in Settings/Tenant/Location; however, that wouldn't be helpful in Duke's case and could be problematic for other institutions as well depending on how they plan to structure loan rules.

The Settings/Tenant/Location setup at Duke will likely have a hierarchy like this (not final yet, though) which was designed for loan rules:

Institution = 'Duke'

Campus = 'Professional School'

Library = 'Ford', 'Medical', 'Law', 'Divinity' 

Another branch of the tree would represent our main library (DUL) which has several sublibraries, but they don't manage independent license agreements

Institution = 'Duke'

Campus = 'DUL'

Library = 'LSC', 'BES', 'Perkins', 'Music', 'Marine', 'Lilly', 'Rubenstein', and so on. 

So, if this structure were hooked into Licenses/agreements we couldn't just point to the Campus (since we'd only be able to differentiate between 'DUL' and "Professional School" ) and we couldn't use Library since it breaks out 20 different values for DUL.

How are other institutions thinking about handling this use case?  Thanks!

2020-08-04Virginia Martin and Julie Brannon, Duke9/2 meeting minutes


resolved by using type

AgreementsE-resources: Change the display behavior when a title is no longer available in a package

When a PCI has an accessEnd date that is in the past it is still displayed in the "Option for acquiring" view from the titleInstance. We'd like to propose to change this: If a PCI has an accessEnd date that is in the past it should not be listed in the "Option for acquiring" MCL (1) OR it should be indicated that this title has left the package / the access period has ended.

(1) I know that this makes it difficult to access the PCI in the UI. However, the display in the MCL leads to the assumption that the title is included in this package, although access is no longer possible.

Example from



2020-12-01Felix Hemme, ZBW04/14/2021 meeting minutes


to ERM dev and resourcing team 

needs prioritization there

AgreementsAutomatic loading of results in e-resource search pane

When a user is in the Agreements app and navigates to the tab "E-resources" the first 100 e-resources are loaded and displayed.

When you navigate to the e-resources tab it will take a few seconds until the first records have been fetched. Until then, the text "... Loading" is displayed and could potentially distract the user. I have received feedback from users that they always scan the results first. But of course the list offers no added value in most cases, because the records are displayed sorted by title 0-9, A-Z.

I would suggest to not display any results until the user has performed a search or filter operation.

They will display the text "Choose a filter or enter a search query to show results." 

(paraphrased from

2020-10-22Felix, ZBW12/09/2020 meeting minutes

ERM-2417 - Getting issue details... STATUS


Planned Release: Orchid R1 2023