Renewing an Agreement

When an agreement is less than 90 days from its expiry date, DBL will email a notification to the license managers and content item licensers of both the Contributor and Distributor organizations. Renewing an agreement before its expiry date is important, because this will allow the Distributor to have uninterrupted access to the content files.

Distributor View

The Distributor organization’s license managers and content item licensers will be notified by email when an agreement is within 90 days of expiration. They will also see status chips on their DBL dashboard when browsing content or managing licenses. Here’s a list of example status chips:

Request renewal

While viewing a content item’s agreement, the Distributor organization can click on the Request renewal to initiate the renewal process in DBL.

When an agreement has expired, the Distributor organization will no longer have access to the associated content item. The Distributor organization’s License Manager can click on the Request renewal, which will notify the Contributor to renew the agreement.

Contributor View

Contributors can renew controlled access agreements within 90 days of the expiry date or after the expiry date. There’s an option to either Renew without changes and select a new expiry date or Revise and renew the agreement with updated terms. (The License manager can renew an agreement whether or not the Distributor has submitted a request.)

This is what the right sidebar looks like:

Renew without changes

To renew an agreement with the same details, just enter a new expiry date and click the Send for approval button. Then the Distributor organization’s License Manager will have to approve to complete the renewing of the agreement.

Revise and renew

When revising an agreement before renewing it, your screen will look like something below:

When all changes are made, click on the Send for approval button. Then the Distributor organization’s license managers and content item licensers will be notified both by email and on their dashboard. They would click on the Approve agreement button to accept the renewed agreement.

If a Distributor clicks on the Deny agreement button, a reason for this decision must be provided. The agreement process will stop. A new agreement will need to be requested to have Controlled access to this content.

How to Find an Expired Agreement to Renew

The License Manager or Administrator of an organization can find its expired agreement(s) by going to the License on the dashboard, select the Archive tab, use the Sort and filter, and check Status = Expired:

In the filtered list of expired agreements, click on the View link next to the agreement for renewal.

Distributors may Request renewal. Contributors may Renew without changes or Revise and renew.