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WorldShare License Manager release notes, August 2025

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Release Date: August 20, 2025

Introduction

This release of WorldShare License Management provides a new feature to help you manage AI-related terms of use in your electronic resource licenses. This feature addresses the growing need to track and manage increasingly complex AI clauses that vendors are adding to their terms of use agreements, providing end-to-end support from initial entry through reporting and public display.

Many of these enhancements are the direct result of your feedback regarding the need to manage AI-related licensing terms more effectively.

Recommended actions

For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

Administrative actions

These items require immediate action or decisions.

Azione

 

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Azione
Review existing licenses to identify those that may need AI Usage terms added
Establish institutional policies to determine your library's approach to AI Usage conditions (Local AI only vs. Commercial AI allowed)
Train staff to ensure relevant personnel understand the new AI Usage term options and conditions
Update workflows to modify license review processes to include AI Usage assessment
Communicate changes to inform stakeholders about the new AI Usage tracking capabilities
Review export reports to see how AI Usage data appears in your reports
Test display templates to verify that AI Usage terms display correctly in your public interfaces
Document procedures to update internal documentation to include AI Usage management processes

New features and enhancements

AI-Related Terms of Use Management

What's changed

Previously, you couldn't track AI-related terms of use in License Manager, requiring manual tracking outside the system, using a substitute term, or leaving out this critical information entirely.  Now, you can manage AI-related terms of use across your entire license portfolio with a complete set of tools for adding, searching, reporting, and displaying AI Usage information, ensuring comprehensive tracking of complex AI clauses that vendors are increasingly adding to their terms of use agreements.

New field support

  • AI Usage term option: Added "AI Usage" to the Term Name dropdown in the Rights tab
  • Condition options: Choose between "Local AI only" or "Commercial and Local AI" conditions
  • Detailed tracking: Enter terms, conditions, term qualifiers, comments, and preferred status
  • Help documentation: Contextual help icon provides guidance on entering contract language

Enhanced search and reporting

  • AI Usage search option: Added "AI Usage" to the Terms of Use dropdown in search
  • Condition filtering: Search by specific AI Usage conditions
  • Comprehensive results: View all licenses with AI Usage terms in search results
  • AI Usage column: Added to bulk export downloads
  • AI Condition column: Shows whether conditions are Local AI only or Commercial AI allowed
  • Complete data: All existing export fields plus new AI Usage information

Bulk operations support

  • Bulk add/edit: Add or modify AI Usage terms for multiple licenses at once
  • Bulk delete: Remove AI Usage terms from multiple licenses
  • Consistent application: Apply the same AI Usage settings across selected licenses

Display template integration

  • AI Usage template option: Added to the Terms of Use Display template wizard
  • Public display: AI Usage information appears in WorldCat Discovery
  • Condition display: Shows whether Local AI use only or Commercial AI allowed

Getting started

To use this feature, navigate to any license in License Manager and access the Terms of Use accordion to add AI Usage terms with appropriate conditions.

 Visit Terms of use for additional information and workflows.

Adding AI Usage Terms to Individual Licenses 

  1. Navigate to a license on the License Manager license page
  2. Select the Terms of Use accordion
  3. Click on the Rights tab
  4. Click on the Term Name dropdown
  5. Select AI Usage 
  6. Enter the required details:
    1. Terms (Yes/No/Silent)
    2. Conditions (Local AI only or Commercial and Local AI)
    3. Term Qualifier
    4. Comment (for contract language)
    5. Preferred status

      License with AI Usage term
       
  7. Click Save to add the AI Usage term to the license

Searching for Licenses with AI Usage Terms

  1. Navigate to the License Manager license search page
  2. Click on the Terms of Use Search link
  3. Select AI Usage from the Terms of Use dropdown
  4. Select Encoded for Licenses containing the AI Usage term;  Select Not Encoded for licenses that do not contain the AI Usage term
  5. Optionally filter by specific conditions (Local AI only or Commercial AI allowed)

    Screenshot 2025-08-13 at 10.50.01 AM.png
     
  6. Review the search results showing all licenses with AI Usage terms

  7. Bulk Operations for Multiple Licenses:

Adding/Editing AI Usage Terms: 
  1. Select one or more licenses on the License Manager license page
  2. Click on Bulk Actions 
  3. Select Change Terms of Use 
  4. Choose Add/Edit a Term of Use from the dropdown
  5. Select AI Usage from the Terms of Use dropdown
  6. Configure the AI Usage settings
    1. Terms Stated (Yes/No/Silent)
    2. Conditions (Local AI use only/Commercial AI allowed) \
    3. Term Qualifier
    4. Comment
  7. Click Continue to apply changes to all selected licenses
Deleting AI Usage Terms: 
  1. Select one or more licenses on the License Manager license page
  2. Click on Bulk Actions
  3. Select Change Terms of Use 
  4. Choose Delete a Term Use from the dropdown
  5. Select AI Usage from the Terms of Use dropdown
  6. Click Continue to remove AI Usage terms from all selected licenses

Including AI Usage in Display Templates 

  1. Navigate to a license on the License Manager license page
  2. Click on Terms of Use Displays 
  3. Click on Update Terms of Use 
  4. Select Apply Template 
  5. In the Step 1 of 4: Create Template for Terms of Use Display for Resources wizard
    1. Check the box next to AI Usage 
    2. Review the display text: "AI usage allowed: Yes, Conditions: Local AI use only / Commercial AI allowed"
  6. Click Continue to proceed with wizard steps 2-4

Exporting AI Usage Data: 

  1. Search for licenses from the License Manager search page
  2. Click on Bulk Actions
  3. Select Export Details 
  4. Download the Excel file containing all license data including AI Usage information

Support website(s)

Support information for this product and related products can be found at: