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    Managing Citations

    Translatable
    To manage a citations, you must have one of the following roles:
    • Course Reserves Operator/Manager
    • Fulfillment Services Operator/Manager
    Citations can be web sites, uploaded documents, or books or articles in either electronic or physical format Book or article citations must supply sufficient detail to uniquely identify the item. This includes author(s), date of publication, title, and page numbers. You can also use unique identifiers such as the International Standard Book Number (ISBN), a URL for a website, or specific volumes, articles, or other identifiable parts of a periodical.
    • Since book chapters, journal articles, and conference papers are parts of larger documents, their titles may be different than the title of the entire document. Similarly, the authors may be different from the author or editor of the entire document. Their citations include details regarding the sources in which they appear.
    • Citations added using the Alma UI or the Alma Web service API are added to the default section of a reading list.
    • Citations that are linked to active courses are published to Primo with course information included. The following can be retrieved by a Primo search: course IDs, course names, and instructor names. Note that for this information to be published to Primo, the Course information enrichment check box must be selected in the Primo publishing profile.
    • For information about Ex Libris's reading list/citation management system, see the Leganto Product Overview.
    Citations can be linked to the repository/inventory items or not. Titles not linked to the repository are typically faculty resources that are not part of the institution’s inventory.
    You manage reading list citations from multiple reading lists on the Edit Citations page (Fulfillment > Course Reserves > Citations) New for May, or from a single reading list on the Citations tab of the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list or select Actions > Work on).
    Edit Citations Page
    Edit Reading List Page
    Actions available to manage citations are available in several groups.
    After making any changes, select Save and click Go to save the changes and return to the Reading Lists Tasks List page.
    The available actions to manage citations on this page are as follows:
    Managing Citations Actions
    Action Procedure
    Adding a citation See Adding Citations to a Reading List.
    Viewing information about a citation
    • Brief citation information appears in the list of citations. The brief information includes:
      • Title
      • Type/material type
      • Section name, if available
      • ISBN/ISSN
      • Series
      • Subject
      • Availability information
      • Citation status (request status) - See the list of statuses for a reading list in Adding a Reading List.
      • Resource locate status - Whether the citation is matched to an inventory item. Possible values are:
        • No Resources Located - Resource location was not performed or was canceled
        • Resource Located - The citation is matched to an inventory item
        • Locate Failed - Automatic matching did not succeed because an exact match could not be found
      • Copyright status - See Managing a Citation's Copyright Status.
      • Whether the citation is also in other reading lists
      • Alerts about the citation
      To view additional information about a citation, click Citation Details or More Info beneath a citation. A pop-up window displays additional information about the citation (the target item, or the citation entry itself, respectively). You can click links in the pop-up window to view a citation’s related inventory and related courses.
    • To view a citation’s items or portfolios, click Items or Portfolio List beneath the citation. The List of Items or Portfolios List page appears. For more information about the List of Items page, see Using the List of Items. For more information about the Portfolios List page, see Using the Portfolio List.
    • To view the original source of a URL citation added using Leganto Cite It, click View Source. This link appears if Source is defined for the citation.
    • To view the uploaded file of a citation, click View. This link appears only if an uploaded file exists.
    • To view the OpenURL link resolver results of an article or a digital object, click View It. For an article, this link appears if the link resolved found at least one matched resource. For a digital object, this link appears if there is an associated digital object.
    • For CLA-enabled institutions in the UK, to view a popup with copyright information about the citation retrieved from the CLA, click Check CLA Permissions. A popup with the information appears. Select the type of work you intend to perform in the dropdown at the top of the popup.
      Check CLA Permissions
      To enable CLA, set copyright_region to UK, see Configuring Other Settings.
    Editing a citation You can edit a citation, for example to improve its metadata.
    To edit a citation, click Edit beneath a citation. The Edit Reading List Citation page appears. Modify the information in the Citation tab as required, select Save, and click Go. For information on the fields in the Citation tab, see Adding Citations to a Reading List. If you selected Copyright Auditing Required and would like to navigate immediately to the Approval Requests List, select Save and manage approval, instead.
    To add or edit citation notes, click the Notes tab, add, edit, or delete notes as required, select Save, and click Go. If you want the notes to remain active alerts, select Save and activate notes, instead.
    Adding citation tags
    Public tags appear when a patron views the citation in Leganto (Leganto customers only) and Primo. Library tags are internal, viewable only by other librarians (and, in Leganto, by instructors creating the reading list).
    To add or edit citation tags, click the Tags tab, add or delete tags as required, select Save, and click Go. You can filter using these tags on the Edit Reading List page. To configure the available citation tags and their type, see Configuring and Section Citation Tags.
    Tags Tab
    After adding tags, they are visible in the list of citations on the Edit Reading List page. You can filter citations by tags.
    Edit Reading List Page
    Managing a citation's attachment to an inventory item See Managing a Citation's Attachment to an Inventory Item.
    Managing a citation’s fulfillment options See Managing Citation Fulfillment Options.
    Attaching citation attributes to a citation See Attaching Citation Attributes to Citations. Also see Editing a citation above for adding tags to a citation.
    Printing slips for citations See Printing Slips for Citations or Generating a Citation Print Slip Report.
    Changing a citation’s status Changing a citation status does not change the reading list status, and vice versa.
    To change citation statuses, select the citations, select the status from the drop down to the left of the Change Status button at the top or bottom of the page, and click Change Status.
    Alternately, to set a citation’s status to complete, click Set Complete beneath the citation.
    The available statuses are the same as those for the reading list itself. See Adding a Reading List. For information on configuring citation statuses, see Configuring Reading List Citation Statuses.
    Changing a citation’s copyright status
    Creating requests for citations You can place requests on one or more citations in order to move the items (permanently or temporarily) or to digitize them. You might place a bulk move request if, for example, the reading list's due-back date changes. To create a bulk requests, select the citations and click Place Request. The Create Request page appears (see Create Request Page). Select a request type, fill in the remaining fields (as described in Creating a Request), and click Submit.
    The requests are:
    • Library physical digitization request - Only one open digitization request can exist for a citation. For information about digitization see Digitization Processing.
    • Move permanently
    • Move temporarily
    To create a patron purchase request for a citation, click Purchase Request beneath a citation. For more information see Patron Purchase Requests.
    Removing alerts from citations If the inventory items are geographically far and/or you have no access to the shelves on which they are located, use the fulfillment options to place and then view requests. (See To manage fulfillment options for a resource:.)
    In this case, for each step in the citation request workflow, an alert is generated – for example, Citation Digitization Request In Process, Citation Digitization Request Completed. You can use the Alerts filter to monitor the status of physical items that you have requested to move to reserved areas or material that you have requested in digital format. For example, you can use the Alerts filter to view only those citations whose request processing has been completed (in order to mark their status as Complete). An alert also appears if an instructor added a library note to the citation in Leganto.
    To remove all alerts from citations, edit the citation and click Save, or select the citations and click Remove Alerts.
    If you are implementing Leganto, the alerts List was published/unpublished are special, non-workflow alerts added to the first citation in a reading list when an instructor publishes/unpublishes the reading list in Leganto.
    Removing citations Select the citations and click Remove Citations. Click Confirm in the confirmation dialog box.
    Alternately, click Remove beneath the citation.

    Adding Citations to a Reading List

    Add a citation using one of the three workflows or by duplicating an existing citation and editing the copy.
    You can also create a citation by scanning in an item and selecting the appropriate reading list in the Change Item Information tab. The item is added as a citation to the selected reading list. For details on the Change Item Information tab, see Changing Item Information.
    To add a citation already in the repository:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Add Repository Citation. The Repository Search page appears.
      Repository Search Page
    2. Enter the search criteria and click Go. You must select one of the titles values in the Find box (All titles, Physical titles, Electronic titles, or Digital titles). The Repository Search page displays records that match the search criteria. For more information on the Repository Search, see Using the Repository Search.
    3. Select the citation item you want to add, and click Select. The new citation appears in the Citations tab of the Edit Reading List page.
    To add copyright clearance information or to configure other citation information (see To add a citation that is not in the repository (without adding it to the repository), you must edit the citation after adding it. To edit the citation, click Edit beneath the citation on the Reading List page.
    To add a citation that is not in the repository (without adding it to the repository):
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Add Non-Repository Citation. A dialog box appears.
    2. In Citation type, select the type of citation: Click Choose. The Edit Reading List Citation page (for non-repository citations) appears, containing the fields for the selected citation type (see the following images).
      Edit Reading List Citation Page (for non-repository citations) for a Book
      Edit Reading List Citation Page (for non-repository citations) for an Article
      Edit Reading List Citation Page (for non-repository citations) – Bottom of Page (Book or Article)
    3. In the Resource Information area, enter the necessary information in the fields. A description of the fields appears in the Resource Information Fields table in Adding a New Book or Journal Article.
    4. In the File Upload area, select a file for the citation, if relevant. For example, an image for a digital citation or a PDF for a document. You can only upload one file. A progress bar appears while the file is uploading. To view the uploaded file, click the file name (if you are editing this page at a later time, select Actions > Download File). To delete the file, click Delete (if you are editing this page at a later time, select Actions > Delete). The label field currently has no effect
      Uploaded File
      The file is currently downloadable only in Alma and Leganto. When a file is uploaded to a citation whose status is Complete, if the copyright clearance is not self-declared, Creative Commons, or otherwise already approved, the citation's status is reset to Being Prepared.
    5. In the Copyright Attributes area,
    6. In the Citation Parameters area, optionally select:
      • Disable Resolving (Leganto customers only) - Whether to prevent Leganto from displaying OpenURL links for the resource. This applies only to articles and is unrelated to locating items in the inventory (see Managing a Citation's Attachment to an Inventory Item). You can turn off link resolving for all article citations using a customer parameter; see Configuring Repository Search in Leganto.
      • Material Type - Select an available option.This list is hard-coded, and is not the same as the one described in Configuring Physical Item Material Type Descriptions.
      • If you have not already selected a copyright clearance type (self-declared, Creative Commons, and so forth), you can select a Creative Commons clearance in the Creative Commons License field. The options available in this field depend on the customer parameter copyright_region; see Configuring Other Settings. For more information about Creative Commons, see here.
      • Public Note (Leganto customers only; edit only) - Edit a public note that appears in Leganto, if relevant.
      • Due Date - Enter the date by which students should read/view the materials.
    7. Select Save or Save and Manage Approval, and click Go. The new citation appears on the Edit Reading List page.
      Alma checks if a single inventory item matches the citation, and if so the citation is automatically linked to that inventory item. You can click Detach from Repository to remove this attachment. See Managing a Citation's Attachment to an Inventory Item. You can turn this feature off using the reading_list_auto_locate_citation_upon_creation customer parameter; see Configuring Other Settings.
      If you select Save and Manage Approval, the Approval Requests List appears. For more information, see Approving/Rejecting a Request for Digitization.
    8. Optionally click Resource locate on the Edit Reading List page to locate a resource for the new citation. For more information, see Managing Citation Fulfillment Options.
    To add a citation that is not in the repository and also add it to the repository:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Add Brief.
    2. In the dialog box that appears, select the type of citation you want to create—physical book/article or electronic book/article—and click Choose. The Quick Cataloging page appears.
      Quick Cataloging Page – For Physical Book
    3. Configure resource and item information (for information on the fields, see Adding a New Book or Journal Article). In the Citation Parameters area, optionally select the Copyright Status (for more information, see Changing a citation’s copyright status in the above table) and Material Type from the available options.
    4. Select Save and click Go. New inventory is created and the new citation appears in the Citations tab of the Edit Reading List page.
    To add copyright clearance information or to configure other citation information (see To add a citation that is not in the repository (without adding it to the repository), you must edit the citation after adding it. To edit the citation, click Edit beneath the citation on the Reading List page.
    The course_restricted_bib_data_will_be_deleted parameter (see Configuring Other Settings) determines whether the published course data created in this process is deleted (true) or suppressed (false, by default) from Primo when the course becomes inactive.
    If you have enabled the RFID integration profile (see RFID Support), you can click Write to RFID and Save to save the new inventory to RFID.
    To add a citation by duplicating an exiting citation:
    On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Duplicate beneath a citation. The Edit Reading List Citation page appears. Modify the parameters as needed and save the new citation. See the above add procedures for details.

    Managing a Citation's Attachment to an Inventory Item

    When you create a citation, you can create it attached to an already existing inventory item, or you can create the inventory item at the same time and have the citation attached to the new inventory item.
    Alternately, you can create a citation without an attachment to an inventory item. When you create a citation without any attachment to an inventory item, Alma tries to locate a matching inventory item. If a single item is discovered, Alma automatically attaches the citation to the inventory item. For more information, see Configuring Citation Matching Criteria. You can turn this feature off using the reading_list_auto_locate_citation_upon_creation customer parameter; see Configuring Other Settings.
    Note that this has nothing to do with OpenURL link resolving for an article, which is about finding links to external instances of the article.
    If the article is in a journal held by the library, in order for the article information to appear in Primo, the information must be in the inventory record attached to the citation(the MMS record); the citation information is not published to Primo.
    To remove this attachment, click Detach from Repository beneath a citation. After performing this action, the citation is not connected to any inventory.
    If you have detached the citation from an inventory item, or the inventory could not be located automatically, you can try to attach the citation to an inventory item manually. To do this for one citation, see below. To do this in bulk, see Matching Citations to Inventory in Bulk.
    To locate a resource manually:
    Click the Resource Locate link beneath a citation. Alma attempts to locate inventory that matches the citation and if a single inventory match (in any format) is found, Alma attaches it automatically.
    If Alma could find no matches, Alma displays a page allowing you to edit the search criteria. If Alma finds multiple matches, Alma displays a screen enabling you to select one of the matches or edit your search criteria. For more information, see Searching in the Repository.
    Resource Locate - No Matches

    Managing Citation Fulfillment Options

    To check how the citation can be made available to students, on the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Manage Fulfillment Options links beneath the citation.
    • If the inventory items are geographically far and/or you have no access to the shelves on which they are located, use the fulfillment options to place and then view requests. (see below.)
      In this case, for each step in the citation request workflow, an alert is generated — for example, Citation Digitization Request In Process, Citation Digitization Request Completed. You can use the Alerts filter to monitor the status of physical items that you have requested to move to reserved areas or material that you have requested in digital format.
    • If the inventory items are geographically nearby and/or you have access to them, you can fetch the items from the shelves by clicking the Print slip link beneath a citation to print a slip for the specific citation. Use the Change Item Information tab to temporarily change the item location, as described in Changing Item Information.
    • If the item is not in your library's inventory, or if you would like the library to purchase additional copies, consider making a patron purchase request by clicking Purchase Request beneath the citation. For more information, see Patron Purchase Requests.
    To manage fulfillment options for a resource:
    Click the Manage Fulfillment Options link below the citation. The Manage Resource Options page appears.
    The link is available only if a resource was specified.
    Manage Resource Options Page
    The following fields appear on this page:
    Manage Resource Options Page Fields
    Field Description
    Title  
    Author  
    ISBN (or ISSN)  
    Place of Publication  
    Chapter  
    Pages  
    Additional Person Name An additional contact, if any
    Year  
    Edition  
    Call Number  
    Note A public note, if any
    Alerts Any alerts on the citation, if any
    Course Details
    Course Code  
    Section The course section
    Course Name  
    Number of Participants The number of participants in this course
    Reading List Name  
    Demand for X courses with overall Y participants The number of participants in all courses in which this citation appears
    Electronic Services – Electronic fulfillment information for the citation
    Digital Services – Digital fulfillment information for the citation
    Physical Services – Physical fulfillment information for this citation. Available actions for each location include View Items, Request, and Update Move Expiry. See below the table for details.
    This Record in Other Lists – Information about the citation as it appears in other reading lists. Available actions for each location include View and Place Request. See below the table for details. For each other reading list, the following fields appear for the citation:
    Course Code Course code of the other reading list
    Course Name  
    Section Id The course section
    Academic Department  
    Processing Department  
    Instructor The instructor who created the reading list
    Start Date The start date for this course
    End Date The end date for this course
    Number of Participants The number of participants in this course
    Reading List Name  
    Reading List Status  
    Section Name The reading list section
    Citation Status  
    At the bottom of the page you can view existing requests for this citation. Some requests are specific to a reading list. Select the reading list from Filter Requests By Records in Other Lists to view only requests for that reading list. For more information about the fields and actions in this section, see Managing Requests and Work Orders.
    The following actions are available for physical services:
    • View items – Select Actions > View items. The List of Items page appears.
      List of Items Page
      For more information about the List of Items page, see Using the List of Items.
    • Create a request – Select Actions > Request, or click Place Request. The Create Request page appears (see Creating a Request). Select a request type (as described in Creating a Request) and click Submit.
    • Update the item’s due back date so that it matches the due back date of the reading list (when the reading list’s due back date is later than that of the item) – Select Actions > Update move expiry.
    The following actions are available for citations that also appear in other reading lists:
    • View the other reading list – Select Actions > View. The other reading list appears.
    • Create a request for the other reading list – Select Actions > Place Request. The Create Request page appears (see Create Request Page). Select a request type (as described in Creating a Request) and click Submit.

    Attaching a Citation to the CLA Digital Content Store (UK Only)

    If you are a UK customer (set copyright_region to UK, see Configuring Other Settings), and have implemented a Digital Content Store (DCS) integration profile (see Integrating with the UK's Digital Content Store (DCS)), you can manage the citation's attachment to a DCS item.
    To automatically attach a citation to the DCS store:
    1. Click Associate to DCS beneath the citation. The DCS Search page appears with the matching item or a list of matching items.
      DCS Search Results Page
    2. To edit the search, enter all or part of an author, title, DCS item ID (GUID), or identifier (ISBN / ISSN) in the Find box, select the relevant search type in the dropdown list, and click Go.
    3. Locate the relevant matching item and click Associate. The citation is attached to the selected item.
      Edit Reading List Page
    To manually attach a citation to the DCS when you have the specific DCS URL:
    1. Click Enter DCS URL beneath the citation. A dialog box appears.
      Enter DCS URL Dialog Box
    2. Enter the URL and click Associate, The DCS Search page appears with the matching item according to its GUID (see above).
    3. Click Associate. The citation is attached to the selected item.
    To view the citation in the DCS:
    Click View DCS beneath the citation. The DCS web site opens, displaying the attached item.
    To remove the citation's attachment to a DCS item or URL:
    Click Remove DCS. The citation is no longer attached to the DCS item.

    Attaching Citation Attributes to Citations

    To attach citation attributes to citations:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, click Edit beneath a citation. The Edit Reading List Citation page appears.
      Edit Reading List Citation Page
    2. In the Quick Add section at the bottom of the Citation tab, select a citation attribute type and the citation attribute you want to map, and click Add Citation Attribute. The selected values appear in a table at the bottom of the page.
      Reading List – Added Citation Attribute
    3. Select Save and click Go. The added citation attribute appears in the reading list information on the Edit Reading List page.

    Printing Slips for Citations or Generating a Citation Print Slip Report

    If the inventory items are geographically nearby and/or you have access to them, you can fetch the items from the shelves by printing a slip for the citations. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab:
    • Click Print Slip beneath a citation
    • Select one or more citations and click Print Slip at the top or bottom of the page. A print slip is generated for each citation.
    Reading List Citation Print Slip
    For information about the print slip, see the Ful Citation Slip Letter in Configuring Alma Letters.
    You can also generate a print slip report that is sent to a printer or email address, or can be downloaded to a local machine. The report is an Excel file that contains the citations and their information, including Title, Author, Location, Call Number, ISBN/ISSN, Edition, Imprint, Availability, Electronic Availability, and Digital Availability.
    To generate an Excel print slip report for citations:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; click the reading list) in the Citations tab, select the citations and click Print Slip Report. The Print Slip Report dialog box appears.
      Manage Citations Print Slip Report Dialog Box
    2. Select whether to send the report by email (Email or User) or to a printer (Printer).
    3. Select the destination:
      • If sending by email, enter the email address in the Email field or the Alma user in the User field.
      • If sending to the printer, select the printer in the Printer field.
    4. Optionally download the report by clicking Download.
    5. To send the report to the selected destination, click Send.

    Managing a Citation's Copyright Status

    You can manage a copyright's status manually or using Alma's copyright approval system.
    • When you manage a citation's copyright status manually, the citation's copyright status is for informational (UI) and record-keeping purposes only; the citation's status has no workflow effect in Alma, and it's status does not change its visibility in Leganto or Primo. The status is managed manually if Copyirght Auditing Required is not selected on the Edit Reading List Citation page, and no other copyright licensing is declared for the citation (SIPX, self-declared, Creative Commons).
    • When you manage a citation's copyright status using Alma's copyright approval system (select Copyright Auditing Required on the Edit Reading List Citation page), the ability to manage the copyright status manually is disabled. New citations, and citation's where the copyright information is changed, are passed through an automatic copyright approval process (configured using copyright approval rules); when required, citations are sent to an operator for manual approval.
    The available copyright statuses for a citation are:
    • Approved
    • Declined
    • Not Determined
    • Not Required
    • Required
    • Self Declared - The instructor indicates that no copyright clearance is required; for example, for material written and uploaded by the instructor.
    • Waiting for Approval - An approval task is waiting for manual operator intervention
    • Waiting for CC - Waiting for copyright clearance
    You can configure the status that is selected by default for a new citation. See Configuring the Default Copyright Status of Reading List Citations.
    If you are implementing Leganto, an instructor can self-declare a citation's copyright or choose a Creative Commons license in Leganto. In addition, an instructor or librarian can manage copyright using SIPX, see Working with SIPX.

    Manually Managing a Citation's Copyright Status

    To manage a copyright manually, you can set the copyright status for multiple citations on the Edit Reading List page or for one citation on the Edit Reading List Citation page while editing a citation.
    To change the copyright status of multiple citations:
    On the Edit Reading List page, select the citations, click Change Copyright Status, select the status in the Change Copyright Status pop-up that appears, and click Update.
    All selected citations that are not managed automatically by Alma are updated to the selected citation. All selected citations that are managed automatically by Alma are not affected.
    To change the copyright status of one citation:
    On the Edit Reading List Citation page, select the status in the Copyright Status dropdown list. The dropdown is enabled only if all of the following are true.
    • The citation's status was not self-declared in Leganto.
    • The citation was not already saved with a Creative Commons license selected.
    • The citation is not already licensed using SIPX.
    • The citation was not already saved with Copyright Auditing Required selected (see below)

    Automatically Managing a Citation's Copyright Status

    When a citation is marked for automatic management of its copyright status, users cannot set the copyright status of the citation manually.
    To send the citation for automatic copyright clearance:
    Select Copyright Auditing Required and enter information in the Copyright Attributes area. For information on most of these fields, see staff digitization request in Creating a Request.
    Alma uses digitization profile rules to automatically set the copyright status of a new citation (or an existing citation whose copyright attributes are changed) to Approved or Rejected, or to send an approval task to an operator. For more information, see Configuring Digitization Profile Rules. For information about approving or rejecting the requests as an operator, see Approving/Rejecting a Request for Digitization.
    When a citation's copyright status is Waiting for Approval or Waiting for CC, you can resubmit the citation for automatic approval/rejection by clicking Recalculate Rules beneath the citation on the Edit Reading List page. This is useful, for example, when you change the digitization profile rules, or when a citation's copyright attributes changed but the citation was not automatically resubmitted for automatic approval/rejection.
    Once a reading list is associated with a course, approved copyright records may be fully or partially locked for accounting purposes. In a reading list associated with a course, if you delete a citation with an automatically managed copyright record that was approved (by a licensing agency or by SIPX; not self-declared or by Creative Commons), what happens to the record depends on the deletion date:
    • Before the course starts - The copyright record is deleted.
    • During the course - The copyright record's end date is changed to the date that the citation is deleted. The end date of an automatically approved copyright cannot be set to earlier than the current date.
    • After the course - The copyright record is preserved. This is also the case if you change the copyright management from automatic to manual.