Permissions Database SOP

Below are the basic steps that must be taken to input an external website into the permissions database. As with most things, there are always exceptions and conditions.

1. Open Content: External Websites.
   1. Requests are sorted by Permission Status category.
   2. Work from the Pending Database Update permission status.
   3. Open the ticket by clicking on Details next to the task name.
   4. Read any attached written permission files to verify all conditions are documented. Review all notes in the description and comments areas.
2. Open External Websites: Permissions Database.
   1. Check database to ensure that there is not already an existing record.
   2. Click on +Add task to create a new entry. Select Details (next to the ticket name) to open it.
   3. Refer to the original permission request ticket to inform completion of the new database entry.
   4. Input task name and complete the Outcome, Conditions, URL, TOU URL, Content Type, Orig Entry Date, Host Owns Content, and Content © Owner fields.
   5. If there was a written permission approval included, attach that within the comments section. Copy relevant details of approval into description area. 
   6. In description, input any applicable library notes and/or conditions.
3. In the original ticket, adjust the Permission Status from Pending Database Update to Complete.

Important: On occasion, a request's Outcome will be marked Complete, but the Status will be Pending Database Update. The default Asana view is Incomplete tasks. To ensure that all requests are entered into the database, change Incomplete tasks (at the top of the screen) to All tasks.