Create and manage your workflows

Incoming and outgoing license requests become easier to manage and track. Batches of requests are grouped together for easy access. You can enter & manage multiple objects, contacts and the details for how images will be used.

 

In the navigation bar, select Projects  . (Or select See All Projects in Home).

 

View Projects

Each Project is listed by Type (Outgoing or Incoming), Name, Total Number of Contacts, Total Number of Objects Requested, Due Date, Total Amount, and Status.

1. All Projects include Incoming, Outgoing, and Renewals.
2. Incoming Projects represent requests that originate from outside your institution for objects in your own collection.
3. Outgoing Projects are requests which originate from within your own institution, e.g. for exhibits or social media.
4. Renewals are for multi-year licenses held by your institution that need to be renewed & tracked.
5. Shared with Me are requests that you have been sent for approval (or rejection).
6. Canceled Projects are requests that have not been approved and were terminated.

 

Project Details (Due Date, Creation Date, and Last Modified Date) appear to the right when a Project is selected.

 

Create a Project

To begin an Incoming, Outgoing or Renewal Project, select Create Project in the upper right corner.

1. Give your Project a Name
2. Select Project Type: Incoming, Outgoing, or Renewal
3. Enter a Due Date (optional) then select Next
4. Add Contacts. Enter an email address– if it already exists in your contacts, it will autocomplete. Otherwise, create a new contact.
• For Incoming Projects, the contact is usually the requestor.
• For Outgoing Projects, the contact is usually the rights holder.
• If you do not know the contact’s information, it can be left blank for now.

Select Create Project and it appears in your Project Listing.

 

Add Contacts to Projects

To add an additional contact to a Project: 

1. With the desired Project visible in the listing, hover over the number in the Contact Column. 
2. Select + add.   
3. Add an existing contact’s email or enter a new contact and Update Project.
4. To see contacts that are attached to a Project, select a Project in the listing to expand the listing information.
5. Contacts can be removed or edited in the expanded view by using the ellipsis menu that appears to the right of each contact.

 

Add Objects to Projects

Objects are attached to contacts requesting permission to use them (Incoming Requests) or to contacts who hold the rights to objects you wish to license (Outgoing Requests).

1. Select the desired Project in the listing to see the expanded view.
2. In the Objects Column, select + add.
3. For Incoming Projects and Renewals, you can add objects from your own collection:
   • Search and/or Filter Objects if desired.
   • Check the boxes of the images (in the upper right corner of the thumbnail) to select the Objects you wish to add and select Add Objects.
   • The selected objects will now appear in a list view attached to the contact.
4. For Outgoing Projects, Objects are added manually:
   • Organization, Accession Number, Title, and Artist are required fields.
   • Once objects are entered and added, they will appear in a listing.
   • Any object for Outgoing Projects can be edited using the ellipsis menu on the right side of the object listing.

 

Edit Usage Rights

Every Object in a Project needs to have its Usage Rights information completed before it can be shared for approval:

1. Go to the list of objects attached to a contact.
2. Select the object >  ellipsis menu to edit that object's usage rights.

1. For Incoming Projects and Renewals:
   • Add the price your institution charges for the image of the requested object (select the dollar amount area to change).
   • Select License Type, applicable Usage Tags, Format, Distribution Location, License Restrictions, Start Date (of license), End Date (of license), and any Notes that are relevant to the request.
   • The sliding Lock option allows you to restrict which Usage Rights section the Contact can make changes to.
   • The Apply to All box, if selected, applies the same Usage Rights to all Objects attached to a Contact.
   • Select the Done button at the top of the screen.
   • The Object in the listing will now be updated with its calculated License Duration and Pricing, and if the Object is selected, its Usage Rights appear listed to the right.
2.    Outgoing Projects, are identical to Incoming Projects above, EXCEPT:
   • The sliding Lock option is unavailable because you are making the request.
   • Pricing is unavailable (this information will be gained after the Project is shared).
   • The Apply to All option is not available.

Share Projects

Once Contacts, Objects and Usage Rights are completed, a Project is ready to be Shared for approval.

1. Select a Project in the listing.
2. Select a Contact for that Project.
3. You should now see the option to Share Project in the upper right. Select that button.
4. A Preview of the email that will be sent is presented with the Contact’s Name, Email Subject (includes the Project Name), an optional Message box (for details about the request), and a small graphical view of what the recipient will receive.
5. Once the Share Project button is selected, an email will be created and sent with a request to review the Objects attached to that Contact. 
6. Once a Project has been Shared, its Status will be appropriately updated in the listing.

 

Projects Shared with Me

A Shared Project arrives via an email and Notification in MONA and allows the user to Approve, Modify, or Reject the proposed license.

1. 1. 1. If a Project is shared with you for review, an email will appear in your inbox inviting you to view the project. Clicking on the View Project button will take you to your Home tab in MONA.
      2. A Notification appears on the right– click on it to be taken to the Project tab and then select Shared with me to find the Project that needs reviewing.
      3. At this point, you can Decline the Project if it is unsatisfactory. Selecting Decline Project marks the Project as Rejected and notifies the sender of the rejection.
      4. To review the Usage Rights for each image, simply select the Project and then each object that you wish to examine.
         • To see each listing, select the arrow to expand the view.
         • If a Lock Icon is shown, that information is locked and cannot be changed.
         • Otherwise, edit any parameter you wish and then check the Reviewed box at the top. A check will then appear in the object card reflecting that it has been reviewed.
      5. Selecting Share Changes sends the reviewed project with any edits you have made back to the original sharer for final approval.