Check Permissions in Bulk

Check Permissions Report

Every year at the beginning of August, CLA runs a check to ensure that the permission status of the content you have used throughout the Academic Year is up to date for the new academic year.

Users with either a DCS Admin or DCS user role can now do a bulk permission recheck themselves without having to rely on CLA admins. The bulk permissions check can be run at any time throughout the year, but we recommend only doing it once in the summer in order to get things set up before the new academic year.

Note: CLA will still run the check automatically on 1st August, regardless of whether your HEI has run the check themselves, but anything that has been manually overridden by your HEI after your own check will remain in place. 

How to run a bulk permission check 

1. Go to Check All Permissions in the left-hand menu
2. Click Start Check to run a permission check on all active requests, including unpublished requests (archived and deleted requests will not be checked):

3. Confirm that you do wish to run the check (click cancel if you have changed your mind):

4. The job will then be placed in the queue, and move to In Progress as the job starts to run:

The time it takes for the process to run is dependent on the number of content requests you have in the system. The more you have, the longer it will take, but you can come out of this page and do other things whilst the job runs. The job shouldn’t take longer than 10 minutes. 

5. The DCS will tell you when the job is complete, and you will also receive an email with confirmation:

6. To view the results of the permissions check, click the download icon:

7. A CSV file will download with your results. The results file shows the following data:

1. Request ID
2. Time permission re-check was done
3. New Check Permissions result
4. Error status – this will either be Success or Failure

For your reference, the following behaviour can be expected:

If an item was previously overridden by a DCS user with “Covered by CLA Licence”, this is rechecked 

If an item is now excluded, the content link will break until an override is applied

If an item is no longer found, the content link will break until an override is applied

Requests with no ISN will not change, as they can’t be rechecked

It is up to the DCS user to manually recheck any Content Requests that need attention after the recheck. Any items that need manual rechecking will appear on your dashboard under the Licence section:

You will need to make alternate permissions arrangements for anything that is now Excluded. Please contact CLA at [e-mail] for anything that is listed as Licence Status Unknown.