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Explore Subscription Catalog Report

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Brook Mecham
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Purpose

Provides publishers with insight into their Explore subscriptions, related assets, risks of asset availability, and countdown to renewal timeline. This overview includes Institution-specific metadata about the Explore subscription, including but not limited to: subscription details, concurrent users, integration type, subscription assets (where applicable), and asset availability.

Report Notes

  • The access filter will automatically filter the report to show subscriptions, including all assets.
    • For fulfillment, this is based on the subscription owner.
    • For buy/sell or market place, this is based on the asset owner (i.e., your system user have the correct companies associated).
  • Report excludes subscriptions that have been refunded due to data entry issues.

⚠️ When reviewing Subscriptions for Renewal, VST is unable to provide a Subscription-to-Subscription analysis as many of the subscriptions are not the same subscription ID or contain the same assets from one contract to another. For example, Subscription ID 12345 may be used with Institution “Awesome” from December 2024 till May 2025 with 5 assets; but upon renewal Subscription ID 98765 is created for Institution “Awesome” for June 2025 till December 2025 with 5 assets, of which 2 of the assets changed. At this time, there is no definitive way for VST to accurately confirm if Subscription 98765 is correctly the renewal to Subscription ID 12345.

 

Definition of filters

Filter Name Description Usage Notes
Subscription Status Status for the subscription from the Explore application Defaulted to “Active”. Users can change this filter to view “Expired” or “Upcoming” Subscriptions.
Subscription Availability Provides actionable insights related to all subscriptions owned by the system user Use to narrow “Active” subscriptions by related action.
Institution Name of the institution (Manage company name) Use to filter or narrow results to a specific institution.
Institution Country County the institution is located (2-character code) ✅ To view all fulfillment, buy/sell, and marketplace collections, filter this field to your respective countries.
Asset Publisher Publisher of the asset (Manage company name) ✅ To identify where your local assets are being used in Explore through fulfillment, buy/sell, or marketplace, filter this field to your respective publisher.
Asset Status Distribution status of the asset (from Manage) Use to filter results to a specific asset status.
Subscription Start Date Date the subscription starts Use to set a date range, relative date (e.g., “last month”), or specific date.
Subscription End Date Date the subscription ends Use to set a date range, relative date (e.g., “last month”), or specific date.

 

Definition of fields

Field Name Description
Subscription Status

Status for the subscription from the Explore application

Included values:

  • Active - represents a subscription whose start date is in the past, and its end date is in the future.
  • Expired - represents a subscription whose end date are in the past.
  • Upcoming - represents a subscription whose start date is in the future
Subscription Availability

Provides actionable insights related to all subscriptions owned by the system user.

Included values:

  • At Risk - one or more asset within an Explore subscription has a Asset Status of “Out of Distribution” or “Limited Distribution” where the Asset Off Sale Date is “null” or less than the Subscription End Date.
  • Available - no action required; subscription is currently active and all related assets are “In Inventory”.
  • Renewal - # months - where Subscription Status is “Active” and the Subscription End Date is within the next 3, 6, or 12 months, a Renewal value (by expiring months) will appear.
  • Unavailable - no action required; Subscription Status is “Expired”, as the Subscription End Date is in the past.

📄 When a subscription has an “At Risk” availability, it most likely requires internal Publisher conversations to ensure the “Off Sale Date” is populated to match the Subscription End Date, at minimum.

When a subscription has a “Renewal” flag, the subscription will remain in purview beginning from the 12 month marker up until the Subscription Status is “Expired” (i.e., the Subscription End Date is in the past).

For example, Today is 01-Dec-2024, Subscription ID 12345 has a Subscription End Date of 01-Dec-2025. It is reported as “Renewal - 12 months” and remain on the report as such until 01-Jun-2025 when Subscription ID 12345 will appear on the report as “Renewal - 6 months” and remain on the report as such until 01-Oct-2025 when Subscription ID 12345 will appear on the report as “Renewal - 3 months” and remain on the report as such until 01-Dec-2025, when Subscription ID 12345 will appear on the report as “Unavailable”.
 
Subscription ID Subscription VBID, Asset VBID (for single title sales), or Transaction ID (for Marketplace transactions)
Subscription Name Name of the subscription within Explore
Institution Name of the institution (Mange Company name)
Institution Country County the institution is located (2-character code)
Subscription Start Date Date the subscription begins
Subscription End Date Date the subscription ends
Amount of Concurrent Users Amount of concurrent users allowed by the subscription terms
Integration Type Type of integration used by the institution
Subscription Borrow Duration Amount of time allowed to borrow items within the subscription
Subscription Cost Agreed upon cost for the subscription
Subscription Cost Currency Currency type for the Subscription Cost
Asset VBID VBID representing a specific asset within a subscription (from Manage)
Asset Status Distribution status of the asset (from Manage)
Asset Off Sale Date Date an asset will be moved to “Out of Distribution” (when available)
Asset Item Name Item Name associated with the asset
Asset Edition Edition associated with the asset
Asset Author(s) Author name(s) associated with the asset
Asset Publisher Publisher company name associated with the asset (Manage company name)
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