Catalog Admins – Creating and Editing Catalogs

Catalog Admins-Create and Edit Catalogs

Any Edelweiss subscribing publisher’s catalog administrator can quickly and efficiently create new Edelweiss catalogs within E+. Remember that, even though we may be loading your title metadata via ONIX or other feeds, it’s not until you log into Edelweiss and

  1. Create a catalog
  2. Add titles to it and 
  3. Make that catalog public

that your titles will appear in Edelweiss.

This help article will show you how to accomplish each of these critical steps.

To get started, go into your Publishers home page from your homepage by clicking on your Publisher name under My Publisher:

 

From there, select the Administrative View in the upper right. This will then give you additional options to add/edit your official publisher folders and catalogs. Select Create Catalog.

The resulting Add Catalog pop-up window is where you define your catalog:

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  • Status:  this controls where and ultimately for whom this catalog appears throughout Edelweiss. The three options are Inactive, Active, and Archived. What they mean:
  • The Summary field is optional. Consider it as a subtitle for your catalog name. Potential uses:  to further describe the types of titles in your catalog or to relay promotional terms available for the titles in the catalog.
  • Provide a Name for your catalog, e.g. [Your Publisher’s Name] and the Season/Year, such as Acme Publishing Spring 2017.
  • Status:  this controls where and ultimately for whom this catalog appears throughout Edelweiss. The three options are Inactive, Active, and Archived. What they mean:
    • Inactive:  This default setting appears when you first create a catalog. Only catalog administrators can see Inactive catalogs, and only in your Catalog Administration view, or page. This state should remain in place while titles are being loaded and updated until you are ready for non-admins within your organization to have access to this catalog and all of the titles within it.
    • Active:  All of your publishing company’s users can work with it now, but, depending on the Visibility level set below, still nobody outside of the publisher can see it. **For E+, the exception to this is that those outside reps that you have granted permission to markup your catalogs will now also immediately have access to this Active catalog and the titles within it.
    • Archived:  This is the closest there is to a deleted catalog state. Archived catalogs will never appear in a publisher’s public catalog section; they only appear for catalog administrators in their Administrative view.
  • Visibility controls who can view the catalog in Edelweiss:
    • Internal:  This default setting appears when an admin first creates a catalog; only publisher users, including both administrators and reps, can view an Internal catalog, though the reps do have the ability to share an internal catalog via a markup, thereby making the catalog accessible/live to individual Edelweiss readers/retailers via an emailed link. This setting should be retained until a publisher’s selling season officially begins, while admins and reps are still adding comps, images, descriptive content, etc. to the titles within that catalog.  While in this state, all publisher users will view this message beneath the catalog name on both the Browse Catalog page as well as the Administration tab:  This catalog is NOT publicly viewable.
    • All Readers:  As its name implies, anyone can view such a catalog on the Browse Catalogs by Publisher tab. In addition, titles listed in these catalogs will appear in Search results, on the Browse > Titles tab, etc. (This used to be listed as All Edelweiss Users.)
    • Quick tip:  to make your catalog public, set the catalog to the Active Status and Visibility for All Readers. This will set the catalog’s Date Posted/Added, post the catalog on our home page as a recently added catalog, and prompt that catalog link to be included in our weekly Edelweiss newsletter. Once you’ve set your catalog to be public, it’s not advised to take it back to an Active/Internal or Inactive/Internal state. Rest assured, you can still make title updates once a catalog is public.
  • Market controls which Edelweiss markets your catalog, along with all of the titles within that catalog, appear in Edelweiss. The default market will typically coincide with the default country of your Edelweiss publisher organization.  US Trade will be the dominant default market for most publishers. To edit the market selector, click on the Tools icon Tools Iconand then select all relevant markets for that catalog. A few nuances:
    • You may create unique catalogs for individual markets
    • The Global region is meant to feature those “international” editions that are available in open markets like Puerto Rico, Singapore, Dubai, New Zealand, etc., or those titles that might have global rights available. The German Trade (International) market is meant for English language titles/catalogs that are available in the greater Germany market.
    • Edelweiss Users can switch their market view at the very top of most Edelweiss screens by clicking the expansion arrows to access the other geographical and categorical markets. As mentioned above, while this limits the publishers, catalogs, and titles they’ll have access to, it is intended to give Catalog Admins more flexibility in creating unique catalogs that are meant for very specific customers. CA18
  • PDF:  Click the Cloud icon here to upload your own in-house designed (or Edelweiss!) PDF version of this catalog to make available to your reps and customers right in Edelweiss.
    • Note:  The file size should be no larger than 80-100 MB. Please optimize it to make it as small as possible. Your PDF upload will fail here if it’s larger. Also, keep in mind that many of our readers may have difficulty downloading files larger than 50 MB, as they continue to use older computers or mobile devices.
  • Folder(s) allows you to automatically post this catalog inside one or more specific folder(s) within your publisher catalog section. Note that the initial default folder each new E+ catalog will appear in is the very first Featured Catalogs folder, which corresponds with the current root Catalog Admin folder in legacy Edelweiss.
    • Please refrain from updating or deleting this default Featured Catalogs folder. 
    • If you don’t put at least one catalog into this default folder, your catalog section will appear empty.
    • We advise you to make sure that every new catalog you create is assigned to at least one folder. Catalogs not assigned to a folder will not appear anywhere in E+, though you will be able to use our new Find Catalog search option in your catalog section.
    • When you add a catalog to a folder here, it will position that catalog at the top of the list of catalogs, as the natural default catalog sequence is based on the catalog’s date added, but you can easily re-sort the catalog to a different position. Refer to our Catalog Admin Folder Management help article to learn how.
    • It’s recommended that you leave the ‘Display Date Added’ in the list of catalogs selected so Edelweiss readers will know when you first made this catalog public
    • Click on the tools icon to the right of Cover Display to upload a JPG, PNG, or GIF image to display next to your catalog name. If your company no longer creates catalog-specific covers, consider loading a company logo or even a version of one of your key titles from that catalog.

    At this point, you can either click Save and Close to simply create this catalog shell at this time, or jump into the 2nd main catalog creation step and Save and Add Titles.

    2) Adding titles to your catalog is very simple, assuming you have a list of ISBNs pre-sorted in the sequence you want those titles to appear in your Edelweiss catalog. On the Manage Titles screen, select Add Titles and paste your list of pre-sequenced ISBNs into the resulting text box and click Add:

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    You’ll get visual confirmation of some basic title information we already have processed for those ISBNs, and you’ll have the opportunity to select individual titles here to manually re-position them, either via drag-and-drop or by choosing one of our Move To Top/Bottom/Position options shown here:

    To select, or highlight, a title, click on its Order number. As soon as you do this, you will see many more options appear at the top of this Manage Titles window. We’ll dig into them in subsequent help guides, but keep in mind that this is where you’ll come to do the following activities:

    ~ Insert Catalog Subheaders ~ Update this catalog’s title sequence ~ Import Comps, Title Descriptions, and New Catalog Order (aka Sequence) Numbers ~ Feature Titles ~ Check which titles have which core attributes ~ Drill into individual titles to view/edit them

    To edit any of these catalog attributes in the future, as well as to manage the titles in this catalog, find the catalog within whichever folder it resides in and click on the tools icon to access the Edit Catalog screen to make and save your changes:

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    Be sure to Save Changes before you leave this window after making changes.

    As you can see, this is also where you’ll come if you ever want to Delete this catalog.

    A note about navigation:  clicking the Go option here will take you out of catalog administrative mode and into the markup-able version of the catalog itself. (Keep this in mind before attempting to add publisher comps:  you will need to return to the Administrative view to load these. To return to the admin mode for this catalog, re-select the tools icon on the resulting My Catalog page:

     

    To make additional catalog administrative changes at any time, return to Catalogs, find the catalog you want to edit, and then click on the tools icon next to that catalog’s name or Catalog Overview label here:

    To search for a catalog, e.g. if you forget which folder it’s in while in administrative mode, use the Find Catalog option, which appears in your Catalog section, between your folders and catalogs:

    Catalog Feeds

    If your company posts Catalog and Catalog Items feeds, per our Content Planning Guide’s ancillary feed specs, all newly created catalogs will default to being posted inside your first, or Featured Catalogs, E+ folder, which will serve as the default folder for your account.