Digital Review Copy access for titles that aren’t available for immediate “Download” can be granted proactively by adding access for your contacts, or reactively by processing incoming DRC requests.
To proactively grant access, you can either send a download link to your customers to give them access to individual titles, or you can ‘Auto-Approve’ customers, allowing them to immediately download all of your DRCs (this process was previously known a “Whitelisting”). To grant access proactively, you should first set up your Contacts list within Edelweiss.
Reactively granting DRC access involves processing incoming DRC requests.
‘Auto-Approving’ Contacts
You can either grant contacts access to individual review copies, or, for your most trusted contacts, “auto-approve” users to allow them to download any available review copies going forward. In Edelweiss, granting access to all of your current and future review copies at once is called ‘Auto-Approving’. For both options, your contacts do not need to be registered Edelweiss users to be granted access and see the list of titles available for download. They will, however, be required to be registered Edelweiss users before actually downloading a file. Edelweiss registration is free & easy!
Let’s start by taking a look at the Auto-Approving process, for the contacts that you want to give immediate download access for all of your Digital Review Copies in Edelweiss.
To begin, click on your People tab. You can either add contacts individually by clicking Add New Contact or import a whole list by selecting Import Contacts in the Other Actions menu.
After adding contacts, open your Administration page.
Note that under the Validated Affiliations you’ll see a number of user groups, including Kirkus Reviewers, B&N employees, ABA members, etc. Click the + next to an affiliation to auto-approve all users associated with that group.
The Individual Detail section shows five people in my contact list who have already been granted Auto-Approved access. Please note that this list doesn’t show all users with Auto-Approved access to your Review Copies. It only shows users in your contact list with Auto-Approved access.
To add Auto-Approved access for an individual, start typing the name of the individual, group, or organization in the ‘Contact:’ text box:
Once auto-complete pulls what you’re looking for, select the individual, group, or organization. Then, the Access Summary area will allow you to click Add to Auto-Approve to complete the process. Note that you can also Auto-Approve entire organizations, or even custom Groups! Learn more about creating contact Groups here.
You can find an Account, select it, and Auto-Approve all users attached to that organization/account, like so:
The same can be done for Groups!
You can also auto-approve entire communities–such as regional ABA groups, ILS, review groups, etc–by using 360. Details on that here.
Granting access to individual titles
As an alternative to Auto-Approving users to grant access to all review copies, you can also grant users immediate access to individual titles.
To access a title, find it by entering it in the Title: text box (only titles with Review Copies available will populate here).
Quick Send
You can also grant users DRC access with Edelweiss’ Quick Send tool. It’s a bit of a shortcut—you can simply find the DRC’s related title listing, click the “paper airplane” / Quick Send icon, and type in the contact (or group) name to send a title specific email for DRC access. The benefit of this method is that it allows you to grant access and send an email in one step.
Simply enter the email address or name of your contact(s) in the To field, and a link to the title will be sent directly to the contact(s) you have selected. You can also send yourself a copy of this email or send with high importance by toggling the switches next to those options, and you can change your Subject line and include a personal message:
Email recipients will only need to log into Edelweiss once they click the email’s link. If they have not yet created an account in Edelweiss, they will be prompted to do so at the login screen. If they are already an Edelweiss user, they will go directly to the title and will be able to download the Review Copy from that page.
You can use the Quick Send tool to send DRCs to multiple people if you’d like. It’s best to use the Share tool if you’re sending to a large number of people, though. Keep in mind that the email size limit is 200 recipients. That includes you if you check the “Send me a copy of this email” option.
Responding to Individual Requests
Your DRCs may be set up so that Edelweiss users need to request them to be granted access. When they select a title to request, the user clicks the title listing’s Request button, is asked to provide more information in their Requestor Profile, and then submits their request. The request will be sent by email to a designated recipient at the publishing house, as well as sales reps or other staff who have the requesting user in their Edelweiss contact list.
What the Requestor Sees
Edelweiss users can go to the Review Copies tab to specifically browse for DRCs; they may also come across them when going through catalogs or other title searches. Titles that are available to be requested will have a Request button (shown below). Any title that a user has already been granted access to, or that is set to be available for Immediate Download will have a green Download button instead. All Auto-Approved users will be able to download your titles immediately, even if they’re set to be available by Request for other users.
When someone clicks on the Request button, the Review Copy Request Form will appear. Here, the user is asked to provide more information on their role, and will have the opportunity to add other information to the message for your consideration.
When the user submits this form, two things happen.
- An email is sent to a certain group of users at your company.
- All of those users will also be able to see the request on the Review Copies > Constituent Requests page in Edelweiss.
The email you receive will look similar to this:
You can approve or reject the request, or Auto-Approve the requestor directly from the email. When you click on any of the three buttons in the email, you’ll be taken to the Constituent Requests tab within the DRC area of Edelweiss (you may need to log into Edelweiss first). A popup box like this will display automatically, which will allow you to finalize the approval or denial, or Auto-Approve, with the option of sending a message to the requestor. Note, your personalized message is limited to 1,000 characters including spaces.
By default, processing a request will send an email to the requestor, although you can choose not to by unchecking the Send email message response box. If you approve or Auto-Approve the requestor, we recommend that you do send an email, since the email will not only let them know that they have been approved but will also include a link back to the DRC to allow them to download it immediately.
Whether you just approved this one title or Auto-Approved the requestor, the email will look like this one. Your custom message can be found under Message from the Publisher.
A rejection email looks like this:
To review any requests directed at you, including all of those you’ve already processed, go to Review Copies > Constituent Requests page. The options below will be available to you:
Who receives these requests?
All requests will be sent to at least one publisher email address for approval. A publisher can identify a single default email address for all DRCs available, or one default per sales division, imprint or group of imprints, or even a person (such as a publicist) associated with a title or group of titles.
The email will also be sent to any user who also has the requestor listed in their Edelweiss contacts. This usually means that sales reps who already work with particular accounts have the opportunity to approve requests from them. The other recipients of the request emails should be visible to you in the ‘To:’ line of the email. This also means that it is possible that someone else will have handled the request before you get to it. In this case, you will see the status as ‘approved’ or ‘rejected,’ instead of ‘submitted’ when you go to the Constituent Requests screen.
Go back to the Digital Review Copy Administration training page.