Catalog Admins – Creating and Editing Catalogs

Any Edelweiss subscribing publisher’s catalog administrator can quickly and efficiently create new Edelweiss catalogs. 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 doc will show you how to accomplish each of these critical steps.

To get started, open your Publishers home page by clicking on your publisher’s name under My Publisher:

From there, select 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 can customize your catalog:

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  • Provide a Name for your catalog, e.g. [Your Publisher’s Name] and the Season/Year, such as Acme Publishing Spring 2021.
  • The Summary field is optional. You can consider it as a subtitle for your catalog name. It can be used to further describe the types of titles in your catalog, or to relay promotional terms available for the titles in the catalog.
  • Status controls where and ultimately for whom this catalog appears throughout Edelweiss. There are three options: Inactive, Active, and Archived.
    • 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 status 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 the catalog and all titles within it.
    • Active:  This allows all of your publishing company’s users to work with a catalog, but, depending on the Visibility level set below, users outside of the publisher’s organization won’t necessarily be able to view it. **In Edelweiss+, the exception to this status is that external sales reps that have been granted permission to markup your catalogs will have immediate access to Active catalogs and the titles within it, too.
    • Archived:  This is the closest you can get to deleting a catalog. 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. Doing so makes the catalog accessible / live to individual Edelweiss readers & retailers via an emailed link. This setting should remain 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 and the Administration tab:  This catalog is NOT publicly viewable.
    • All Readers:  As its name implies, all Edelweiss users can view an “All Readers” catalog on the general Catalogs page, or on your Publisher page. In addition, titles listed in these catalogs will appear in Search results and on other Edelweiss pages (This used to be listed as All Edelweiss Users).
    • Quick tip: to make your catalog public, set the catalog’s Status to Active, and Visibility to All Readers. This will set the catalog’s Date Posted / Added, posting the catalog on our home page as a recently added catalog, and prompt the catalog’s link to be included in our weekly Edelweiss newsletter. Once your catalog is public, it’s not advised to revert to an Active/Internal or Inactive/Internal state. Also, rest assured, you can still add titles and change a catalog’s sequence once it’s public.
  • Market controls which Edelweiss trade markets your catalog, along with all of a catalog’s titles, appear within on Edelweiss. The default market will typically coincide with the default country of your publisher’s Edelweiss organization. US Trade will be the dominant default market for most publishers. To edit the market selector, click on the Tools icon Tools Iconand 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 “international” editions that are available in open markets like Puerto Rico, Singapore, Dubai, New Zealand, etc., or titles that have global rights available. The German Trade (International) market is meant for English language titles & catalogs that are available in the greater-Germany market.
    • All Edelweiss users can change their market view. 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.
  • PDF:  Click the Cloud icon in the Edit Catalog window to upload your own in-house (or Edelweiss!) designed PDF version of a catalog to make it available for download by your reps and customers, right in Edelweiss. Note that including a PDF is optional.
    • Note: The file size should be no larger than 80-100 MB. We recommend that you optimize the file, making it as small as possible. Your PDF upload will fail if it’s larger. Also, please keep in mind that many of our readers may have difficulty downloading files larger than 50 MB, as many folks use older computers or mobile devices.
    • Avoid special characters in the file name. If your PDF is within the size limits and fails to upload, check your file name for special characters and spaces, removing them before reattempting upload!

  • Folders allow you to automatically post a 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 Edelweiss Legacy.
    • 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 that you 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 track it down with the Find Catalog search option in your catalog section.
    • When you add a catalog to a folder, it will position that catalog at the top of the list of catalogs. A folder’s default catalog sequence is based on the catalog’s date added, but you can easily re-order them. Please 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. This will let Edelweiss readers know when you first made a 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 doesn’t create catalog-specific covers, you can consider adding a company logo or a cover image for a key title that’s included in the catalog.

    At this point, you can either click Save and Close to create a catalog shell, or jump directly into the 2nd main catalog creation step by clicking Save and Add Titles.

     

    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 see basic title data if it’s been added / processed for the ISBNs, and you’ll have the opportunity to manually re-position them. You can drag-and-drop them, or click Move To Top / Bottom / Position after selecting a title.

    To select or highlight a title, click on its sequence number. As soon as you do this, many more options will appear at the top of the Manage Titles window. We’ll dig into them in subsequent help docs, but keep in mind that this is where you’ll come to insert catalog headers, update a catalog’s title sequence, import Comps and title descriptions, feature titles, check for core attributes, and drill into individual titles to view / edit them.

     

    To edit / manage any catalog attributes or titles within a catalog in the future, find the catalog within it’s designated folder and click the tools icon to access the Edit Catalog screen. Here, you can make and save your changes:

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    Don’t forget to click Save Changes after making them, before you leave this window! As you can see, this is also where you can Delete a catalog.

    A note about navigation: clicking the Go option here will take you out of Administrative view and into the markup-able version of the catalog itself. Keep this in mind before attempting to add Comps, as you’ll need to return to the Administrative view to add them. To return to Administrative view, click the edit icon on the resulting My Catalog page. This pencil / edit icon can also be used when viewing the catalog at any other time, if you need to make any administrative changes on the fly.

     

    To search for a catalog, e.g. if you forget which folder it’s in while in Administrative view, 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 Item feeds, all newly created catalogs will default to being posted in your first (or Featured Catalogs) E+ folder, which will serve as the default folder for your account. Here’s a link to check out our Content Planning & Management Guide. If you have questions about this process, please contact support@abovethetreeline.com.