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 in your publisher organization who has the requestor’s organization added to their Edelweiss contacts with the Is Account? switch toggled “on.” 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.