You can add as many Edelweiss users to your organization as you’d like. In fact, many publishers have found a lot of benefits in having their staff on Edelweiss, allowing them to connect with buyers, collection development librarians, and other book professionals.
To add users, click your profile picture or initials in the top right corner of any Edelweiss page, then Your Profile and Account.
The resulting screen will show your personal profile, among other things, including a link to your Account Users.
Click the tab to open a list of your account’s users. You can click on a user to see details about their privileges (if you have User Administration rights!):
You can edit basic details for a user here…
And edit a user’s privileges here:
You can add a user by…you guessed it! Clicking on Add User.
You’ll be asked to enter an email address for the new user. (Edelweiss will check to make sure that the user doesn’t already have an account.)
Click Next. If this email address is not already associated with an existing user, you’ll see a short form to fill out (below). If the user already has an account associated with the email you’ve entered, you’ll see a message in the resulting window. To have a user with an existing account moved into your organization, please contact email@example.com.
Once you click Save and Send Email, this new user will be added to your organization and will receive a “Welcome to Edelweiss” email with instructions for creating a new password, etc.
A brief explanation of user privileges:
Privileges / Access Rights
There are a number of Edelweiss Privileges, or functional access rights, that new users can be granted. Users needing more than the most basic ‘Rep’ access / privileges should be added to whatever necessary functional group access within your organization. To add or remove a user from a group, check or uncheck the box next to that group name and click Save User.
1. Publisher Reps: All users in your organization will have access to the basic sales rep functions, such as the ability to markup catalogs, manage contacts, create personal collections of titles, and export title information. These are features that can be used with customers, but are also regularly used in-house to communicate markups, notes, tags, Collections, and more to your colleagues.
2. Catalog Admin: Full: The few individuals within your organization who need access to Edelweiss’ online catalog administration tools – used to add, delete, manage catalog and catalog/title content directly in Edelweiss – should be added to this group. If we receive ONIX feeds, most bibliographic data and rich content for your titles will be processed through them, or other ancillary feeds.
Tip: Most publishers only give 1-3 users this type of access. Typically, sales reps do NOT need catalog admin rights; they can create personal collections of titles with their normal sales rep access.
2a. For large publishing companies with many divisions that need a separate breakout role for the user(s) who organizes catalogs into various subfolders in your main catalog section, you can grant them Catalog Admin: Folder Manager access without giving them the ability to edit the catalogs (or titles) themselves. This folder management access is naturally included in the Catalog Admin Full role, so you don’t need to “check” this in addition.
3. User Administrator: This privilege will enable someone to add new Edelweiss users to your organization, along with the ability to edit contact details and privileges for your users. Like the Catalog Admin, a small number of users are most often assigned to this role. User Admins are also the only users who can update organization information such as name, location, contact, etc. If you notice your account lists the incorrect organization information, it’s possible another user admin changed this information without realizing it would update for everyone! Contact us at firstname.lastname@example.org if you have questions about this.
4. Review Admin: This individual will have access to all reviews that Edelweiss readers submit for your company’s titles, and will be able to feature them on the site via the Reviews administration tab.
5. Publicity Admin: Publicity admins can create and edit publicity events for any of your organization’s titles using the Publicity administration tab.
6. Callout Admin: These individuals may view, schedule, and manage your company’s advertising Callouts, or Banner Ads, within Edelweiss via the Callouts menu found on the administration tab.
7. Insert Admin: Similar to the Callout Admin, this privilege allows publisher users to schedule and upload your own in-house Inserts, or Banner Ads that will be attached to individual titles and appear within your catalogs and collections. The Insert menu is also found on the administration tab.
8. DRC Profile Names: If your company has a DRC (Digital Review Copy) subscription, you may see DRC-related profile, or imprint, names appear in your company’s list of privileges. When you check these privileges, you give that user immediate access to downloading and managing all DRCs that are part of that DRC profile. They will also be able to approve (or reject) any of their Edelweiss contacts’ DRC requests.
You can also remove users if needed. It’s always good to make sure your user list up to date!
It’s best to add your organization’s users yourself, so you can manage their privileges appropriately. If you’d rather have them handle it on their own, they can register and select your company from a list of organizations when creating an account. You’ll then get an email that a new registrant has requested to join your organization. You can accept or decline that request!
BUT, if you’d rather your company not be searchable upon registration, you can opt-out here:
Please know that this means you will need to be sure to manually add your employees to your Edelweiss organization!