You can add as many Edelweiss users to your organization as you like. In fact, many publishers have found a lot of benefits in having their staff on Edelweiss, connecting with buyers, collection development librarians, and other book professionals.
You’ll see a screen that shows your personal profile, among other things, including a link to your Account Users.
Click that yellow number to see a list of users. You can click on a user to see details about their privileges (if you have User Administration rights!):
Edit basic details for this 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 user does not 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:
Once you click Save and Send Email this new user will be added to your organization and they’ll receive a “Welcome to Edelweiss” email with instructions for creating a new password, etc.
A brief explanation of the privileges:
Privileges / Access Rights
There are a number of Edelweiss Privileges, or functional access rights, new users may be granted, as you can see on the right side of this screen. Users needing more than the most basic ‘Rep’ access should be added to whichever other functional group access is needed. To add or remove a user to a group, check or uncheck the box next to that group name and click Save User.
1. Publisher Reps: Anyone that you want to have rep-like features, such as the ability to markup catalogs, manage their contacts, create personal collections of titles, and export title information, should have the box for rep membership checked. (The name of this group depends on your company name). This may include any user that is not necessarily a sales rep but would use some of the rep features for marketing, publicity, etc. Most publisher users would be assigned this privilege.
2. Catalog Admin: Full: Those few individuals within your organization who need access to Edelweiss’s online catalog administration tools – for adding, deleting, managing catalogs and catalog/title content directly in Edelweiss – should be added to this group. If we receive ONIX feeds, then most bibliographic data and rich content for your titles will come through those or other ancillary feeds.
Tip: Most publishers only give 1-3 people this type of access. Typically, sales reps do NOT need catalog admin rights; they can create personal collections of titles with their sales rep access.
2a. For those large publishing companies that have many divisions and need a separate breakout role for the individual who organizes your catalogs into various subfolders in your main catalog section, without giving them the ability to edit the catalogs (or titles) themselves, you can grant someone Catalog Admin: Folder Manager access. This folder management access is naturally included in the Catalog Admin Full role, so you needn’t check this in addition.
3. User Administrator: This privilege will enable someone to add new Edelweiss users within your company, along with editing contact details and privileges for any of your users. Like the Catalog Admin, usually, a small number of users are assigned to this role.
4. Review Admin: This individual will have access to all reviews that Edelweiss readers submit for your company’s titles and be able to feature them on the site via the Reviews tab.
5. Publicity Admin: Publicity admins can create and edit publicity events for any of your organization’s titles using the Publicity tab.
6. Callout Admin: These individuals may view, schedule, and otherwise 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. Template/Document Builder Administrators, Reviewers, Creators, or Users: These privileges are in beta testing with a handful of publishers as of 2014. More details to come soon!
9. DRC Profile Names: If your company participates in our DRC (Digital Review Copy) module, 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 all DRCs belonging to 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 best to be sure your user list up to date.
It’s best to go ahead and add your organization’s users in yourself so you can manage their privileges appropriately. If you’d rather have them handle it themselves, though, they can register and select you from a list of organizations with which they can connect. You’ll then get an email that a new registrant has requested a connection with you. You can accept or decline that request as is appropriate.
BUT, if you’d rather your company not be searchable upon registration, you can opt-out of that here:
Just realize that this means you will indeed need to be sure to manually add in your employees to Edelweiss!