By default, no users outside of your publishing house can download your Edelweiss Digital Review Copies without being granted access by you or someone else in your organization. Review Copy access can be granted proactively, by adding access for your contacts or reactively, by responding to 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, which allows them to download any of your titles that are available for download. (This process has previously been know as “Whitelisting.”) To grant access proactively, you should first set up your Contacts list within Edelweiss. ‘Your titles’ may be any of your company’s titles or in some cases, your titles are just titles within a certain sales division, imprint, or imprints.
Reactively granting access means responding to requests for download that may come to you by email.
You can either grant contacts access to review copies one at a time—or, for your most trusted contacts, give them the rights to download any available review copies now and in the future. 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. Registration for Edelweiss is, of course, free.
Let’s take the Auto-Approving concept first, for the contacts that you want to be able to access all of your Digital Review Copies in Edelweiss.
To begin, click on the People tab, found on your Edelweiss+ homepage. You can either add contacts individually 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 heading you’ll see a number of sorts 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 lower section here shows five people in my contact list who have already been granted Auto-Approve access. Please note that this does not mean that these are the only people who have Auto-Approve access to your Review Copies. It means that these are the only people in your contact list who have Auto-Approve access.
To add Auto-Approve access for an individual, start typing the name of the individual, group or organization in the ‘Contact:’ textbox.
The auto-complete here will allow you to select the correct name when you find it. Then select the person, and the Access Summary area will allow you to click on Add to Auto-Approve.
Once you’ve Auto-Approved a contact, you can send along an email notification if you like. To do this, click on the envelope icon to the right of their name in the Auto-Approved section. A link will be included in the email that will open up the Edelweiss page listing all of the review copies available for the given user to download.
Note that you can also Auto-Approve whole organizations, or even custom Groups! See about creating Groups in your Contacts here. You can see an Account, select it, and Auto-Approve all users attached to that organization/account, like so:
Granting access to individual titles
As an alternative to Auto-Approving someone to have access to all review copies, you can also grant anyone access to download individual titles.
To access a title, either find it by entering it in the Title: text box directly in the Access tab (only titles with Review Copies available will populate here)
The last option you have to grant a contact access to a digital review copy is through the Quick Send approach. It’s a bit of a shortcut—you can simply type in the contact (or group) name and it will send the title-specific email from this view. The benefit of this method is that you are essentially granting access and sending an email in one step. The disadvantage is that you don’t have the complete picture of who is accessing the title and how. To do this, click the Download button and then select Quick Send, as shown in the screen below.
Simply fill out the fields below and a link to the title will be sent directly to the contact that you have selected.
The receiver of the email will only have to log into Edelweiss once they click on the 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 on Edelweiss, they will go directly to the title page and will be able to download the Review Copy from that page.
You can use the Quick Send tool to send to mulitple people if you like. You’d probably be better off using 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” selection.
Responding to Individual Requests
The other way that approval for Digital Review Copies is granted (or denied) is in response to a request from a user. All or some of your DRCs may be set up so that they can be requested by any registered Edelweiss user. When they select a title to request, the user clicks a button, and will be asked for some more information, and then the request will be sent by email to a designated recipient at the publishing house, as well as sales reps or other staff that are connected to that particular organization through their Edelweiss contacts.
What the Requestor Sees
Browsers can go to the Review Copies tab to specifically browse for DRCs, or they may see them as they browse a catalog, or search for titles. Titles that are available to be requested will have a Request button to request a DRC as shown in the samples below. Any title they have already been granted access to will have a green Download button instead. So any Auto-Approved users will see all of your titles as downloadable, but most other users will see most or all titles as requestable.
When someone clicks on the Request button, this form pops up, where the user is asked to provide some more information on their role, and also have an opportunity to add other information to the message the recipients will see.
When the user submits this form, two things happen.
- An email is sent to a certain group of users* at your company.
- All those same users will also be able to see the request under the Requests tab within the Review Copies area.
The email you will receive looks a bit like 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 here, you’ll be taken to the Requests tab within the DRC area (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, and also send a message if you like to the requestor.
By default, it will send an email, although you can opt 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.
An email will be sent whether or not you also fill out a message to go with it. Whether you just approved this one title or Auto-Approved the requestor, the email will look like this one. Your message is under Message from the Publisher.
A rejection email looks like this:
To review any requests directed at you, including all the ones you have already approved or rejected, go to Review Copies and then Open under Constituent Requests. 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 (either within the whole company or in some cases only within a certain division) who also has that organization listed within their Edelweiss contacts. This usually means that sales reps who already work with particular accounts have the opportunity to approve requests. 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 Requests screen.
Go back to the Digital Review Copy Administrating training page.