This document explains how to use the online Review Copies Administration tools to process your e-galley files and update the Digital Rights Management (DRM) and other settings for individual Digital Review Copies (DRCs), as well as your default settings. These settings include making the DRC active or inactive, updating the Edelweiss DRC expiration date, changing the default email address which will receive DRC requests from Edelweiss registered readers, and more DRM settings that will limit access to your DRCs on specific e-reader devices.
Note: Edelweiss support will initially set up your company’s DRC Admin(s). Email email@example.com if you need to add or remove an admin user.
Once you’ve logged into Edelweiss, click into Administration from your profile icon at the top of any page:
In the Review Copies section, click in to Administer:
Most Edelweiss publishers will only have one DRC profile, in which case this filter option will not even appear on this screen. But if you need to maintain different DRC/DRM settings, including contact emails, for specific groups of your titles, we can set up multiple Profiles for your account. It’s easiest to create multiple profiles by imprint, but if you’re willing to manage other title groupings, that’ll work, too. Speak with your Edelweiss account manager if you’re interested in learning more.
Once you’ve selected a profile, you can manually upload a DRC file, if you like:
Just remember, a DRC file needs to be named using the 13-digit ISBN.
Available to be Imported: where you can manually process the galley files if you upload via FTP folder
Any titles with e-book files waiting to be processed in your FTP folder will appear here:We process all new files every hour, every day of the week. But if you’re in a hurry to get your DRC up onto the site, select the title(s) you’d like to process and click the Import Selected button to process them immediately. Your primary DRC admin will receive an email notification when each batch files have been processed.
“Preferences” settings: or where to edit your default DRC and Adobe Digital Editions DRM settings:When you click on the Import Preferences link, a Manage Import Permissions window will open. This contains three tabs:
Default Permissions: Everything on this tab relates specifically to Adobe Digital Editions DRM. In this view, you can see the basic default settings on the right. If you want to modify any of these controls, first click on the X to the left of that particular permissions setting; then use the dropdown options on the left to set new DRM permissions. Lastly, click Add to lock those specific permissions in place.
As you’ll see, you can get very specific in your DRM permissions. But the most common DRM setting is the Display Rights type that expires either after 60 days or upon sales/pub date. Access Management: This is where you control if, when, and how your DRCs will appear on the Review Copies tab in Edelweiss.If you’re confident that your DRCs are good to go as soon they’ve been uploaded, go ahead and check that first box to “Automatically activate processed files.” This way, you won’t have to activate each one. Rest assured that a message relating if any errors occurred during the upload process will go to each email address listed in the box on the right side of this screen.
The next default option you can control here is how registered Edelweiss readers will be able to gain access to your DRCs – by requesting them, by you or your colleagues inviting select individuals to download them, or by allowing anyone to download them.
The Site Expiration options control what happens to your DRC when its expiration date arrives. In most cases, you’ll want to remove it from the Review Copies tab, hide the Download/Request Download button so it cannot be requested any longer, and not allow your colleagues to share it. For frontlist titles, this expiration date will usually be its sales or pub date, but you can adjust those default settings here or update individual DRC titles following the guidance a bit further on in this document.
- For Edelweiss-subscribing publishers who post these titles in public catalogs, these settings won’t impact the titles’ visibility in those catalogs.
Request Management: This is where you can set up who should receive your company’s DRC requests. If you don’t want these individuals to receive an email for each and every request, add them to the Suppress ‘per request” emails box; they’ll just need to login to Edelweiss to view all requests.
You can also save default message for approving, Auto-Approving, and declining requests. (Use the scroll bar on the right side of this screen to access the Auto-Approve and Decline text boxes.)
Recently Imported: viewing and editing individual DRC titles’ settings
The majority of the Admin tab is where you can view each DRC title and either edit their settings individually by using the Edit hyperlink to the left of each ISBN, or filter and then select multiple titles to apply an action menu option to a bunch of titles at once.
- Aside from the ISBN, Title, Author, and Imprint, a number of basic DRC and ADE DRM settings appear on this main Admin screen. You can sort by any column header just by clicking on it once; to sort it the opposite way, click on it again.
- Whether the DRC is currently active and therefore can be downloaded: those titles that appear in red font are Inactive and will not display the Request Download or Download Review Copy buttons. All other titles, in black font, are Active. To update the status of a title, click Edit and check the Site Status box to update it to the opposite of what it currently shows up as.
- On Site Until Date: this is the On Site Expiration date or the date the DRC will disappear from the Edelweiss Review Copies tab and will no longer be able to be requested or shared for download unless it’s already an invite only title. Your options for site expiration are
- No Expiration (will appear blank here)
- On site until a date you specify
- Expire on Sales/Pub Date: this will automatically update if your On Sale/Pub date changes
You can also extend the availability of an individual title upon its site expiration by clicking on the Edit link and, on the Access Permissions tab, opting to allow the title to be shared with the currently assigned ADE DRM or allow it to be shared and read anywhere from 10-120 days beyond the site expiration date:
- Device Expiration: the actual date, or period after download, that that DRC will become inaccessible by the end reader using Adobe Digital Editions*
- For example: if the Expiration is set to 60 days, the user will have 60 days from the day they download the DRC until it becomes unavailable. So if they downloaded it on March 2nd, they will have until April 30th to download and read the title.
- This can also be set to a specific date, e.g. the on-sale date.
- To block all access after a specific date, set the Absolute Expiration Date
- Restrictions: A key at the bottom of this main DRC Admin screen explains the abbreviations you may see here, which apply to Adobe Digital Editions DRM*
- NP = No printing is allowed with this DRC
- NC= No excerpt copy or copying excerpts from this DRC is not allowed
- NPL=No play, which means you’re blocked from converting text to audio
*To edit an individual title’s Adobe Digital Editions’ Device Expiration or Restrictions, click on the Device Expiration link: this will bring you to the DRM Manage Permissions screen that is detailed above under Default Permissions. Alternatively, select the title(s) and select the Quick DRM Settings from the Actions menu to quickly change key settings.
- To limit the total number of downloads (across the Edelweiss community) allowed for that title, click on the Edit link and then go to the Downloads tab and enter/save a quantity here:
Once that number is reached, the title will become inactive.
- Access Permissions: as a publisher, you may make it so that Edelweiss readers may
- Be Invited to download a DRC,
- Request (and be approved or Auto-Approved) in order to download it, or
- Download it without further ado or the need to obtain permission
- Approver Email(s): who will receive all requests to download this DRC
- If you need to route this particular DRC’s request emails to someone other than your default approver, click on the Edit title link or select Manage Access Permissions from the actions menu option and go to the Requests tab. This box will override your default email address.
- Imported: the date the DRC file itself was uploaded into Edelweiss
Replacing a DRC file
If you need to replace a live DRC with an updated or corrected file, simply upload the new file on your administration page. As long as the file is named with the title’s 13-digit ISBN, the system will automatically replace the old file with the new one.