TitleTrack Userâ€™s Guide - EBSCO Publishing - TitleTrack

Page 1 of 33 TitleTrack User Information.doc

TitleTrack User’s Guide TitleTrack is a web-based application that provides netLibrary’s publishers and vendors with a suite of tools to manage the eBook submission process. With TitleTrack, you can validate titles against netLibrary’s submission specifications, and submit book files and metadata for processing. TitleTrack also offers advanced reporting capabilities that will provide you with the information you need to track your titles through the submission and assessment process.

The TitleTrack application may be used by both publishers and designated conversion houses (vendors) on behalf of a publisher.

To gain access to the TitleTrack web interface, you must have a unique username and password. Contact Barb Conway to request your username and password:

Barb Conway [email protected] (303) 381-7019

You may use your assigned username and password to access TitleTrack at: http://titletrack.netlibrary.com. If you have problems accessing or using the TitleTrack tools please contact Barb.

TITLETRACK USER’S GUIDE............................................................................................................... 1 FEATURES.................................................................................................................................................. 1 GETTING STARTED.................................................................................................................................... 2 LOGGING IN TO TITLETRACK.................................................................................................................... 3 DESCRIPTIONS OF TITLETRACK PUBLISHER’S TOOLS .............................................................................. 6 CREATE A NEW SUBMISSION .................................................................................................................... 8 VALIDATE AN EBOOK ............................................................................................................................. 22 LIST SUBMISSIONS .................................................................................................................................. 26 LIST EBOOK WORK ORDERS................................................................................................................... 28 DOWNLOAD METADATA BULK SUBMISSION FORM ............................................................................... 29 ADD SINGLE METADATA RECORD.......................................................................................................... 30

Features • User-friendly interface and wizard style navigation

• Multiple types of file uploading: Java upload component, http component, FTP

• Multiple file and directory uploading

• Submission confirmation

• Submission Tracking

mailto:[email protected]


• Submission Reporting

• Validation of files, OeB and PDF, separate from the submission process

Getting Started In order to help the submission process we recommend the following:

1. Windows PC users, map any network drives that you routinely use or that store your submission files and metadata. Also identify your drive’s mapped letter and keep it handy.

2. Mac users, you will need to use the secondary upload method, as described in this document.

3. Mac users, only single files can be uploaded from the Mac. Please compress\archive multi-file submissions with a utility, such as Stuffit or Zip.

4. There is a new metadata submission form that is available for download from the Publisher Tool Kit on TitleTrack or from http://www.netlibrary.com/extranet/publisher/specifications/

5. Conversion Vendors, when submitting on behalf of a publisher please log on using the Publisher link on the TitleTrack home page.

http://www.netlibrary.com/extranet/publisher/specifications/


Logging In to TitleTrack To access the TitleTrack homepage, point your browser to:

http://titletrack.netlibrary.com/

The TitleTrack home page, as shown in Figure 1, provides a gateway for both publishers and vendors (conversion houses) to enter the application.

Figure 1. TitleTrack Home Page

Follow these instructions to log in to TitleTrack:

1. From the TitleTrack page, click the appropriate button, or select a tool kit link from the bottom bar.

The Log In page appears as shown in Figure 2.

Note: In our example we have chosen to log in as a publisher.

2. Enter your assigned Username and Password, and then click Log In.

http://titletrack.netlibrary.com/


Figure 2. Tool Kit Log In Page 3. If you are authorized to submit files on behalf of more than one publisher, the

Publisher Selection page appears, as shown in Figure 3.

Figure 3. Select Publisher Page


4. Select the account you are administering from the Publisher’s dropdown menu, and click Select Publisher.

The Publisher Tool Kit home page appears, as shown in Figure 4. This page is the gateway to the tools in the kit. From this page you can:

Validate your eBook files before you submit them to netLibrary

Submit files

Review lists of files submitted

Review eBook Work Orders

Review netLibrary’s submission specifications

Edit your email address

Contact netLibrary

Change the publisher you are representing

Log out of the TitleTrack program.


Figure 4. Publisher Tool Kit Page

Descriptions of TitleTrack Publisher’s Tools The following table provides brief descriptions of the Publisher Tools. Click the tool titles marked with for detailed information about how to use that tool.

Tool Description

Create a New Submission

An online form that allows publishers to:

• Submit new titles and metadata. • Submit metadata only. • Resubmit files that are on Exception at netLibrary. • Submit sample files. • Choose a delivery method.

Validate an eBook

A tool that allows publishers to validate eBook files against netLibrary’s submission specifications before the files are submitted to netLibrary for processing. Validation is independent of a new submission. Validated files cannot be submitted to


Tool Description

netLibrary for processing using this tool. Use the Create a New Submission tool to submit files to netLibrary.

List Submissions

A report that lists the file submissions from particular publishers. The list provides the Submission ID, date uploaded, type of submission, file delivery method, netLibrary publishing representative, and a link to a Submission Detail report. The activity displayed is for the current month. You can specify a different date range and generate a new report.

List eBook Work Orders

A report that lists the eBook Work Orders (EWO) associated with a publisher. Submitted files are matched to supplied metadata. Both matched and unmatched files receive an EWO ID. This report lists your titles with the assigned EWO ID, Print ISBN, Title, Date the EWO was created, last update, number of files, EWO status, and the file format.

Download Metadata Bulk Submission Form

An Excel spreadsheet that allows publishers to submit metadata for multiple publications on a single form.

Add Single Metadata Record

An online form that allows publishers to submit metadata for one publication.

Access netLibrary’s Publisher Specifications

A link to the Publisher’s Resource Center home page.

Edit Publisher Information Allows the publisher to edit contact information.

Contact netLibrary Allows the publisher to email netLibrary Publisher Services with comments and questions.

Change Publisher Allows users who are submitting files on behalf of more than one publisher to change their user status and submit files as a different publisher.

Publisher Tool Kit A link on the bottom bar of all of the pages that returns the user to the Publisher Tools home page.

Vendor Tool Kit A link on the bottom bar of all TitleTrack pages that returns the user to the Vendor Tools home page.

Log Out A link on most TitleTrack pages to allow the user to exit TitleTrack.


Create a New Submission Use the Create a New Submission tool to:

• Submit book files and metadata. • Submit metadata only. • Submit book files only. • Resubmit book files and metadata. • Submit sample files. • Select a file delivery method. Note: To begin processing a title, netLibrary must receive both book files and metadata that netLibrary can match together using the Print ISBN. When you submit book files and metadata separately, or resubmit book files or metadata, netLibrary matches the book files and metadata by ISBN to ensure both are present before beginning to process that title.

Follow these steps to submit files to netLibrary:

1. From the Publisher Tool Kit, choose Create a New Submission. The Submission Details page appears, as shown in Figure 5.


Figure 5. Submission Details Page

2. Select the type of files you are submitting: • Both files and metadata • Only metadata • Only files

3. Indicate whether this is a new submission (not listed under file details), a resubmission, or if these are sample files.

4. Indicate the file delivery method you are using. • Upload files, using web upload tools (Recommended) • Transfer files using netLibrary’s FTP server • Mail files to netLibrary on physical media, such as CDs or hard copy

publications 5. Enter your contact information.


• Select your publisher representative from the Upload files, using web upload tools (Recommended)

• Transfer files using netLibrary’s FTP server 6. Mail files to netLibrary on physical media, such as CDs or hard copy

publications netLibrary representative drop down menu.

7. Enter a description of the submission. The description field is required. See the example on the page.

8. When you complete your entries, click Proceed with Submission to display the appropriate file submission page depending upon the delivery method you chose.

Attention: The first time you upload files for submission or validation, a pop-up Security Warning window appears, as shown in Figure 6. This warning prompts you to install Persits Software Juupload Applet. Please click Yes to install the necessary applet. If you enable Always trust content from Persits Software, Inc., this Security Warning will not reappear when you use TitleTrack in the future.

Figure 6. Security Warning for Persits Software

• If you selected the FTP delivery option, please skip to FTP Delivery Option in this document. Otherwise go to Uploading Files – Primary Method.

• If you selected the mail files delivery option, please skip to Mail Delivery Option.

Uploading Files – Primary Method There are two methods to upload your files. The primary method is for uploading multiple files and directories from supported browsers. If you have problems using the primary upload method, please try the secondary method. The secondary upload method


is for non-compatible browsers and Macintosh users. The secondary method is for non-compatible browsers and Macintosh users.

If you need to use the secondary upload method, please skip to Uploading Files – Secondary Method in this document. Otherwise, follow these steps to upload files using the primary upload method.

1. From the Upload Submission Files page, click the Add button to display the Add Files to Transfer window as shown in Figure 7.

Figure 7. Add Files to Transfer Window

• The drives displayed are those that are mapped on the particular machine you are using.

• The drives are displayed alphabetically and do not include drive names.

If your files are on a network, and that drive is not mapped on your machine, that drive will not display. If you need help mapping a drive, contact your IT department.

2. Locate the folder you wish to transfer and click the OK button.

The folder content is itemized on the Upload Submission Files page as shown in Figure 8.


Figure 8. Select Files to Submit

3. Delete any files you do not want to submit.

a. Click the file icons to select files.

b. Click the Remove button to delete selected files.

4. Click on the Upload Files button to submit.

5. Review and confirm your file upload. Additional files can be added at this time or you can proceed to Metadata Upload, see Figure 9.



6. Proceed to upload Metadata Submission using the one of the upload methods. The upload tool will only allow Microsoft Excel documents for selection.

7. The confirmation of the upload is shown in Figure 10. At this time additional metadata can be upload or removed or you can proceed to Verify Submission.



At this point you have uploaded both files and Metadata Submission form. If you wish to view a summary of your submission before you complete your submission, click View Submission Summary on the bottom bar menu. The summary page appears, as shown in Figure 11.

Figure 11. View Submission Summary Page

The View Submission Summary Page allows you to make corrections and additions to your submission as necessary. Click the appropriate link to add more submission details, add more metadata files, and add more files.

When your submission is complete to your satisfaction, click the Complete Submission button.

TitleTrack assigns a submission ID and automatically sends an email to the contact email address indicating the submission ID and delivery success or failure. The submission can now be tracked on the List Submissions page.


Uploading Files – Secondary Method The secondary upload method is for non-compatible browsers and Macintosh users. This upload tool will only allow for single file uploads. Please compress multi-file submissions.

If you need to use the primary upload method, please return to Uploading Files – Primary Method in this document. Otherwise, follow these steps to upload files using the secondary upload method.

1. From the Upload Submission Files page, click Switch to the HTML upload tool, as shown in Figure 12.

Figure 12. Switching to the HTML Upload Tool


The Upload Submission Files page appears, as shown in Figure 13.

Figure 13. Upload Submission Files Page – Secondary Method

2. Browse to the files you wish to upload. You can upload an entire directory if the directory is compressed.

3. Select the file you wish to upload by double-clicking on the file name, or highlighting the file name and clicking on the open button.

4. Now upload your Metadata Submission form using this method.

5. The result or the metadata upload will be the same described in the Primary Method.

6. Follow the steps 5, 6, 7 in the Primary Upload Method to edit and complete your submission


FTP Delivery Option Follow these steps if you chose the FTP delivery option on the Submission Details page:

Note:

• If your files are located on another FTP server and not netLibrary’s then please provide the URL to the FTP server, a username, and password in the Submission Notes. Also, state that these files need to be downloaded by netLibrary on your behalf.

• Include the Metadata Submission form with your FTP upload. You may also use TitleTrack to create a metadata only submission and submit your Metadata Submission form that way.

1. On the Submission Details page, click the Proceed with Submission button and the Submission Details summary page appears, as shown in Figure 14.

Figure 14. Submission Details Page – FTP Delivery Option


2. Edit your submission details if necessary. When the submission details are correct, click the Complete Submission button and the Submission Reference Information page appears, as shown in Figure 15.

Figure 15. Submission Reference Information – FTP Delivery

3. Follow the instructions on the page to FTP your files to netLibrary. Your FTP account will have the same username and password as the ones used for TitleTrack.

TitleTrack assigns a Submission ID and automatically sends an email to the contact address indicating the Submission ID and that the files will be FTP’d to netLibrary. (See Figure 16.) The submission can now be tracked on the List Submissions page.


Figure 16. Sample FTP Delivery Email

Mail Delivery Option Follow these steps if you chose the mail delivery option on the Submission Details page:

Note:

• The Metadata Submission form should be delivered electronically with your media delivery or you may submit the Metadata Submission form by creating a new metadata only submission in TitleTrack..

1. On the Submission Details Page, click Proceed with Submission and the Submission Details summary page appears, as shown in Figure 17.


Figure 17. Submission Details Pate – Mail Delivery Option

Edit your submission details if necessary. When the submission details are correct, click the Complete Submission button and the Submission Reference Information page appears, as shown in Figure 18.


Figure 18. Submission Reference Information – Mail Delivery Option

2. Follow the instructions on the page to mail your files to netLibrary.

TitleTrack assigns a submission ID and automatically sends an email to the contact address indicating the Submission ID and that the files will be mailed to netLibrary. (See Figure 19.) The submission can now be tracked on the List Submissions page.


Figure 19. Sample Mail Delivery Email

Validate an eBook Use the Validate an eBook tool before you submit your files for processing. Validation ensures your files meet the netLibrary specifications for OeB or PDF submissions.

Note: Validation is independent of a new submission; you cannot submit validated files to netLibrary for processing using this tool. To submit your validated files to netLibrary for processing, follow the instructions under Create a New Submission.

Follow these instructions to validate an eBook:

1. Choose Validate an eBook, from the Publisher Tool Kit, and the Quick Validation page appears, as shown in Figure 20.

From the Quick Validation page, you can upload your files to the netLibrary server and run the validation program.


Figure 20. Quick Validation

2. Select OeB or Adobe PDF as eBook type.

3. Select Files will be Uploaded.

This upload method is for a single file, multiple files, or files within a directory.

4. Click the Proceed to Step 2 button and the Step 2 - File Upload page appears, as shown in Figure 21.

Note: In this example we chose OeB files to upload. The File Upload page for PDF files is slightly different.


Figure 21. Quick Validation – (OeB files)

5. Select the files you want to upload. (For more information about selecting files, go to Uploading Files – Primary Method in this document.)

6. Click the Upload button when you are ready. The Step 3: Verify Uploaded files page is displayed. This page allows you to make corrections and additions to your submission as necessary. To remove a file:

a. Check the delete box next to the file

b. Click the Delete Checked Files button

You can also add more files to the validation, or start over with Quick Validation using the links located on the bottom bar of the form.

7. To submit your files for validation, click the Proceed with Validation button. You are requested to wait until validation is complete. (See Figure 22.)


Figure 22. Validating Progress Screen

When validation is complete, the results display in a Validation Report, as shown in Figure 23.


Figure 23. Quick Validation Results

7. Select an action from the Validation Tools menu. You can: • Email the report • View printable version • Download report as XML • Alter file contents • Start over with Quick Validation

List Submissions The List Submissions tool lists your submitted titles for the current month based on the Submission ID, and allows you to generate reports for other date ranges.

Choose List Submissions, from the Publisher Tool Kit, and the List Submissions page appears, as shown in Figure 24.


Figure 24. List Submissions Page

On the List Submissions page, you may define a date range you wish to view, and sort the information in the columns. In the Actions column, click Details to view the Submissions Details for a particular submission. (See Figure 25.)

Return to Publisher Home, returns you to the Publisher Tool Kit page.


Figure 25. Submission Details Report

List eBook Work Orders The List eBook Work Orders tool lists your titles that meet the netLibrary submission specifications. Information about each title includes the assigned eBook Work Order ID (EWO ID) and the EWO status.

Choose List eBook Work Orders, from the Publisher Tool Kit, and the List Submissions page appears with a list of eBook Work Orders (EWO), as shown in Figure 26. Click a column heading to sort the column.

Return to Publisher Home, returns you to the Publisher Tool Kit page.


Figure 26. List eBook Work Orders Page

Download Metadata Bulk Submission Form The Metadata Bulk Submission Form allows you to submit metadata for more than one eBook at one time.

Note: Please do not edit, add, or delete the columns and rows. If special requests cannot be accommodated in the Custom Action, Custom Notes, or Notes fields, please contact your netLibrary Representative.

Follow these steps to use the Metadata Bulk Submission Form:

1. Choose Download Metadata Bulk Submission Form, from the Publisher Tool Kit, and an Excel spreadsheet opens as shown in Figure 27.

2. Complete the required information and make it available for upload with your submission.

3. Use the Create a New Submission tool to submit the metadata to netLibrary.


Figure 27. Metadata Bulk Submission Form

Add Single Metadata Record The Add Single Metadata Record tool allows you to:

• Enter the metadata record for a title. • Select actions to be performed on the title by netLibrary. • Add a disclaimer. • Enter custom actions and miscellaneous notes. Follow these steps to add a single metadata record:

1. Choose Add Single Metadata Record, from the Publisher Tool Kit, and the Submit a Metadata Record page appears, as shown in Figure 28.


Figure 28. Submit a Metadata Record

2. Enter the Print ISBN.

If this is a digital book and there is no Print ISBN, check Digital Born Book.

3. Indicate if this is a Chapter Book.

A Chapter Book is a book where each chapter or volume is handled by netLibrary as an individual book, yet there is only one ISBN for the entire publication.

4. Indicate the Title, Price, and a preferred eISBN.

5. Select the correct format of the submitted files.

6. Indicate any awards that apply to the publication.

7. Choose the territory where this book will be available.


If the territory is not listed, perform the following steps or contact your netLibrary Publishing Representative:

a. Choose the closest territory.

b. Mark Custom Action in the Publisher Approved Actions section.

c. Enter a note in the Custom Action Notes section indicating that your territory was not listed and you selected the closest listed territory.

8. Choose the disclaimer that applies or None.

9. Add appropriate notes about the disclaimers.

10. Choose Publisher Approved Actions.

Note: If you select This is a PrintReady File, the minimum appropriate custom actions are automatically selected.

11. Add the appropriate notes and click Submit Metadata.

A report appears displaying the details of the metadata you submitted. (See Figure 29.)


Figure 29. Submitted Metadata Report

Documents

TitleTrack Userâ€™s Guide - EBSCO Publishing - TitleTrack