How to Use AccessText for Publishers

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NEW FEATURES IN ATN 3

Watch this short video.

DEMOS AND TRAINING

AccessText staff is readily-available to offer demos and training sessions anytime requested. Contact Dawn Evans, ATN Coordinator: 404-894-8187 or dawn.evans@amac.gatech.edu.

PUBLISHER PROFILE SETTINGS

  • To view or edit your publisher profile settings, click on your name in the top right hand corner and click on publisher profile.
  • Click on Edit.
  • Under the Admin Messages tab, you can send a message to ATN staff.
  • Under the Users tab, you can view all who have access to your account and you can send ATN a message to add or delete users.
  • Under the Settings tab, you can:
    • Allow Canadian Requests. Checking this box will allow all Canadian Authorized Users to make requests to you.
    • Message to Canadian Users. This field should only be filled out if you have not checked the Allow Canadian Requests field. It should state what Canadian requesters should do instead since they can't request from you via ATN.
    • Automatically Approve File Requests. Checking this box will skip the Pending Approval status for all requests for Publisher Files.
    • Automatically Approve Permission Requests. Checking this box will automatically approve all requests for Permission to Scan and Permission to Redistribute Alternative Text.
    • Stored File Automatic Fulfillment. Checking this box will automatically fulfill any request for a Publisher File in which there is a stored file on the title record that matches the format being requested.
    • Allow Media Exchanges. Checking this box will allow requests for Exchange files.
    • Approval Method for Exchanges. Choosing "manual" will cause any Exchange request to be in the status of Pending Approval until you manually approve it. Choosing "automatic" will automatically approve all Exchange requests.
    • Default Title Available Formats. Any formats you select in this box will be applied to the available formats field on any new title added into the system by an authorized user or by onix feed. The authorized user will only be able to request the formats that you specify here.
    • File Request Expiration Days. The number you choose in this drop-down will affect how long the link to a file will be present on a request for all requests fulfilled via Stored File or FTP.
    • Primary Contact. The primary contact will receive emails notifying of new title-adds and new admin messages from ATN.
    • When A Request status changes to Pending Approval Assign To. The person in this field will receive an email every time a request moves into pending approval status unless they have disabled emails on their user profile.
    • When A Request status changes to Pending Fulfillment Assign To. The person in this field will receive an email every time a request moves into pending fulfillment status unless they have disabled emails on their user profile.
    • When A Message is added Assign To. The person in this field will receive an email every time an authorized user adds a new message onto a request.
  • Under the File Attachments tab you will find your Publisher Membership Agreement

DASHBOARD

  • The boxes at the top of the dashboard are personalized for the user logged in. These are the requests that are assigned to that one user.
  • The Requests by Status box shows all requests for the publisher as a whole.
  • The Tasks box shows any unresolved messages on requests and any unresolved admin messages.

Dashboard publisher.png

FULFILLING REQUESTS

Which Fulfillment Method Should I Choose?

  • Stored File: If you'd like to automate the process as much as possible then you will want to store a file on the title record so that future requests for that title can be auto-fulfilled.
  • FTP: This allows you to store a file on a single request record for up to 45 days and then it is auto-deleted.
  • Publisher FTP: You provide a link to your own ftp site on the ATN request record.
  • Email: You send a separate email to the Authorized User providing them instructions for how to get the file.

Fulfillment method.jpg

Fulfilling with Stored File

If you have not already stored a file on the title record, follow these steps

  • Navigate to the title record, scroll down and click on the Stored Files tab.
  • Click on Store a File Format, select the format and click Save
  • Click on Upload a File.
  • Once the file is uploaded, click on the ISBN 13 to navigate back to the title record.
  • Click the yellow box in the top right hand corner to view previous requests for the title.
  • Click on the pending request.
  • Click on Fulfill.
  • Populate the Fulfillment Method (Stored File) and the Format Delivered fields and click Save.

If you have already stored a file on the title record, follow these steps

  • If you have specified on your Publisher Profile to auto-fulfillment for stored files, then you will not need to do anything.
  • If you have do not have the box checked on your Publisher Profile for 'stored file automatic fulfillment' then all you will need to do is:
    • Click on Fulfill (button is at top right of request record).
    • Populate the Fulfillment Method (Stored File) and the Format Delivered fields and click Save.

Fulfilling with FTP

  • Click the Fulfill button at the top right of the Request record.
  • Populate the Fulfillment Method field with FTP.
  • Populate the Format Delivered field.
  • Upload a file and click Save.

Fulfilling with Publisher FTP

  • Click the Fulfill button at the top right of the Request record.
  • Populate the Fulfillment Method field with Publisher FTP.
  • Populate the Format Delivered field.
  • Populate the Download Link field. Provide the Authorized User with a link to your ftp where they can download the file.
  • Click Save.

Fulfilling with Email

  • Click the Fulfill button at the top right of the Request record.
  • Populate the Fulfillment Method field with Email.
  • Populate the Format Delivered field.
  • Click Save
  • Send the Authorized User an email with the file attached or with a link to download the file.

Handling Requests for Bundles, Ebooks, AccessCards, Loose-Leaf, etc...by using Fulfilled By ISBN13

  • If you receive a request for a bundle and want to fulfill this and all future requests with the core book's ISBN, click on "Yes. Let me fixed the fulfilled by ISBN on the title." [This feature is also useful if someone requests an ebook isbn or looseleaf isbn etc... and you wish to fulfill those with a different title record.]
  • Populate the Fulfilled By field on the title record with the core ISBN.
  • Once you click Save, you will be taken back to the request and you will see that the request has been changed to the core title. Now this request can be fulfilled!
  • Also, because you populated Fulfilled by ISBN13, the system has automatically sent a message to the Requester on the request record letting them know of the switch!
  • You will have to manually fulfill this first request even if you have a file stored for the core title, but all future requests for the bundle will be auto-fulfilled by the core title if you have a file stored for it.

Fulfilled by and store a file.jpg

Fulfilled By ISBN13 - Bundle has more than one book

  • If there is more than one textbook in a bundle, then populate the Fulfilled by ISBN13 field with one of the books and then in the Title Notes field, instruct the requester that they will also need to request ISBN x and ISBN y and ISBN z. The requester will see these notes along with the fulfilled by isbn when they attempt to request the bundle.

Storing Files on the Title Record

  • Navigate to the title record and scroll to the bottom and click on the Stored Files tab.
  • Then click on the "Store a File Format" button.
  • Populate the Format field and click Save. Note - the format field is limited to the Available Formats field that you have specified on the title record.
  • Drag and drop the file or click to upload the file. The upload will begin immediately and when it is done you can click on the ISBN13 to navigate back to the title record.
  • Multiple file formats can be stored on the title record.
  • Each file format stored can individually auto-fulfill requests for the same 'format requested' provided that the publisher profile settings allow for auto-fulfill.

Stored files.jpg

APPROVING REQUESTS

If your chosen Settings on your Publisher Profile do not allow for automatic approval of file and permission requests, then all requests that are made to you will first be in the status of pending approval.

  • Click the Approve button at the top right of the Request record and then click Save.
  • The request's Status will now either be Pending Fulfillment or Fulfilled depending on the Settings on your Publisher Profile.

DENYING REQUESTS

  • Remember to use Fulfilled By ISBN13 if it is a request for an ISBN that should be fulfilled by a different/core ISBN. However, if the requested ISBN does not meet that criteria, then below are instructions for how to deny a request.
  • Click the Deny button at the top right of the Request record.
  • Populate the Denial Code.
  • If the 'Denial Reason or Information' field appears, you may populate it.
  • Note that the blue box on the right will modify the title record.
    • Edit title on a request.jpg
    • Checking the box for Title Unavailable will disallow ALL future requests for this ISBN.
    • Checking the box for Publisher File Unavailable will disallow ALL future requests for a publisher file for this ISBN, but will allow permissions requests.
    • Please always add a Title Note when checking one of these boxes. Authorized Users will be presented with your Title note when they try to request the ISBN as shown in the below screenshot.

Title notes on request record.jpg

MESSAGES

  • Once you reply to a message, you may click to resolve the message that the Requester sent to you.
  • If the message that the Requester has sent to you needs to be assigned to another publisher user, then click to edit the message and change the Assign To field and click save. The user you select will receive an email notification that a message is assigned to them.
  • When you are messaging an authorized user, you will have the option to select a value in the Templates field. If there is a template you would like to be added, please email dawn.evans@amac.gatech.edu.

ADMIN MESSAGES

  • An Admin Message can be sent between publisher users and AccessText admin. There is a link on the right of your dashboard that allows you to send a message to ATN admin.
  • All admin messages can be seen either by clicking on Admin Messages in the left pane or by viewing your publisher profile and looking under the Admin Messages tab.

REPORTING

  • Click on Requests in the left pane, then click on Reporting.
  • Specify a date range and click Submit.
  • If there is data you would like added to this reporting feature, contact dawn.evans@amac.gatech.edu.
  • You can also run reports by clicking on All Requests under Requests in the left hand pane and exporting all your request to csv or you can click on Advanced Find and specify the criteria by which you need your requests to be filtered and then export the results to csv.

BULK UPDATE TITLES

  • Click on Titles in the left pane and then click Bulk Update Titles.
  • This utility can be used to bulk update the available_formats and publisher_file_unavailable fields on titles records.
  • The format of the file attached must be CSV. The file must contain 3 columns in the following order: ID, AvailableFormats, and PublisherFileUnavailable. The first row of the CSV file must be a header row with 3 column labels defined exactly as follows: ID, AvailableFormats, PublisherFileUnavailable.
  • Multiple rows of data can be contained within the file. The data must conform to:
    • ID: The unique numeric ID of the title record in AccessText. The ID is used to determine the title record that will be updated. If a title is not found for the ID, the entire bulk update will fail.
    • AvailableFormats: A comma-separated list of available formats available for the title. Valid entries are: PDF, DOC, EPUB, DAISY, HTML, RTF, TXT, and XML. If available formats for a title are PDF and DOC, then this field would be formatted as DOC, PDF. If this field contains an invalid value, the row will be ignored.
  • PublisherFileUnavailable: 1 if unavailable, 0 if available. If this field contains a numeric value other than 0 or 1, the row will be ignored.