Purpose
Provides a complete picture of operational details related to courseware codes. This insights dashboard provides a summary of courseware code activity, including demand, URL availability, codes available on VitalSource storefronts, code creation, redemption and cancellation, as well as a reference to any VBIDs or ISBNs that have been identified as ‘codeless’ by your organisation.
Report Notes
This report provides a user with five (5) tabs of insights related to courseware codes:
Tab 1: Summary Insights
The summary insights provides a courseware codes ‘state of affairs’, including insights into crated codes, redeemed codes, cancelled codes, code demand, URL availability, code usage and code availability in VitalSource Storefronts.
Tab 2: Courseware Code Demand
This report includes active courseware items that are delivered by an access code and excludes items that are out of distribution and have a forecast of zero. The ‘requested supply’ is built on a combination of historical usage for the item by term, term adoptions and estimated enrolments (from Verba and Barnes & Noble), previous edition and other [similar] courseware items usage.
🔵 The ‘requested supply’ does not currently account for ‘next edition’ scenarios to simulate drop-off between current and future editions. This is because drop-off between current and future editions will vary depending on individual publisher superseded edition retirement processes (i.e. putting items out of distribution). To prevent excluding items erroneously, ‘next edition’ has not been factored into the logic. To exclude previous edition items from demand, publishers are responsible for ensuring that items are placed ‘out of distribution’, as appropriate. |
This report will display current demand, available codes and supply needs for the upcoming (future) term. This means that leading up to:
- Summer, reports should be reviewed between 1 March and 14 May (e.g. Summer 2025 should be reviewed 1 March 2025 and 14 May 2025).
- Autumn term, reports should be reviewed between 15 May and 14 September (e.g. Autumn 2025 should be reviewed between 15 May 2025 and 14 September 2025).
- Winter/Spring, reports should be reviewed between 15 September and 28 February (e.g. Winter/Spring 2026 should be reviewed between 15 September 2025 and 28 February 2026).
Tab 3: Codes in Stores with Low Codes
This report provides a list of courseware items that are currently present in VitalSource Storefronts where the current bank of available access codes is currently 10 or fewer (≤10) codes.
Tab 4: Courseware Bookshelf Code Detail
A view of the Code Detail Report only inclusive of Courseware code activity from Bookshelf.
Tab 5: Codeless ISBNs
This report is exclusively informational. It provides publishers with a recap of ISBNs they have communicated to VitalSource’s Publisher Enablement team as being ‘codeless’ to exclude from demand reporting.
Definition of filters
| Filter Name | Description | Usage Notes | ||
| Code Creator |
Name of the application that generated the code (Manage System User)
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Narrow down the results by user. | ||
| Code Distribution Reason | Intended use for the Bookshelf code | Narrow down the results based on the reason for distributing the code. | ||
| Code Distributor | Name of the company that distributed the code (Manage Company Name) | Narrow down the results by distributor. | ||
| Code Status | Current state of the Bookshelf code | Narrow down the results based on the code status. | ||
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Date Range (Required) |
Date range for when a code was created and/or redeemed based on the Filter Criteria selected. | Use to set a date range, relative date (e.g. ‘last month’) or specific dates. | ||
| Distributor Country | Country where the institution is located (two-character code) | Narrow down to a specific country. | ||
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Filter Criteria (Required) |
A multi-versatile filter used to define the scope for viewing code details. |
Defaulted to ‘Code Created (Date) OR Code Redeemed (Date)‘. Select how you want to view the code details. Options include:
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| Item Name | Name of the product accessed using the Bookshelf code | Narrow down the results based on a specific name for the code-generating item. | ||
| Product Type | Indicates the product type that the code was accessed from | Narrow down the results based on a specific format for the code-generating item. | ||
| Publisher (Parent) | Name of the publisher parent company (Manage Company Name) | |||
| Publisher | The content owner for the courseware items. | This filter applies to both the Courseware Code Demand and Courseware Bookshelf Code Details tabs. | ||
| Requested Quantity | The requested quantity of codes to be added to the access code bank in Manage. | This will default to show items where the requested quantity is >0 so that publishers can see the items that they need to take action on. To see items that have enough codes in the Manage code bank, then include where quantity = 0. | ||
| SKU | Item SKU the Bookshelf code is generated against |
Use to search for a specific asset or for many assets. You can easily copy/paste multiple values. This can be completed by copying a column of ISBNs or SKUs from an Excel-like document or copying ISBNs or SKUs separated by commas.
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| VBID | The courseware item VBID from Manage. |
You can easily copy/paste multiple values. This can be completed by copying a column of ISBNs or VBIDs from an Excel-like document or copying ISBNs or VBIDs separated by commas.
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Definition of tiles
| Tile Name | Description | Tab Name | |
| 1 | Access Codes On-Hand vs. Needed | Based on anticipated courseware code demand the percentage of access codes available in the Manage Code bank vs. codes still needed. | Code Insights |
| 2 | Count of Access Codes Used by Term and Year | Year-over-year comparison for Autumn and Spring terms of the count of courseware access codes used. | Code Insights |
| 3 | Courseware URL Availability | The number of courseware items that have a URL in the Manage system vs. those that do not. | Code Insights |
| 4 | Bookshelf Codes for Courseware Created (Last 3 Months) | The count of Bookshelf Codes created for courseware materials in the last three months and how many of those were provided a courseware access code with the Bookshelf code. | Code Insights |
| 5 | Bookshelf Codes for Courseware Redeemed (Last 3 Months) | The count of Bookshelf Codes redeemed for courseware materials in the last three months and how many of those were provided a courseware access code with the Bookshelf code. | Code Insights |
| 6 | Bookshelf Codes for Courseware Cancelled (Last 3 Months) | The count of Bookshelf Codes cancelled for courseware materials in the last three months and how many of those were provided a courseware access code with the Bookshelf code. | Code Insights |
Definition of fields
| Field Name | Description | |
| Access Code |
Publisher’s access code where an access code is required to access the asset (Courseware material only)
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| Access Code Revealed | Applies when Publisher’s Access Code is populated and is populated with ‘Yes’ when the publisher’s access code is revealed to the end user; otherwise, ‘null’ | |
| Asset Redistributor | Name of the company that distributed the asset (if not the Publisher) | |
| Asset Type |
Indicates the asset type accessed using the Bookshelf code
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| Bookshelf Code | Code generated and delivered to access the asset | |
| Cancelled (Date) | Date when the code was cancelled | |
| Code Creator |
Name of the application that generated the code (Manage System User)
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| Code Distribution Reason | Intended use for the Bookshelf code | |
| Code Distributor | Name of the company that distributed the code (Manage Company Name) | |
| Code Price |
Code level price set when the Bookshelf code is created (where applicable)
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| Code Status |
Current state of the Bookshelf code Included values:
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| Code Tags | Used to support additional data mapping (when needed) | |
| Codes On-Hand (Qty) | Number of unused, available codes in Manage | |
| Codes Used (-1 Term, To-Date) |
Number of codes used to date one term from the forecasting term (i.e. current term)
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| Codes Used (-2 Terms) |
Number of codes used two terms from the forecasting term
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| Codes Used (-3 Terms) |
Number of codes used three terms from the forecasting term
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| Codes Used (-4 Terms) |
Number of codes used 4 terms from the forecasting term
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| Codes Used (-5 Terms) |
Number of codes used five terms from the forecasting term
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| Courseware URL | Courseware URL | |
| Created (Date) | Date when the code was created | |
| Distributor Country | Country where the distributor is located (two-character code) | |
| Estimated Demand (Qty) | Estimated forecast of expected access code usage | |
| Expiration (Date) | Date when the code expires, if a discrete expiration exists | |
| Forecast Term | Term for which codes are being forecasted | |
| Library Name | Name of the library used to categorise assets based on a taxonomy (where applicable) | |
| Licence Duration (Download) | Duration length for access to the downloadable version of the material (in Bookshelf) | |
| Licence Duration (Online) | Duration length for access to the online version of the material (in Bookshelf) | |
| Item Name | Name of the courseware item | |
| Publisher | Content owner (Manage company name) | |
| Requested Supply (Qty) | Number of codes requested to be added to Manage to meet forecast demand | |
| VBID | VitalSource ID associated with the item | |
| SKU | Item SKU the Bookshelf code is generated against | |
| Related Print ISBN | Related print ISBN of the code generating SKU | |
| Related Digital ISBN | Related digital ISBN of the code-generating SKU | |
| Product Type |
Indicates the product type that the code was accessed from Included values:
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| Redeemed (Date) | Date when the code was redeemed | |
| Refund Expiration (Date) | Date when the code is no longer eligible for refunds |