Download, Complete, and Upload the Metadata Template in VitalSource Upload
In this video, we discuss how to download, complete, and upload the Metadata Template in VitalSource Upload.
Please scroll down for written instructions.
Download, complete, and upload the Metadata template in VitalSource Upload.
Log into the VitalSource Upload platform using your Manage credentials.
When you are logged in, click the user icon in the top right of your screen and select Download Metadata Template.
Once you open up the Metadata Template you will need to make sure you fill out all of the required columns.
Click the instructions tab at the bottom of the Metadata Template. From the instructions tab, you can find out which columns are required by looking at the required row. If it has a yes in the required row that means that column is required. You can also get additional information about each column.
You are welcome to fill out any non-required columns but this document focuses mostly on required fields.
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VBID: The VBID is the primary identifier for your asset. Once you enter a VBID, the requried columns will be highlighted in red. Helpful reminders will appear as you complete the template.
To choose a VBID, please follow this list in priority order:- For a published product that has an EISBN, use the 13-digit EISBN without hyphens as the VBID.
- For a retail product that does not have an ISBN but has a UPC number, use the 12-digit UPC number without hyphens and add a ""0"" zero as the first digit (this construction is a GTIN-13).
- If the product does not have an ISBN or a UPC number, create an alphanumeric (0-9, A-Z) VBID between 4 and 32 characters in length without hyphens.
- Title: Enter your asset's title. The title should only include the exact words in the title of the product. Edition and subtitle information should never be included unless they are part of the actual product title.
- Imprint: Your imprint will most likely be your publisher name as it appears on your contract; however, check with your Onboarding Manager or contact the Publisher Operations Team at publisherenablement@vitalsource.com if you are not sure.
- Kind: Enter the type of asset you intend to create. The most common value is "Book". Other common kinds are "Online Resource", which signals that the asset is courseware and may or may not include access codes, and "Online Resource Bundle" which signals that the asset is a book which also includes courseware. A full list of kinds can be found on the Upload spreadsheet Validation tab.
- Print ISBN: Enter the book's primary print ISBN13. If the ISBN used in Column A (VBID) is the book's primary 13-digit print ISBN, you may enter that as the print ISBN in this column. If your product doesn't have a print ISBN, leave this field blank.
- eISBN: Enter the book's eISBN13. If the ISBN used in Column A (VBID) is the book's 13-digit eISBN, you may enter that as the eISBN in this column. Otherwise, enter the book's 13-digit eISBN.
- Author Name: List the authors of this book in descending order of importance. Separate multiple authors with a comma.
- Author Last Name: List the last name of the primary author in this field.
- Edition: Enter the edition/version number of your resource. It should be in a number between 0 and 127, such as "3" and not text, such as "Third".
- Description: Enter a short summary for the book. Do not include line breaks.
- Copyright Date: Enter the year the work was copyrighted. Must be a four-digit year, formatted YYYY. If there is no copyright date, you may use the work's publication date, formatted YYYY.
- Publication Date: Must be written as a two-digit month and four-digit year (MMYYYY)
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Exclusive Sales Rights:
Remember to fill out the exclusive sales rights column if you want your asset to be available in the VitalSource store or if you would like it to be available in one of our distribution sets including the Course Access Distribution Set, the Reseller Distribution Set, or the Wholesale Distribution Set. To get more information about distribution sets reach out to your onboarding manager or the Publisher Ops Team at publisherenablement@vitalsource.com.
If you have exclusive sales rights worldwide you can type in world into the Exclusive Sales Rights column. If you have exclusive sales rights only in certain countries you can type in each country code separated by a comma (US, GB, CA, MX). More information can be found on the instructions and validation tab when it comes to exclusive sales rights. -
Digital List Price: This is the price that the user will pay in the VitalStore or in one of our distribution platforms. VitalSource has the most common currencies listed: USD, GPB, AUD, CAD, and EUR.
If you need additional currencies, reach out to your Onboarding Manager or the Publisher Operations Team at publisherenablement@vitalsource.com. If you would like the foreign currencies to be calculated for you, simply fill out the USD field and ask your Onboarding Manager or Publisher Operations Team to set you up with Smart Pricing for foreign currencies. Click here for more information about adding foreign currencies.
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Perpetual product pricing: Our standard access length of Perpetual or lifetime access to your product if a user downloads it. Users will also receive 5-year online access to your product.
VitalSource provides the option for Publishers to establish pricing for rental lengths ranging from 30 days up to to 5 years. To set rental pricing, navigate to the rental product pricing section (starts at column AN) of the metadata and input your desired prices. Ensure all pricing fields are properly filled out. Once your Metadata Template is fully updated, save the file.
Upload the Metadata Template
When you are ready to upload your Metadata Template navigate back to the VitalSource upload screen. Click the add content button at the top right of the page.
Find your metadata file in your files and click open.
You will see a pop-up that indicates a spreadsheet has been detected. For brand new metadata you'll want to use the drop-down menu and select Create Metadata. Once you select create metadata select the Process button. Your metadata file will go through a pre-flight check and then your metadata will be ingested.
You will then receive an email from donotreply@vitalsource.com which will confirm whether or not your metadata was uploaded successfully.
Troubleshooting Errors
If there were errors on your metadata file, the email will specify which errors. Correct those errors and try again. If you're not sure how to fix any errors, reach out to the Publisher Operations Team at publisherenablement@vitalsource.com or your Onboarding Manager for assistance.
If your metadata has been successfully imported into the VitalSource system, you can then upload your content file.
Uploading the Content File
The latest versions of the metadata and accessibility templates are always available to download from upload.vitalsource.com, under the profile section.