Introduction

This document has been written for publishers who wish to import several publications or update the metadata for several publications in a batch. This document explains the way that batch importing works in general, provides the standard that must be followed in the file structure, and points towards the different possibilities offered by metadata files. You can thus use it as a first reference when you are looking to prepare your files in any of the supported formats.

General Operation

The platform accepts several variations in the presence and naming of files and in the metadata formats in order to cover a wide range of real situations. For example, situations may vary as follows:

  • A publisher has metadata in Onix 2.1 or 3.0 format and would like to add a batch of publications

  • A publisher doesn’t have metadata in any structured file but would like to add several publications in a batch

  • A publisher wishes to apply changes to several publications in a batch (for instance, to document a BISAC code, to change prices, etc.), but doesn’t have a structured metadata file.

The base of any batch consists in the presence of a metadata file, which is mandatory. The supported formats are described in detail in the Metadata format section below. You will thus have to make sure that your metadata file conforms to the format described. Any format difference may result in an error in the platform, or data may be ignored or overwritten.

Publications are found through their identifier (ISBN, EAN) within the metadata files. This is the main key, which will never be modified. If you import a metadata file that references an identifier that:

  • Does not exist on the platform, the publication will be created on the platform and the metadata from your file will be added to it.

  • Already exists on the platform, the metadata from your file will be imported into the existing publication.

The import of metadata is done as follows:

  • If certain data is found both in your metadata file and on the platform, the information from the file will replace the one in the platform.

  • If certain data is found in your metadata file but absent from the platform, the information will be added to the platform (if the format is recognized).

  • If certain data is absent from your metadata file but found in the platform, it will not be erased from the platform.

  • If an XML (or Onix 2.1 - 3.0) tag is present in your metadata file but empty, the information found in the platform will be erased.

You can import either:

  • A single metadata file into your account (if you want to update the metadata of your existing publications without modifying the PDF or ePub files, for instance).

  • A compressed file (Zip) containing the metadata file and the digital files of publications. The structure of the zip file is described below.

 

Metadata Format

The formats supported by the platform for metadata files are the following: CSV, XML, or Onix 2.1 - 3.0. For details about each of these data formats, read the sections below:

 

Onix Format (recommanded)

For publishers with metadata using the Onix standard, be aware that the platform supports version 2.1 and 3.0. Refer to these tables to see the structure of tags:

Importing with Onix 3.0(recommanded)

Importing with Onix 2.1

CSV/Excel Report

To use a spreadsheet software such as Microsoft Excel, OpenOffice, or LibreOffice, or if you would like to use the files obtained from the Excel Report option from your publisher account, follow the instructions contained in this table:

Batch importing with data from a spreadsheet

Proprietary XML* 

Lastly, it is also possible to build an XML file that respects the structure defined in this section: 

Importing publications in XML 

* Proprietary XML will eventually be deprecated. Please use Onix when possible.

Remember: you may import one of these metadata files by itself to update your existing publications.

If your publications do not exist on the platform and you import only a metadata file (without the PDF or ePub digital files), the publications will be created and only the information about the paper format will be imported.

Importing the File Into Your Account

Once you have your batch file, log in to your account on the platform, click on the Import button in the Publications section, and then select your file (compressed file or metadata only).

 


 

 

FTP uploading: we also offer the possibility of uploading batch import files using our FTP server (for experienced users who wish to avoid logging in to the management section of their accounts to upload the file). First, we recommend that you become familiar with manual uploading (through the interface). Contact us to obtain a personal and secure FTP upload account.

 

Status of the Operation

Once the uploading of your file has been completed, a task is run by the platform on the background, in queue (you can continue browsing the platform while it runs). The Tasks section, available on the top right section of the screen, allows you to follow-up on the processing of your file. Error management alerts you about any difficulties encountered during the operation.

Structure of the Import Folder

In case you are batch uploading with related digital files (PDF, ePub, JPEG, etc.), files must be structured as shown below. This simply means that you need to create an import folder, place the metadata file as well as all digital files named by their identifier (ISBN, EAN) in that folder, except for media files which may have different names, provided they are described that way in the metadata file. This import folder will be compressed (Zip), then imported into the platform using the method described above.

 


 

File naming

If you want to import…
Section of the interface Example
• an ePub Publication / Formats / ePub 9780000000000.epub
• a PDF Publication / Formats / PDF 9780000000000.pdf

• a MOBI - Amazon only

Publication / Formats / ePub / Mobi 9780000000000_amazon.mobi
• a MOBI - all retailers Publication / Formats / Mobi 9780000000000.mobi
• an iBooks Author file Publication / Formats / ePub / iBooks 9780000000000.ibooks
• an ePub enhanced for Apple Publication / Formats / ePub 9780000000000_ibookstore.epub
• a proof Publication / Formats / Proof

9780000000000.epub or
9780000000000.pdf or 9780000000000_proof.epub

 • a cover  Publication / Metadatas / Medias
9780000000000.jpg or

9780000000000.jpeg or

9780000000000.png or

9780000000000.gif


 

• the back cover

 Publication / Metadatas / Medias
9780000000000_back.jpg or

9780000000000_back.jpeg or

9780000000000_back.png or

9780000000000_back.gif

 

• an audio format

 Publication / Formats / Audio
 

9780000000000.zip or

9780000000000.mp3

 • a sample (exerpt)
 Publication / Metadatas / Medias
9780000000000_sample.epub or
9780000000000_sample.pdf or
9780000000000_sample.ibooks or
9780000000000_sample.mobi

 

Remember

  • Metadata must be in CSVOnix or XML formats.

  • When importing files, these must be placed with the metadata in a single folder and compressed in .zip format.

  • The import results can be seen in the System Tasks section.

  • No file may be above 150 Mb.

  • No archive (compressed file) may be above 500 Mb.

  • Importing can be done using the interface or FTP upload.