Tip of the Week January 30, 2012
Volume: 2 | Issue: 5

Tip: Inbox & Staff Home Page

As you know, these weekly newsletters are usually packed with tips and tricks for both your BookManager software and your WebStore. This week however, since we are really excited to get more of you diving into the Catalogues and Lists online - this email will focus solely on that.

Hopefully some of you had a chance to read over our email we sent out earlier this week. We are absolutely ridiculously excited about these developments that have been made to your WebStores, specifically the Catalogues and Lists functions. Now, we really need to point out that these changes you currently see are just the start of what's to come - which means we need feedback from you folks, in order for us to move forward and continue to build on what is currently there. Also, since this is the first "version" of this roll-out, there will obviously be some bugs to fix, kinks to work out, as well as modifications made based on your suggestions/complaints. Moral is, please bare with us as we get everything finessed as you may notice changes happening while you work alongside us through these developments.

What's up with this "Inbox" business and this new "Staff Home Page" tom foolery?
Yes, there is indeed a new area you are directed to when you log into your WebStores. The purpose of this is to bring your attention to an area we are referring to as your Inbox.

We felt that the old "Lists and Catalogues" although extremely powerful, was a bit daunting and overwhelming for stores to use, and therefore, was a sign that it needed a makeover. When we get right down to it, what you see is essentially still the same thing - but aesthetically we revamped it in an effort to make it more user-friendly and intuitive.

What you see above is where you are immediately redirected once you log in - this is your Staff Home Page.  By default the Catalogues And Lists menu is displayed to notify you of anything recently created that was added to your Inbox. Think about this area as essentially a steady stream of incoming lists created by TBM, as well as catalogues/lists added by vendors. Anything that was created/added by a supplier or us in the last 90 days will appear in here. It is now your responsibility to manage this area, much like you own email inbox. The same rules are in play - such as deleting, moving to a different folder, marking it to read later, and so on.

We are hoping that more of you get familiar with this area, to use in conjunction with your reps and to compliment your actual paper catalogues, as the value in those are absolutely irreplaceable. However, our intention with this whole area is to have a better way to alert you when there is something new entered by a publisher or us, and also to make online ordering on behalf of your store, more efficient.

Note: The Daily and Weekly folders are there to bring attention to the most recent catalogues and lists that have been put in there by us, or by any vendor.

What are these three other collapsible menus on the left all about?

The first heading menu Suppliers shows you what vendors currently have catalogues or lists entered. Keep in mind that BookManager creates lists weekly - ranging from Awards, National Bestsellers, etc - so you will see our own TBM lists popping in there on a regular basis, as we always feature and share those.

The Category menu shows you what type of lists have been featured and shared on the WebStores. Click some of the headings and explore what sorts of lists pop up on the right - you will soon get a feel for how vendors are sorting/categorizing their lists. This area can be especially helpfully when you want to filter to just view only Trade or even Kids catalogues. Suppliers also have the capabilities to create more than just standard catalogue lists - they can create lists and file them in a number of categories, such as Promotions, Suggestions, Reviews and Publicity.

Season is a quick way to view catalogues that are specific to your current ordering needs. Say you have a few spare minutes and you want to kick back with a coffee and work on some Harper Collins Summer catalogues - simply click HCP from the Supplier menu, so that it is now bold, and then click Summer 2012 from the Season menu, so it should now be bold as well.

Your list results on the right will now change according to the selections you just made. In the below image, it tells you at the top - you are viewing 9 Catalogues and Lists - filtered to just be HCP Summer 2012 results.


Note : If at any time you want to start over with entirely new selections you can simply hit the RESET button located inside the Catalogues And Lists menu.

So I see a catalogue/list I want to order from - how do I do that?
This will be a quick crash course  - as we assume most of you have already ordered store stock from your WebStore. If not, please do not hesitate to give us a call here and we can take the time to go through the steps with you.

For this part, we are going to use a Polestar catalogue that Mosaic Books has already ordered from. Simply click either the cover image that is displayed, or the actual catalogue list name itself, in order for the titles to drop down below. You have a variety of display views available to you - your options are located right under the actual catalogue/list name: Covers, Detailed, Inventory, Brief, etc. Play around to see the various results you get with each display - however, for this example, we are going to use Inventory, as this is our buyers preference. When you toggle to this mode - you can see a similar inventory display to what you see in your BookManager system.

As a quick refresher on what those numbers mean. The blue OO field shows the quantity YOU have on order [24], while the green OH shows how many YOU have in stock. For catalogue ordering, you usually just want to pay attention to the teeeeeeeeeny tiny maroon numbers under the blue OO field, as this reports how many other stores have this on order. This tells us that 4 stores have a total of 62 copies on order.

TIP! You can click the "Peer" line to reveal a drop-down, which shows you which provinces have activity with this item. Continuing on with our example, we can see that two stores in BC have it on order, as well as one in Manitoba and one in Saskatchewan.

Simply click the white box and a window like the one below should pop down where you can pick your desired quantity and who to order from. Once you are done building your order, you can simply submit from your online Cart and it will be transferred to your BookManager software where you send it to the vendor as normal.

TIP! What's really great and super efficient about catalogue ordering online, is that if you are subscribing to our online BackUp subscription, you can add your own class, as well as any notes to the item right here in the order window! This saves time from having to add this later in your BookManager software, while in #8 Order Processing or during your #9 Receiving session.

Dealing with Catalogues And Lists - how do I move stuff, or mark it and trash it?
Aside from the obvious - which is ordering directly off these online Catalogues And Lists  - you must also sort/manage them, much like in your own email inbox.

What you see below is a list created by us, TBM BookManager, and it currently sitting in your Inbox. Some cute little icons appear to the left of the images for each catalogue and list. Hover your mouse over each icon to see a tip of what they mean. When they are greyed out, like in the below image, no action has been taken.

Any list you Star will show up with other Starred items when you click the star group folder. A Starred item will also still remain in your Inbox as well. Using the Star function is intended to help you tag certain lists that you need to be reminded of. Archive is where where you should put lists that are no longer actively being used. This list is removed from your Inbox, and if you un-Archive a list/catalogue, it will be put back into your Inbox. Trash works the same way as Archive. You may notice that not all the catalogues and lists have the fourth icon - this means you do not have the ability to feature it/make it visible on your WebStore. You will usually only see this icon on a list that we have created.

You can also move this list completely out of your Inbox to one of our hard-coded options, or you can create a new folder to place it in. Simply click where it says in the grey where it says Inbox and a pop-up window appears giving you several options:

As we work through your feedback and suggestions, we will improve this area to make it a super powerful tool to use alongside your printed catalogues and reps. We do encourage you to play around on your own, see what happens when you click this or that, and please fire any and all comments our way!

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Tip: Creating and Managing Lists on your WebStore

Disclaimer: things change rapidly here at BookManager, and the latest changes we’ve made to this area of your WebStore are just the beginning. This tip is meant to be an introduction to how this area works, some of which may change down the road. Please feel free to experiment freely with this area – remember that no list you create is visible on your site UNTIL you make it visible.

To access this area, you (obviously!) must be logged into your WebStore. Once you’re logged in, you can click on the “Lists I Created” button at the top of the site (a quick shortcut to this area), or you can click on the “Lists I created” heading on the left side of your page (by default, when you logged in to the site, the “Catalogues and lists” area will be opened and displayed - this is where you see the lists created by suppliers and BookManager for your use. Clicking on the “Lists I Created” heading will collapse the “Catalogues and Lists” area and open up the “Lists I created” area, with your store folders, as well as the archived and trashed folders, associated with all the lists you have created.)

Creating a New List : simply click on the “Create New List” button. This will open up a list editing area. You will want to give your list a descriptive title, but remember that there is a description area where you can give details about the list.

The category and subcategory you use will depend on why and how you choose to create and use the list. You need to pick one of our provided categories – if you’re building a list that you want to make visible on your site, likely you’ll pick the Features category unless the list fits into one of the other categories we’ve provided. The “Uncategorized” category can be used for lists that you are creating for internal use or that you are in the process of building. NOTE: Uncategorized lists CANNOT be made visible on your site.

Tip : even though you create a list and put it in the Features category, it is not visible on the site until you make it visible (by clicking on the little “checkmark” icon next to the list name).

The subcategory you use is up to you - you can create your own custom subcategories, and you’ll definitely want to use subcategories for your lists. Once you have created some lists with subcategories, the drop down menu will allow you to pick from the list of subcategories you’ve already created.

The Effective Period is also important, as this will determine what order the lists are displayed within each category listing. Likely you’ll want to use the “Date last title added” as this will keep the lists you have recently created (or are working on) at the top of the pile.

The Expiry date is a great way to make sure that only current lists are being displayed. By default this option is not activated, but if you click on the “Use expiry date” box, more options will appear. You can choose your expiry date (a date one month from today is automatically generated) by clicking on the date, and choosing the expiry date from the calendar that will pop up. Then, you can choose what you want to happen to the list on that date: do nothing (in which case you need to be regularly cleaning up your lists), archive (remove the list from being visible and file it in the Archived folder), trash (remove the list from being visible and put it in the Trash folder), unfeature only, unshare only (only available to publishers), or delete the list entirely.

Finally, you can enter in the ISBNs you want to add to your list. You can copy and paste from a list you’ve generated (perhaps through a custom inventory report in your BookManager program?) or enter the ISBNs by typing. Each ISBN should be entered on its own line. When you are finished, click on the “Save” button.

Beside each list name are buttons which allow you to Email the list, export the titles to an Excel spreadsheet, Print the list, Share the list (this will give you the direct URL to the list, allowing you to add this URL right into an e-mail or generate a link on a website right into the list), Edit the list (go back to the list editing screen) or Delete the list (deleting will delete the list permanently, not send it to the trash.)

Managing lists you created : your list will be put into a folder which is determined by your login to the site. If you are logged in with the master login, then the list will be added to the folder with your store’s name. If you have an employee login to the site, then the list will be put into a folder using your name.

You put the list in another folder by clicking on the grey box with the current folder name, and then switching to another existing folder or creating a new one.


To make a list visible on your site, click on the check mark icon next to the list name.

You can choose to include the list in your features list (i.e. make the list visible to customers), or to make the list one of your home page lists (i.e. display the list on the left or right side of the site’s main page. This will override the “Forthcoming Titles” and “New Releases” lists that are automatically generated for you.) To unfeature a list, just click on the arrow icon again, and choose “Don’t Feature.” You can easily toggle between lists that are featured (visible) on your site and those that aren’t by clicking on the “Featured” or “Not Featured” grouping below your list of store folders.

You can star a list, which is another way to group lists together. To star a list, click on the little star icon next to the list name. Starring a list does not move it out of the original folder, just allows you to group lists from different folders together under a new starred “banner.”

If you are done with a list, you can archive or trash it (again, by clicking on the little archive or trash icon next to the list name.) Both actions will automatically remove the list from being visible on your site. The archived folder is for lists you may want to look back at later, whereas the Trash is for lists you know you’re done with. Eventually we will provide the ability to empty the trash!

Finding lists : You can easily locate lists using the Category breakdown.

You’ll quickly realize why its important to use relevant subcategories! For example, it’s not helpful to have to search through 30 lists in your Features category without them being further grouped into meaningful subcategories.

You can also locate lists by expiry date by clicking into the Season breakdown. You’ll see a list of expiry dates to choose from.

Finally, we’ve provided the ability to search all of your lists for a particular ISBN. Simply enter the ISBN into the “EAN:” box and all the lists you created will be searched for that ISBN.