Preparing for an Élan Web Store & Mobile Application Parts 1-3

1. This three-part session will focus on the latest Élan eCommerce web store functionality including digital accounts, web membership and more. We will cover the detailed preparation steps required for a successful implementation of an Élan web store using demos and case studies of existing sites. All three sessions are paced to allow an interactive discussion so please bring your questions. Feel free to ask specific questions to focus in on areas that concern your business most. Preparing for an Élan Web Store & Mobile Application Parts 1-3 Presented By: John Dyke and Tom Zavesky

2. Overview • Key Concepts • Product Descriptions • UDFs • General Product • Reviews/Comments • Categorization • Web Defaults • Extended Content • Digital Downloads • Like Formats • Shipping Setup • Campaigns • Data Import • Authors, General, Web Users • Activity Tracking • Mobile User Group 2012 ▪ Denver

3. Designing and Planning • Identify requirements • What problem are you trying to solve or what need are you trying to fill? • Is there a solution in place now that attempts to address the problem or need? • Define expectations • System Availability, Cost vs. return, Security, Performance, System life expectancy • Create a plan • Assign a project leader, Choose tools to help you, Documentation, Look at the big picture • Don’t underestimate the time and cost from design, planning, implementation and testing User Group 2012 ▪ Denver

4. Web Store Architecture • Conceptual view Customer PC Payment Processing Web Store Élan ERP Customer Mobile User Group 2012 ▪ Denver

5. Platform and Tools • What are Élan web services? • Integrate directly into the Élan ERP system • Provide the methods necessary to access key components of Book, Circ, Event and Directory to be able to perform searches and lookups on publications, books, conferences and directories including accepting orders and customer self-serve functionality • Why are there Élan web services? • To integrate your Élan directly into your website or other corporate applications User Group 2012 ▪ Denver

6. Platform and Tools • Connection pooled licenses* • These are a special license type that are restricted for RPC access only and required for web services • ASP clients receive a base connection pool of licenses, turnkey clients are responsible to purchase these licenses • How many connection pooled licenses do you need? • A minimum of 5 license are recommended per active website/data account with additional licenses being required for on-going testing (if required) • * Please note: policies regarding connection pooled licenses including base pool allocation (if any) and any license changes are under continual review and are subject to change without notice User Group 2012 ▪ Denver

7. Key Concepts • Product Detail Page • Can contain all data for a product that the website supports: i.e.: all udfs, categories, reviews, samples, descriptions. User Group 2012 ▪ Denver

8. Key Concepts • Plan, plan, plan. • Load the data, load the data, load the data. Website cannot be set up without the data loaded. • Most of the time, data imported from other sources needs to be cleaned up. Sometimes it takes a couple tries to get it right. This is not out of the ordinary. • If you need help loading your data, ask. User Group 2012 ▪ Denver

9. Key Concepts • List Page • Any list of products, such as a list of products in a category, or list of products as the result of a search. User Group 2012 ▪ Denver

10. Key Concepts Product Fields These fields are available on the web store. Author Fields User Group 2012 ▪ Denver

11. Key Concepts • Only certain fields can be display on the LIST page, and searched on: • The list/searchable fields are: User Group 2012 ▪ Denver

12. Product Descriptions Relevant screens: User Group 2012 ▪ Denver

13. Product Descriptions • Field Mapping: • Élan Field Web Database Field • Description (from ADDITIONAL tab on product master) LongDescription • AD COPY - Abstract Summary • AD COPY - Ad Copy Keywords(1) • AD COPY - Short ShortNotes(2) • AD COPY - Long LongNotes(3) • For more recent deployments, we have done this: • Description (from ADDITIONAL tab on product master) Ignored(4) • AD COPY - Abstract Summary(5) • AD COPY - Ad Copy Keywords • AD COPY - Short ShortNotes • AD COPY - Long LongDescription • NOT USED LongNotes User Group 2012 ▪ Denver

14. Product Descriptions • Keyword usage: • Keywords are most commonly used for sorting on lists, such as if you have products: • Title Keyword Value • Student Guide, Year One Year One 1 • Student Guide, Year One Year Two 2 • Student Guide, Year One Year Three 3 • Student Guide, Year One Year Four 4 • You cannot sort these 1-4 using title, so we construct the list page to use keyword as the preferred sort, so these sort in the correct order. User Group 2012 ▪ Denver

15. Product Descriptions • Short Notes: This field is commonly used for Ordering Notes, and is on the product detail page only. It is NOT available on lists. • Long Notes: This field can be used for a sample of copy from the product. It is not available on lists. • Product Description: Some clients put sales notes in here that the public isn’t supposed so see, plus, it’s difficult to edit this field in Élan, So we have started skipping this and rerouting the Ad Copy -> Long Description to LongDescription in the web. We do this because LongDescription on the website is viewable on a list. • Abstract: The abstract/summary field is sometimes used on lists as an abbreviated description. This fields IS supported on list queries. User Group 2012 ▪ Denver

16. Product Descriptions • The title field is required, and most customers put an “internal” title in it, which is more of a “stock” title, usually in UC, not very web friendly. • To enter a friendly title, use the “Long Title” field. This field is not required. • The website will look at Long Title FIRST, and use it, if it has a value. If it is empty, it will default to the title field. User Group 2012 ▪ Denver

17. User-Defined Fields • UDFs can be stored on the website as well, and displayed on the Product Detail Page. • In this example, the Product Levels UDF translates to “Difficulty” on the website User Group 2012 ▪ Denver

18. User-Defined Fields • In addition, if your UDF has “structured” data, it can be converted to a category list on the website, making it searchable and group-able. • UDF#2 is Difficulty Level, if these values are used CONSISTENTLY in UDF #2 then they can be grouped logically, and then listed together. • All items in the UDF must be spelled the same across products, so if you had • “Preschool” and “Pre-K,” this would show up as two entries. This should be avoided. • Anything in an Élan UDF is NOT available for display on a list query. UDFs are ONLY available on the product detail page. User Group 2012 ▪ Denver

19. Data Planning • Any product that you want to appear on the website must have “For Sale Via The Web” checked. If you uncheck it, the product will be removed from the website. • If you have more than one warehouse, you have to tell us which warehouse to use for checking site product quantities, so it can be configured on the website. User Group 2012 ▪ Denver

20. Data Planning • The OOP flag tells the cart if the product is backorder-able:  • Published = P, OOP = TRUE, Quantity Available = 0 - NOT AVAILABLE • So if the product is published, the out of print is true and there is no quantity, then it assumes that this product will not be restocked after quantity goes to zero, it is not backorder-able. • After this happens, it is recommended that the WEB SALABLE checkbox is unchecked so this product is removed from the website. • Published = P, OOP = FALSE, Quantity Available = 0 - BACKORDER • If the out of print flag is false, it assumes quantity will be restocked so it is considered a backorder • Published N and Pub Date < today + Pre order days, PRE ORDER • So if you set the pre order days = 90 and the publish status is N • The cart will let you pre-order the product if it is LESS than 90 days from the publish date. • The Pre-Order days is set on the website and not in Élan. User Group 2012 ▪ Denver

21. Data Planning • Which products go to which sites? • If your Élan will work with more than one site, there has to be a way to filter which products go out to which site. • Use the major and minor discipline combinations to filter the products • You have to tell us which combinations to use per site. On this site, all products with the major of MSGSALES goes out to this particular site. • You must think ahead when setting these up because they map to GL codes, so they are not easily changed User Group 2012 ▪ Denver

22. Comments/Reviews • User Comments vs. Editorial Reviews • The website can be set up to have a user comments per product • The user comment can have an optional "star rating" of 1-5 • The comments can be set up to all appear immediately with notice to an administrator, or required reviewing by staff before they appear. The approval is done in the ecommerce administrator and not in Élan. User Group 2012 ▪ Denver

23. Comments/Reviews • Editorial Reviewscan also be entered into Élan, and these are displayed on the product detail page. • Note editorial reviews and comments can only be displayed on the product detail page, and not the list pages. User Group 2012 ▪ Denver

24. Product Categorization • The website supports a two-level product taxonomy/categorization scheme. • You enter them into Élan with the parent code, then the children are parent code + "!" + child code • WDONF - parent • WDONF!BIO - child User Group 2012 ▪ Denver

25. Product Categorization • You do not need to load any products on the parent browse category if it has children, the website will "roll up" all the child codes into the parent automatically. • The descriptive name of the category that will appear on the website is in Short Description • The category must be checked ACTIVE for it to get to the website User Group 2012 ▪ Denver

26. Web Defaults • The order import defaults must be setup so the orders coming from the web have the correct defaults applied. • Note if you are going to run more than one website from your Élan, some of these can be overridden by the website. Its important that we work with you on configuration. User Group 2012 ▪ Denver

27. Web Defaults • The default customer is a "dummy" nameId in Élan that is assigned to the Customer Class that will drive what the PRICES on the website. You create this nameId(in this case, the name is DEFAULT WEB CUSTOMER), and it's assigned to the customer class of DOM. So the pricing on the website will be the pricing under DOM. User Group 2012 ▪ Denver

28. Product Images • jpeg or gif (jpeg preferred), png not accepted. • 300px wide max • Auto-sizer utility on the website will size to any width/height for thumbnails • Provide files with filenames as isbn without dashes or product id. Upper case preferred. • Bulk load pre-launch then load through the ecommerce administrator User Group 2012 ▪ Denver

29. Sample Files • Samples can be just about any file format, most clients use PDFs, but others use images. • Generally they are displayed as LINKS, but images can be displayed as full images • These must be named by productid.filtetype in order to be bulk loaded. • More than one sample can go on a product, so if you have two or three PDFs they can be loaded. • Bulk load pre-launch then load through the ecommerce administrator User Group 2012 ▪ Denver

30. External Content • External content such as a product videos, and book table of contents can be set up in the ecommerce administrator, if not enough description fields are available in Élan, or if the content is not supported, such as flash flv/swf files. • You create the piece of content in the administrator then APPLY it to the product • Bulk load pre-launch then load through the ecommerce administrator User Group 2012 ▪ Denver

31. External Content • 1) “Create” a piece of content. In this case, html was used as the source. You can also use embed tags or iframes from YouTube videos, or flv flash files. User Group 2012 ▪ Denver

32. External Content • 1) “Apply” it to the product here in the ecommerce administrator. You can attach more than one piece of content to a product. Conversely, the same piece of content can be attached to more than one product. User Group 2012 ▪ Denver

33. External Content • When done, it will display similar to this. • Note: Most of the time text type data is can be stored in the Élan product description fields (see above). Use extended content for images/videos etc.  User Group 2012 ▪ Denver

34. Site Pages • Site Pages (About Us page, Contact Us page) • Site content is loaded into the administrator and mapped to target pages on the site. • We generally pick up things such as Contact Us and About Us from the current website, unless new documents are supplied. • The pages that are REQURED are: • Contact Us • Privacy/Terms (used for checkout) • Note that site pages do not support forms, so if you want a custom form on your website, you have to work with the ecommerce developers. User Group 2012 ▪ Denver

35. Digital Downloads • Products that are digital downloads are mapped to YOUR product types in Élan. • You must inform us which product types are for digital download products. • So if your digital product types are "EB" and "DI" • These behave as digital products in the cart and checkout • If you have a gateway product of "BNDL" (book bundle) • This behaves as a gateway product in cart and checkout. • Its important that you think ahead on these product types! User Group 2012 ▪ Denver

36. Digital Downloads • There are many types of files that can be delivered as digital products. • .epub, .prc, .pdf. .zip. You should tell us up front which file formats you want to use because some are not supported by Microsoft out of the box, so we have to add them to the server. • These are bulk loaded up front and should be supplied with the productid + extension, or isbn + extension. • If you have more than one component in your downloads, your only option is to put them in a zip or other archive file and deliver that. • Users are asked which file format they want when they retrieve their file, then they are locked into that file format. • Max size is 500mb. This will be extended over the next year. • PDF has option of encrypting with user password, this is an extra charge for this DRM. User Group 2012 ▪ Denver

37. Digital Downloads • Each product has a default download window and default download count. • Multiple format types are supported. The user must select at the time they pick up the file and cannot select more than one type. • Expire Window - the amount of time the user is allowed to download the product after purchase. The current max is 250 days. • Allowed Per Key - the number of times the person can download the file, the max is currently 250 times. User Group 2012 ▪ Denver

38. Like Formats • Currently, Élan does not support grouping like formats as in hardcover, softcover, eBook. • The idea is to be able to show both formats on one product detail page, even though they are two separate products in Élan. User Group 2012 ▪ Denver

39. Like Formats • It is not a good idea to use "related products" because that’s reserved for things like Teacher Guide is related to Student Guide. • If you are absolutely sure that you will not use related product for this purpose you can use them for your like formats. User Group 2012 ▪ Denver

40. Like Formats • Some clients create their product codes with extensions at the beginning or end to show that it’s an eBook. • The regular product is SS0003, and the related format eBook product is SS0003E. • This is ideal because we can cross reference them on the product detail page. • However if this cannot be done, you can use a UDF. In this example we put the same title in the UDFs of two like formats, and then we can group based on the UDF. Note that UDF value in both products must be exactly the same or they will not cross-reference properly. User Group 2012 ▪ Denver

41. Shipping Setup • Shipping can be set up two ways, using the "Full" method, which uses Élan ship methods directly, or by the "Short" method where you enter a method id's into the ecommerce administrator. (Full method only available on 8.3 and above). • The full method allows you to enable certain ship methods for the web, and only certain ones will display, depending on the shipping address. This requires setting up zip tables, etc. in Élan. • If you are using the Élan ship methods, you should code your ship methods with an appropriate name so the website users can understand them. User Group 2012 ▪ Denver

42. Shipping Setup • The abbreviated method, you enter pairings of ship method + handling code into the ecommerce administrator, then set them as either local country (usually US) and non-local country (all countries outside of us). This is somewhat limiting. • You can also install alternate handling codes that are applied when the user enters a promotion code. This way you can add or remove handling charges for certain promotions. The first handling code shown only applies if the user enters campaign code CD1223. User Group 2012 ▪ Denver

43. Shipping Setup • Country and region dropdowns are taken directly from Élan, so if you have misspellings in your country list, they should be corrected. Duplications will also appear so they should be corrected. • For example, this client has a mix of state abbreviations and long names in their state list. User Group 2012 ▪ Denver

44. Campaigns • Campaigns are currently limited to LINE ITEM DISCOUNTS. (This will most likely change in the future as we extend the product.) • Campaigns such as 10% off product A, and 15% off product B are supported. • Campaigns such as “Buy 10 and get one free,” or “25% off your total, for all orders over $150” are not supported, because those are not line item discounts. • One campaign per order, not stackable on line-items User Group 2012 ▪ Denver

45. Author Load • Authors should be set up as "Individuals" in Élan in order to get the country and region information. • Before starting, the Author must be setup as customer. Once setup as a customer, go to Book>Marketing 0> Book Contact Maintenance. • Enter the company number, then enter the Customer Number in the Name Id Field. F3 on Contact Type and select the code equal to Author (these are pre-loaded codes in Book.) Then select the Biographical option. User Group 2012 ▪ Denver

46. Author Load • Cut and past the Bio into the field and then select OK. User Group 2012 ▪ Denver

47. Author Load • Add the Author’s Customer Number (Name ID) to the Product record either manually or through an import mask. This cannot be done until the Book Contact Record is setup. However, it can be done prior to cut/paste of Biographical data. User Group 2012 ▪ Denver

48. Imports • To import bulk data you use an import mask. • Your Élan support person can (and should) help you on setting up your imports. • This is a very open system for imports, so data can be set up in various ways. One size does not fit all. User Group 2012 ▪ Denver

49. Imports • Files should be saved as UTF-8 encoding before uploading. If you upload ANSI, the special characters like curly quotes will not import properly. If your current data store has an option for saving UFT-8, use it. • If you are uploading descriptions, you cannot use CSV because it delimits with quotes, and using a paragraph as an end of line delimiter, or a tab as a field delimiter are not recommended, because the descriptions will have quotes, paragraph returns, and tabs in them, so your data will get cut off and not import properly. User Group 2012 ▪ Denver

50. Imports • Beginning with version 7.5, there is an Import Mask for Browse Categories: Book>System Setup/Utilities>Book Data Imports • The import file only requires two columns: Browse Category Code and Product Code. • Beginning with 8.3m At this time, Browse Category Short and Long Descriptions can also be imported. * User Group 2012 ▪ Denver