Create and Edit a Seasonal Catalogue

Seasonal catalogues (or general catalogues) can be viewed by anyone who visits the CataList website. These catalogues will most frequently be a publisher's new seasonal or monthly catalogues, but backlist and annual catalogues can also be created.

Catalogue Editors and Account Managers in Publisher-type accounts are the only CataList users who can create, edit, or publish seasonal catalogues.


Catalogue Status

Seasonal catalogues have four possible statuses that define who has access to view the catalogue, and where it displays on the system.

Draft: Catalogues are initially created in draft status. Seasonal catalogue in Draft can be seen only by user in the account that owns that catalogue, and is listed only in the catalogue table on My Page. In order to share the catalogue outside of your account you will need to publish your catalogue to the trade-only or fully publish it.

Trade-only: If you need to sell into accounts early, but aren't ready to let the whole world know about your forthcoming title list, you can release a catalogue to the book trade only. This means that only people logged into CataList as retailers, libraries, wholesalers or sales agents can see the catalogues and the titles contained within them. If you are using this limited release stage, you can also set a full publish date in the future when you want everyone to be able to access the catalogue. You can also bypass this step and fully publish a catalogue immediately.

Published: Catalogues in Published status can be viewed by anyone whether or not they are logged into CataList - retailers, libraries, media, bloggers and the general public can browse these titles and see them returned in search. Published catalogues are listed on the home page and your publisher page.

Archived: Older catalogues that don't need to be referenced as often can be sent to the archive. Archived catalogues are available for anyone to view, and active titles in archived catalogues return in search. The catalogues no longer display on the main publisher page, but can be accessed in a list by clicking on the Archived Catalogues link. Archived catalogues can also be hidden in user catalogue tables on My Page.

See the detailed steps below on creating and releasing your seasonal catalogues.

How to Create a Seasonal Catalogue

Click any thumbnail to view at full size.

From My Page, open the Catalogue Creation tab and click New Catalogue.

In Step 1 of 2, tell us about your catalogue and its contents.

  1. Give your catalogue a name, preferably one that clearly states the theme of your collection. For example: Loan Stars July 2019 Top Picks. 

  2. Seasonal vs. Monthly catalogues: This determines where the catalogues will be placed on your publisher page and in what order. Seasonal catalogues will featured first, while monthly appear lower on the page and in ascending order. It's best to reflect the time period you expect the catalogue to be current. If your catalogue is full of books that are published in June 2019, for example, you should indicate that by selecting "Monthly" and then choosing the correct month and year from the drop-down. For catalogues that contain your seasonal lists, you can select which season from the drop-down as well. The system sorts on your Publisher Page in reverse order - for Seasons the newest to oldest is sorted as: Fall; Summer; Spring; Winter; Annual; and lastly Backlist.

  3. Cover image: Your catalogue should always have a cover – and it will, even if you don't upload one. CataList will display the cover image of the first book in the catalogue if an alternative is not provided. However, the best catalogue covers showcase the publisher's logo, flare, as well as the catalogue's title. 

    • Cover image requirements: PNG, JPG or GIF file types, max file size 5MB. RGB colour space for JPG file (not CMYK). 

  4. Front matter (optional): Front matter, or front pages as it is often referred to, are pieces of introductory matter that give further context to a catalogue when exported as a PDF. Catalogue creators can upload this additional information and use the space for branding purposes. Introductory matter can include but is not limited to: Summaries, company histories, "about us" information, an editorial introduction to the catalogue, and funding acknowledgements.

    • File requirements: Front matter must be in a PDF format.

  5. End pages (optional): Like front matter, end pages can be used to provide additional marketing information when catalogues are exported as PDF. These pages often include ordering or contact information. A bonus feature is the ability to upload this file only once and be able to continually use it by selecting "Use my company's standard end pages." Account Managers or Catalogue Editors can set up the company's standard end pages by going to My Page → PDF Templates → Manage Templates → Add Standard end pages tab and uploading a PDF file

Once this information is complete, click Next.

In Step 2 of 2, the system confirms the number of ISBNs to be added to the catalogue and notifies you of any errors, such as duplicate ISBNs as well as whether any ISBNs are missing from BiblioShare. ISBNs with no available data in BiblioShare can still be added to your catalogue; your catalogue will be created with a placeholder for the ISBN and bibliographic data updates will flow through to CataList from BiblioShare as you submit new data in your ONIX files.

Click Save to begin importing data from BiblioShare.

Catalogue Status

Catalogues are initially created in Pending status. Once the BiblioShare data import is complete, your catalogue will automatically update to Draft status.

When a seasonal catalogue is in Draft status, it is only viewable by users within the same company's account. Draft catalogues can be published to the CataList site by account users with Account Manager or Catalogue Editor access.

Once in Published status, catalogues are viewable by anyone who visits the CataList website, unless the catalogue has been designated as "trade-only." Trade-only catalogues are viewable to those in the book industry. See the Publish Seasonal section for more information.

The most recently published catalogues are posted to the Home Page and on your Publisher Page. Titles contained in these catalogues are indexed for search and are available for inclusion in custom catalogues.

Edit a Seasonal Catalogue

Catalogues can be added to, edited, and reorganized whether they are in Draft or Published status. The Edit Catalogue functions are available any time you view a seasonal catalogue that belongs to your account when you are logged in as an Account Manager or Catalogue Editor.

The Edit Info section allows you to change the publisher name/imprint, season, market, and cover image, or to add additional ISBNs. When you add an ISBN to a seasonal catalogue that has already been published, the CataList site will give you an option to flag the title(s) as Drop-ins, should you be adding late additions to a current selling season. You can also view a thumbnail version of your catalogue cover image and select a new image if desired, or add and edit front matter or end page selections.

Organize a catalogue

The Organize Catalogue section allows you to change the sequence of ISBNs within a catalogue, create featured titles, mark drop-ins, or remove titles from the catalogue. You can jump directly to a title using the Find Within search box.

You can change the order of the ISBNs in your catalogue in three ways:

  • Click and drag rows into order within the table using the row handle at left

  • Use the dual-level sorting options to sort by column data

  • Click the Send-to button for the row you want to move to send a title to the beginning or end of the catalogue, or to send it to a specific slot number in the catalogue.

Create featured titles by clicking on the star icon in the Feature column.

Flag (or unflag) drop-in titles by clicking the drop-in flag indicator.

Remove items from the catalogue by clicking the red X in the Remove column. You can also click the red X in the column header to flag all rows for deletion. The row(s) will display greyed out until you save your changes, at which point the item(s) will be fully removed from the catalogue.

If you did not intend to mark titles for catalogue deletion, you can use the Restore button that displays on delete-flagged rows to restore the title(s) back into the catalogue or click the Cancel button to revert all changes back to the last saved version.

Once you have saved your changes, deleted items cannot be restored back into the catalogue – but you can go back to the Edit Info tab to re-add any ISBNs as needed.

Removing titles from published catalogues does not remove them entirely from the CataList system. To remove all title information from CataList, see the information at: Removing titles from CataList.

Publish a Seasonal Catalogue

To publish a catalogue, view the catalogue and click on the edit button. Select the Publish option from the list.

The screen will show you the current status of the catalogue and report on any issues, such as ISBNs that are missing recommended information.

View details to see the status of recommended data fields and edit title information or remove ISBNs from the catalogue.

When you click the Publish Now button, a dialogue box will open with the confirmation request and details of the ISBN listing space deductions.

If you wish to publish your catalogue fully to CataList, simply click the OK button. CataList will update the status of the catalogue to Published, deduct any listing spaces required from your account, and make the catalogue titles publicly available.

Trade-only catalogues

If you would like to limit the release of this catalogue to trade partners only, select the option check box: "Release catalogue to the book trade only." Trade-only catalogues, and the titles contained in them, are viewable by users in Retailer, Library, Wholesaler, and Sales Agent type accounts. Publishers can view their own catalogues and titles, but not the trade-only catalogues of other publishers. Sales reps and marketing teams are able to create custom catalogues using titles in catalogues with trade-only status.

Once the trade-only option is selected, CataList will ask you to set a date for the full release of the catalogue. There is no need to remember to log in and release the catalogue fully on a future date; CataList will release it automatically on the date you set.

Click OK to release the catalogue to trade-only status.

ISBN listing spaces are deducted for new additions to CataList when the catalogue is released to the trade.

In your catalogue table on My Page, you will see the status "Trade-only" reported for your newly released catalogue. The Publish Date column will display the future release date, if set, in italics.

The future publish date can be edited at any time, or the catalogue can be released immediately, by returning to the Publish page and either editing the scheduled publish date or clicking Publish Now.

 Trade-only title display in catalogues

Because sales reps can create custom catalogues with trade-only titles, there is a possibility that catalogues may be shared to users that do not have the necessary access permissions to view all titles. Here is how the same custom catalogue displays for different CataList users with different access to the trade-only titles:

Publisher view

When creating a custom catalogue, reps can easily see in the web views which titles will only be available for signed-in trade users to see. All trade-only titles are clearly marked with a trade-only banner below the title. The custom catalogue can still be shared with anyone, but the bibliographic data for the trade-only titles will be hidden from viewers who do not have access to see it until the source catalogue becomes fully published.

Trade recipient view

When viewing the catalogue, signed-in users of authorized accounts will be able to see all the bibliographic data for the trade-only titles. The orange notification banner does not appear, making a seamless catalogue viewing experience for these authorized viewers.

Blocked access view

When a catalogue viewer does not have authorization to see trade-only titles in a catalogue, they will still be able to view all other titles in the catalogue, and the trade-only ISBNs will be indicated with a Coming Soon placeholder. When the source catalogues are upgraded to a fully published status, the bibliographic data for these titles will then display to all viewers.