odm administration guide 1 odm v2 - unibas.ch · technical documentation support team odm: ......

ODM Administration Guide 1

University of Innsbruck | University and Regional Library | Department of Digital Services | Innrain 52 | A-6020 Innsbruck

ODM v2.0 Administration Guide ODM (Order Data Manager) January 2012

Technical documentation Support Team ODM: Silvia Gstrein: [email protected], Skype: sgstrein Andreas Parschalk: [email protected], Skype: odm_support Phone: 0043 512 507 8451 (Silvia) or 2489 (Andreas)



Content

Content ....................................................................................................................................... 2

1 Introduction ........................................................................................................................ 3

2 How to administer the orders: ODM .................................................................................. 4

2.1 ODM – Login .............................................................................................................. 4 2.2 ODM – Administration ................................................................................................ 5

2.2.1 My Details ............................................................................................................ 5 2.2.2 Users ..................................................................................................................... 6 2.2.3 Group .................................................................................................................... 6 2.2.4 Customer .............................................................................................................. 7 2.2.5 Books .................................................................................................................... 9 2.2.6 Statistics ............................................................................................................. 10

2.3 ODM: Workflow ....................................................................................................... 10 2.3.1 Icon List .............................................................................................................. 11

3 ODM: Order processing ................................................................................................... 12

3.1 ODM: Listing of active orders ................................................................................... 12 3.2 ODM: Example cost estimation (image catalogue) ................................................... 14

3.2.1 ODM: Example cost estimation – WS “Order book” ........................................ 15 3.2.2 ODM: Example cost estimation – WS “Check order” ....................................... 16

3.3 ODM: Example direct order (OPAC catalogue) ....................................................... 17 3.3.1 ODM: Example direct order – WS “Order book” .............................................. 17 3.3.2 ODM: Example direct order – WS “Check order” ............................................ 18 3.3.3 ODM: Example direct order – WS “Scanning” ................................................. 19 3.3.4 ODM: Example direct order – WS “DOG” ....................................................... 20 3.3.5 ODM: Example direct order – WS “Payment” .................................................. 27

3.4 ODM: Multi-volume order ........................................................................................ 31 3.5 ODM: Order created directly within the ODM ......................................................... 32 3.6 ODM: Finished orders ............................................................................................... 34



1 Introduction

The ODM (Order Data Manager) allows the management of eBook orders that have been

triggered via the EOD (eBook on Demand) service.

All libraries participating in the EOD project (http://www.books2ebooks.eu/partner) integrate

the EOD button into their library catalogues, so customers are able to order digital copies of

public domain books.

The individual orders are visible for the library in the ODM web interface. The entire

workflow, starting from checking the incoming order to the payment itself, can be handled via

ODM.

The ODM software is divided into two different parts: an automatic process, which is

responsible for the generation of the eBook as well as the user interface that allows the

operator to administrate data of orders, customers and users.

The ODM Administration guide describes the configuration and usage of the ODM and the

required FTP client. This guide addresses all operators using ODM.



2 How to administer the orders: ODM

The ODM is a web application used by each library to process orders which either come

through via order forms or are recorded directly in the ODM. Moreover, the data stored in the

central database is managed by using ODM:

ODM users (= ODM operators)

EOD customers

EOD eBooks

The application itself is divided into several areas of interest:

ODM workflow for “active” orders

Administration

Finished orders

The following chapters give detailed information on topics such as order creation and

management. Furthermore, certain requirements and details on technical issues will be

pointed out. However, the first and most basic step is to login.

2.1 ODM – Login

The user management in the ODM is straight forward. Before going live with the EOD

service, each library defines one ODM operator in the “Basic Data sheet” (field 2.2. Admin

User for ODM) who has the right to create more users.

The ODM can be accessed using the following links:

Productive version (“Live”): http://www.books2ebooks.eu/odm

Test version (“Playground”): http://www.books2ebooks.eu/odm_playground

Fig. 1 ODM playground – login page

To identify yourself you have to enter your username and password. If you lose your

password, you can retrieve it by clicking on “Retrieve password”. An email is sent to your

account containing a new password. It can be changed later in the administration section of



the ODM. Moreover, a message text in the top-right corner notifies you of the successful

operation.

2.2 ODM – Administration

It is possible to review and modify most of the data stored within the ODM. The

administration section which is accessible via the corresponding link covers several areas of

interest:

My Details shows details of the current user

Users list of all users of the ODM, possibility to change data

Group handling of group details

Customers list of all customers of the ODM, possibility to change data

Books list of all books stored within the ODM, possibility to change data

Statistics quick overview on numbers and figures

2.2.1 My Details

Information on each user of the ODM is stored under “My details”. To change your own

details you have to access the corresponding form (see Fig. 2). Some of the information, such

as first name, last name and email address, is mandatory. The form also allows you to change

your password.

Fig. 2 ODM administration – My details

In the “Administration” section you can view all available ODM users that have been created

for the group you belong to. Each partner library is assigned to a certain group. This can be

done in the “Users” section.



2.2.2 Users

The list on the bottom of the form shows all users of the group that the current user belongs to

(see Fig. 3). The upper part offers the possibility to either create a new user by entering the

necessary information or change the details of one of the existing users. To perform this task

one of the users has to be selected by a click on the username. As a result the data stored for

this specific user will be displayed. (see Fig. 3)

Fig. 3 ODM administration – users (creation of new user)

By clicking on “Delete user” a certain user can be removed. Internally a special flag marks the

user as deleted. His/her data and the references to his/her orders still remain visible in the

ODM.

2.2.3 Group

Each partner library is assigned to a certain group. For each group an email address can be

defined that is used to send notification emails. Actions that trigger such an email are a new

incoming order or recent payment for an order.



One or more addresses to receive these notification emails can be selected in the given user

list. Moreover the sender address for all outgoing emails to clients can be defined as well as

the country where the library is situated (see Fig. 4).

Fig. 4 ODM administration – group

As for the actual generation of the eBook, a default setting can be chosen for every specific

group (see right hand side of the Fig. 4 above). For more detailed information on DOG see

section 3.

In addition, a holiday message can be activated here, in case your library closes for a certain

period of time or you can’t access the books for a certain period of time. Pick a start and end

date, tick the checkbox and "save data" to enable the message. This message will be shown on

the front page of the order form and will appear in the customer emails of any orders or cost

estimations created while the holiday mode is active (even if the from- and to-dates are in the

future or the past). Please do not forget to deactivate the holiday mode afterwards.

2.2.4 Customer

For customer management the following functionality is offered (see Fig. 5):

Creation of a new customer

Search for certain customer

Editing the data of an existing customer



Fig. 5 ODM administration – customers

You have to draw your attention to the “Verified?”entity. There are certain conditions that

need verification:

Customer chose Visually impaired

Customer filled in Library identifier

Both actions require verification because they may result in price reductions.

NOTE: You can only proceed with orders that have been initiated by verified ODM

customers. A non-verified customer can easily be identified by checking the background

colour of the text box that contains the customer details in the header of the WS forms (red =

customer signifies not verified).

If the customer has entered a library identifier, which may result in a price reduction (based

on the pricing scheme of the corresponding library), you have to enter the percentage of

reduction. The reduction is related to the price for a single page only.

Example:

1. Price for a single page (with or without OCR) 0,16 EUR

2. You enter a price reduction of 50,0%



3. New price for a single page for a customer with this specific library identifier 0,08

EUR

If the price shall stay the same, you have to enter 0 as value.

There are two icons in the table “Current Customers”.

show all orders of this customer

create a new order for this customer

To select a specific customer, e.g. for editing purposes, the operator has to click on “Name”.

As a result the data of the specific customer will be displayed. (see Fig. 5).

2.2.5 Books

If you would like to edit the details of a book you have to click on “Title”. As a result, the

data stored in the ODM for the specific book will be shown (see Fig. 6).

The search field in the top right corner also allwos you to search for a book using “author” or

“title” or both as search criteria.

Fig. 6 ODM administration – books



2.2.6 Statistics

Numbers and figures can be drawn from the ODM for the following values.

Income

o Either sorted by year or month

Books

o Either all or sorted by Publication Date

Orders

o Either sorted by year or month

o Also sortable by Type of Order and Status

Customers

o Either all or grouped by region

Fig. 7 Statistics with export functionality

Moreover you may export order statistics from a variable period of time. These statistics

contain all available information on all orders managed by the corresponding library.

NOTE: The format that is used to export given data is XLS.

2.3 ODM: Workflow The ODM receives its orders via the order forms, which are integrated in the catalogues of the

partner libraries. Currently, there are four different types of sources supported:

EOD search engine (search.books2ebooks.eu, contact EOD team for more information

on how to ingest your records)



OPAC (Z39.50)

Image catalogue

“Free” order form which is not attached to a catalogue record

For more detailed information on the integration of the EOD button into a specific catalogue

see Integration Guide.

The processing of the order itself is handled via the ODM and follows five different steps:

Order Book

o Validation of the order

o Ordering of the book to be digitised in the local library

Check Order

o Definition of price

o Check if the book can be digitised

Scanning

o Scanning of the single pages of the book based on the quality standards of the

library

DOG

o Generation of the eBook (with or without OCR)

Payment

o Definition of the final price and the delivery options

o Processing the payment, depending on the option chosen by the customer

For detailed information on how to process different types of orders see section 3 “ODM –

Order processing”.

2.3.1 Icon List There are several icons that occur during the work process within the ODM. These icons

inform both you and the customer (in the tracking page) on the current status of the respective

order.

images are available on the FTP client

indicates a POD (Print on demand) order

eBook is available and can be streamed for a final review

OCR is used to create this eBook

this order was transformed from a cost estimation

chosen delivery type CD-ROM/DVD



3 ODM: Order processing

3.1 ODM: Listing of active orders

Fig. 8 ODM – list of active order

The list of active orders gives you an immediate overview of all orders that are currently in

work. The entries are sorted by Time, thus the oldest order is listed on top.



In the following, all key elements of this overview, as well as the single attributes in the table,

will be explained.

Key areas:

1. Menu bar allows you to access all functionalities of the ODM

o Orders list of all active orders for the specific library

o New order allows creation of a new order directly in the ODM

o New customer you can add a new customer to the database

o Administration allows to create/modify/delete data within the ODM

o Finished orders gives overview on finished orders

2. Search field on several places within the ODM you will find a search field.

3. Sorted list of active Customers this table shows all active orders of the

corresponding library, sorted by Time in descending order.

o Order nr. this is a unique number that identifies a single order. This number

is automatically generated by the ODM during the creation of an order. Click

on the order number to view the current WS of this order.

o Workflow step (WS) the creation of an eBook is divided into five different

steps, the so called workflow steps. Each of these steps will be explained in a

later section.

o Type the letter shown (either D or C) refers to one of the two possible types

of orders: D = direct order or C = cost estimation.

o Time elapsed time since creation of the order.

o Customer name of the customer who has placed this order. Click on the

customer name to view the customer details.

o Title title of the ordered book.

o Identifier library identifier, see section 2.2.4

o Price displays the price for the correspondent book

o Details see section 2.3.1

All attributes marked red are sortable by clicking on the specific symbols, either

(ascending) or (descending).

There are two differerent kinds of orders, the single order and the multi-volume order. A

multi-volume order consists of at least one sub-order. They can easily be identified , because



all sub orders orders follow a master order and are marked by “>> >>”. Those orders have

to be treated specifically and will be explained in more detail in a later section.

The following section contains a step-by-step tutorial for the handling of a new order. An

example for a cost estimation (generated out of an image catalogue) as well as one for a direct

order (generated out of an OPAC) will be given.

3.2 ODM: Example cost estimation (image catalogue)

Example: A customer orders an eBook by using the provided EOD service link in the image

catalogue. He chooses OCR as well as CD/DVD-ROM as option. After he has received his

email, the new order can be seen in the list of the active orders.

The order can be seen in the list of active orders:

Fig. 9 ODM – New created order – cost estimation

Type “C” indicates cost estimation. Moreover the OCR icon is displayed which means that

the customer would like to have a searchable document with optical charater recognition.

Furthermore the CD icon gives information on the selected delivery type CD-ROM/DVD.

The number of pages in the book are unknown, therefore the digitisation price isn’t yet

shown.

The generation of a cost estimation consists of two workflow steps:

o Order book order the book to be digitised from the local library ,verify the order

details and fill in missing book data

o Check order add the missing data based on the physically available book, define a

price and finish the cost estimation



The first WS, no matter what type of order, is called “Order book”. A click on the “Order

nr.” forwards you to the page where this WS is handled.

3.2.1 ODM: Example cost estimation – WS “Order book”

Fig. 10 ODM – cost estimation – WS “order book”

The order can be cancelled anytime by clicking on “Cancel”. Each cancellation requires an

explanation. If there is no explanation given, the order cannot be cancelled. You can choose to

“cancel silently”, by ticking the correspondent box. In this case the customer won’t receive an

informative email to confirm the cancellation of his/her order.

NOTE: This action is also available in all of the following work steps.

To proceed with the order you click through the various options on each workflow step page.

For the workflow step “Order book” the options are as follows:

Book ordered this button allows you to state that the book has already been ordered

from the local library. This may be necessary if multiple operators are working on the

same order and need to notify each other of the current progress.

Proceed validates and saves the actual form and proceeds to the next workflow

step.

Listing of workflow steps

Available actions

Details on order

Details on book

Details on customer



3.2.2 ODM: Example cost estimation – WS “Check order”

The second WS “Check order” is the last step in the case of cost estimation. Most of the

information displayed corresponds to the information shown in the previous WS.

The price that can be entered in this WS relates to the digitisation only, no matter what

delivery type has been chosen by the customer. Whereas the price listed in the table showing

all active orders (see section 3.1) is calculated following the scheme below:

Price shown = digitisation price + shipping price

Fig. 11 ODM – WS “Check order”

To proceed click on:

Book available indicates that the book is physically available and activates the

“Send cost estimation” button.

Send cost estimation as soon as you have confirmed the availability of the book

the “Send cost estimation” button is active. (see Fig. 11). Once you click on “Send

cost estimation” the customer will get an email containing the price of the book

including delivery as well as the offer to transform this cost estimation into a direct

order.

Details on book



3.3 ODM: Example direct order (OPAC catalogue)

Example: A customer orders an eBook by using the provided EOD-service link in the OPAC.

He chooses OCR as well as Download as option. After he has received his email, the new

order can be seen in the list of the active orders.

The order can be seen in the list of active orders:

Fig. 12 ODM – New created order – direct order

To proceed with the order click on the order number, you will then be forwarded to the first

workflow step.

3.3.1 ODM: Example direct order – WS “Order book”

Due to the fact that the book has to be ordered from the local library, this step matches the one

done for cost estimation:

Fig. 13 ODM – Direct order – WS “Order book”

The information that can be fetched by using the Z39.50 interface is filled into the

corresponding text boxes. There are two entities that indicate that the OPAC is the origin of

this order: “Catalogue type” and “System book ID”. The ID is a unique number in the local

library’s database which is used to fetch the book’s data.

Catalogue type (OPAC) System book ID



The actions needed to proceed with this order correspond to the ones for the cost estimation

workflow.

3.3.2 ODM: Example direct order – WS “Check order”

Unlike the cost estimation workflow, the direct order workflow doesn’t end with this WS.

Thus, the web form looks different:

Fig. 14 ODM – direct order – WS “Check order”

There are several actions available for this WS. After verifying that the book is physically

available, you may print the scan slip by clicking on “print scan slip”. This action results in

the automatic generation of a PDF file that is opened in a new browser window and contains

information on the scan job itself (see Fig. 15).

In this form, you have the option to migrate a normal book order into a multi-volume order

(red arrow). For more detailed information see section 3.4.

Details on price and language

Available actions



Fig. 15 Example scan slip

The barcode hides the unique order number. In general, you should print the scan slip and put

it into the book that has to be scanned. The information given is useful if not necessary for the

scan operators to carry out the scan job. After you have printed the scan slip, you proceed to

the next WS.

NOTE: the PDF of the scan slip is automatically stored on the FTP in the “misc folder” of the

corresponding order.

3.3.3 ODM: Example direct order – WS “Scanning”

This step deals with the scanning process itself. To provide information on the scanning

process a remark field with some standard text is provided. Here, you should document any

information which might be important for later reviews, e.g. missing pages in the original



document, special scanning problems, etc. Click on “save data” to save the content of the

page and then on “proceed” to carry on with the next step.

Fig. 16 ODM – direct order – WS “Scanning”

NOTE: There are certain naming conventions for the images (which are stored in the

“images” folder on the FTP) so that they can be processed by the ODM:

The images have to be named with ending numbers in alphabetical ascending order

The images may contain information on the order (e.g. order number) to make it easier

to identify the files

Examples:

00000001.tif; 00000002.tif; 00000003.tif

UBI07A000010_00000001.tif; UBI07A000010_00000002.tif;

UBI07A000010_00000003.tif

3.3.4 ODM: Example direct order – WS “DOG” In general there are two ways to generate the basic eBook. Either the library uses the central

eBook generation service hosted in Innsbruck or does it on its own.



3.3.4.1 ODM: eBook generation using central OCR and PDF services

To tell the ODM that the eBook generation is done by using the central infrastructure, the

option “PDF generation locally” has to be unticked. As a result, all options related to the

central services are shown.

Fig. 17 ODM – direct order – WS “DOG”

The images that are used to create the PDF need to be transferred now to the images folder of

the specific order. There are two ways of uploading scanned images to the central ftp server in

Innsbruck.

via FTP client

via HTTP upload directly in the web browser

Via FTP

Every participating library receives its own FTP account to transfer data between the central

server in Innsbruck and their local computers. In order to use FTP the ODM operator needs to

install an FTP client locally at the own computer. This is the only software that needs to be

installed for operating the ODM. Examples for FTP clients are:

WS-FTP - often already pre-installed on Windows PCs

Filezilla - http://filezilla-project.org/



In order to connect successfully to the FTP server in Innsbruck you need to know your

library’s access data for the FTP: host, username, and password. You receive this data in the

implementation process in the beginning or –if the data gets lost- from the ODM support in

Innsbruck.

Once successfully connected to the FTP server, you will see your library’s folder structure.

For every direct order the following folders are created by the ODM on the FTP (see right

hand side of the screenshot below):

Fig. 18 – FTP Client screenshot of one order

The folder structure is the same for each order: - Root folder

- Order number

- ebook_base - ebook_final - ebook_with_footer (no longer supported) - images

- images_compressed (no longer supported) - images_pod

- misc - mets (not supported yet) - cover

At the beginning, the “images” folder is the most important one. The scanned images that

will be further processed into an eBook go into this folder. All other folders are filled during

the creation process.



Via HTTP upload using the browser functionality

Alternatively, the images can be uploaded within the ODM using your standard web browser.

Simply click on the icon . A new window/tab will be opened in your web browser (see

screenshot below), which allows you to select images stored locally on your computer. The

process is straight forward. Once the window has opened you will find the command “search

files” in the top left corner. Select the images you would like to upload and click on “upload”.

Fig. 19 – Alternative upload via http form

The only precondition for using this feature: your browser needs to allow Java1 and Java

runtime environment (jre) should be installed on your computer.

Now, the text box Number of images on FTP shows the actual number of images uploaded.

NOTE: When continuing with this WS, the image files are renamed automatically, so the

ODM can easily identify the eBook after the PDF generation is done.

Before starting the eBook generation (by using the Start eBook generation button) you can

change some of the parameters provided.

OCR: Option to generate the eBook with/without OCR. The ABBYY Recognition

Server 3 is used to generate eBooks using OCR. Licences are paid on a per page basis.

Therefore you should only choose OCR if it really makes sense, i.e. not in cases where

the book contains only images without text or just handwritten text.

1 http://www.java.com/en/download/help/enable_browser.xml



Print type (OCR jobs only): Please have a look at the print type of the book and

choose accordingly. It is very important to choose the correct print type as it affects

the quality of OCR results. You can choose between:

Normal

Gothic (=Fraktur)

Machine type

It is also possible to select several print types at the same time by holding the CTRL

key while clicking on the print type.

Language (OCR jobs only): During the first WS (Order book) you defined the

language(s) of the book. Abbyy Recognition server supports a wide set of languages

which are listed on the DOG WS form (approx. 180 languages). Those languages

don’t always correspond to the ones defined in the first workflow step need to be

redefined here, eg. instead of “Armenian” you need to decide between “Armenian

Western”, “Armenian Eastern”, “Armenian Grabar”. In the case of English, French

German, Italian and Spanish you have also the option to add an older lexicon taking

into account the language before the 19th century. Those options are cold “Old

English”, “Old French”, etc. It is also possible to select several languages at the same

time. Experience shows that not more than 3 or 4 different languages should be

chosen.

Deskew Image (OCR jobs only): This operation corrects for the scan angle.

However, experience proves that deskewing should better be done locally in a

controlled manner e.g. together with the process of image scanning than have it done

automatically without direct possibility to interfere.

Despeckle Image (OCR jobs only): This operation corrects the effects of binarization

or scanning interference and removes speckles. Also here, experience shows that

automated despeckle of images is a quite tricky issue as also involuntarily “good”

speckles as parts of letters (e.g “i”) can be despeckled. Therefore, this option should

also only be enabled in case good results can be expected based on the experience and

the quality of the material.

PDF image Resolution (dpi): This parameter allows defining the resolution of the

images embedded into the output PDF. It helps the ODM operator to control the size

of the PDF. The higher the dpi rate the bigger the file size of the resulting PDF.

Recommended value: “as is”.



PDF image quality (%): This value defines the compression rate of the images

embedded into the PDF. The lower the value, the smaller the file size of the resulting

PDF. Note: decreasing the value also means decreasing the quality of the embedded

images. Recommended value: 75-90 %.

OCR start / end time (OCR jobs only): The start and end times of the OCR process

are shown here. The values are filled in automatically by the ODM.

Order Remarks: Additional information that can be reviewed later on might be added

here.

Cover Remarks: If you want to add specific information for this eBook, then please

use this field. A separate page, containing the stored remark, is added to the created

cover pages.

If all parameters are set, the eBook generation can be started. In case, the OCR option is used,

the images need to comply with certain criteria:

min. 300 dpi

max. image size of 40 MB

all standard image formats are accepted: TIFF IV, TIFF RGB, JPEG, JP2

Images shouldn’t be modified in any way after the DOG has been started as they have been

already copied to another instance and won’t be considered in the process.

The result of the eBook generation process can be found on the FTP in the folder

“ebook_base” or be downloaded directly from the DOG workflow step.

The status eBook base available on FTP indicates that the eBook generation process has

been successful. Now, you generate the eBook cover by clicking on Generate cover pages.

Internally, depending on the design specified by the library, front pages and a back page are

added. Furthermore a single page may be added before the first digitised page that shows the

Cover remark as entered in the WS DOG.

The completion of this operation results in the update of the corresponding status: eBook

final available on FTP. You can now check the final version of the eBook on the FTP in the

corresponding folder “ebook_final” or directly in the ODM by clicking on the PDF icon.

In case of activated OCR processes, the library can download the Abbyy XML file

containing the OCR results and the RTF file containing the pure OCRed text. Optionally, the

RTF file can also be made available for downloading at the customers’ trackingpage by

activating the corresponding option in this WS.



In case, mistakes are found in the cover pages, then you can change the metadata of the book

by clicking on the little book icon in the blue line above the WS details and then click again

on Generate cover pages.

In case, mistakes are found in the PDF file (e.g. pages missing from the scanning process),

then there are 2 possibilities: You might add the missing pages locally and replace the final

PDF version in the “ebook_final” folder of the corresponding order. Or you delete all the

images from the “images” folder, upload the correct images and click then on “undo eBook

generation” which will trigger a request, which needs to be accepted by Innsbruck.

3.3.4.2 ODM: eBook generation at local node In case, the library wants to create the PDF on its own, the option PDF generation locally has

to be activated. Then, only the mandatory options to proceed with the current WS are shown.

Fig. 20 ODM – direct order WS “DOG” (processed locally)

In this case, there are three options for you to provide the eBook to the ODM:

o create the basic eBook locally and then upload it

o create the final eBook locally (including cover) and then upload it

o create the final eBook locally (including cover) and publish the link to the eBook for

streaming purposes

Base eBook upload After the eBook has been generated locally, it has to be copied to

the “ebook_base” folder of the specific order on the FTP.



NOTE: Don’t use any special characters (e.g. blank spaces) in the file name, otherwise the

ODM won’t find the file.

The rest of the workflow corresponds to eBook generation without using OCR as outlined

above by clicking on “Generate Cover pages”.

Final eBook upload If the library decides to carry out the complete eBook generation

including the cover pages on its own, the ODM operator has to upload the file onto the FTP

into the folder “ebook_final” of the corresponding order.

Final eBook link publishing Finally, there is also the option to skip the whole eBook

generation process by clicking on “proceed” and to define an own URL where the PDF is

streamed from in the last WS.

3.3.5 ODM: Example direct order – WS “Payment” In this last workflow step you can fix the price, trigger the payment requests, finish the

product and close the order.

First of all, the whole DOG WS can be reset. Clicking on “Undo eBook generation” deletes

the already created PDFs and the images from the corresponding folders, in case the request is

processed positively by the central administrator in Innsbruck.

Although the price has been fixed in a previous WS, you can change here the price as well as

the type of delivery before the email with the payment request is sent to the customer.

Fig. 21

ODM – direct order “Payment”



The digitisation price as well as the delivery price can be altered separately if needed. Click

on “Fix Price” to fix the values of the two entities.

Fig. 21 Payment workflow – Price fixed

The path “PDF location” describes the location of the final eBook version. If the PDF has

been generated using the central services, the text box is automatically filled. Click on “Save

data” to save the edited information.

NOTE: If the generation of the final PDF has been carried out locally and you skipped the

whole DOG step by clicking on “proceed”, then you have to fill in a valid absolute path to the

eBook. Please be aware that the specific location has to be active for at least 60 days.

After fixing the price, click on “Send payment request” The customer receives an email that

contains the request for payment with the link to the tracking page. The payment methods

offered on the tracking page depend on the methods defined by the library in the “basic data

sheet” or added/deleted later on.

NOTE: No matter if the eBook location has been entered manually or not, at this time the link

is validated by the ODM. If the link doesn’t refer to a valid eBook, an error message is

displayed. Furthermore, a new status appears on the left hand side of the form: Number of sent

payment requests.



Fig. 22 Payment workflow - Payment request sent

As long as the customer hasn’t chosen a payment method on the tracking page, you can

always send an email that reminds the customer to select a payment method. This e-mail

should be sent after a week or so if still no payment method has been chosen.

If the customer chooses an electronic payment method (Credit cards or Clickandbuy) he/she is

forwarded to the external payment provider service. If the payment process is successful,

he/she is then sent back to the tracking page and can immediately download the PDF in case

of delivery option “download” as well as a receipt confirming the amount of payment in case

of credit cards. Here, everything happens automatically and the ODM operator does not need

to do anything.

Whereas in the case of options “invoice” or “cash on site” (see example below where the

customer chose the payment method “Invoice”), you need to prepare the invoice, can

(optionally) upload it in the ODM and send it to the customer by clicking “send invoice” or

send it directly.



Fig. 23 Payment workflow – Payment method “Invoice”

As soon as you received the money, click on “Send download link” or “send delivery info”.

This will mark the order as paid. In case of “download”, the order will then be finished

automatically as soon as the PDF has been downloaded by the customer. In case of the

delivery option CD/DVD ROM, the order is automatically finished as soon as Innsbruck has

sent the CD/DVD (in case the library had chosen the option “central delivery”) or it needs to

be finished by you manually after you have burnt and sent the CD/DVD (in case the library

had chosen the option “local delivery”).

Sometimes it’s necessary that you need to choose the payment method in the ODM instead of

the customer choosing it in the tracking page. Therefore, you simply have to select one of the

available options in the combo box next to “Payment method” and click on the green icon to

apply the change.

NOTE: All none-electronic payment options, also those not visible in the tracking page can be

chosen here.



3.4 ODM: Multi-volume order

Sometimes it may be necessary to deal with a series of books within the ODM. For example:

a customer orders a book which consists of several volumes. Instead of creating the orders

manually, there is the possibility to migrate a normal order into a multi-volume order by

entering the number of corresponding volumes into the provided field in the WS “Check

order” and clicking on the green icon.

The WS will then look slightly different:

Fig. 24 Multi-volume – “Order book”

Depending on the number of volumes entered, one or more sub orders are created (see Fig.

24). The Metadata of the master order will be filled in automatically for all sub orders (if

needed, the information can still be altered). The sub orders are processed like a standard

direct order except of the payment WS. Furthermore, no emails are sent out to the customer

regarding the state of the sub orders.

If you are dealing with a multi-volume order, the WS “Payment” looks a bit different:



Fig. 25 Multi-volume order – “Payment”

A click on the “Sum” symbol, next to the digitisation and delivery price, calculates the sum of

the single sub order prices. There is still the option for you to change the total price of the

order. The text field displaying the PDF location remains empty, since there are various

locations for the various sub orders.

3.5 ODM: Order created directly within the ODM

Example: a customer orders the digitisation directly via phone

It may be that a customer doesn’t want to use the order forms provided by the EOD-service.

In this case, he/she can make an order request by phone or email. To handle this kind of

orders, a certain functionality of the ODM can be used, represented in the menu as “New

order”.

Fig. 26 ODM menu link – “New order”

The web form provided allows you to enter information on the specific order, such as book

details, type of delivery and type of order.



Fig. 27 ODM – New order – web form

To finish the order a customer has to be selected (see Fig. 27). A click on the red arrow and a

special box appears. Out of the list of existing customers a specific one can be selected.

NOTE: The customer has to be created first if his data hasn’t been stored yet within the

database.

If you click on “Send order confirmation”, the form is validated and the order created, in case

the data entered is valid. In case the necessary information is available, you are directly

forwarded to the next workflow step.



3.6 ODM: Finished orders

One click on “Finished orders” displays all ordered that have been successfully finished so

far.

Fig. 28 ODM – Finished orders

If you click on the order number, you are directed to the last WS of the corresponding order.

It’s either “Check order” for cost estimation, “Payment” for direct order or the specific WS

that was active at the moment the order was cancelled. You can also download the eBook by

clicking on PDF icon. Last but not least, by pushing the green pen icon on the right hand

side, some details may be changed. You can edit remarks and/or replace the final PDF.

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