Content Files FAQ

  1. Bookshelf Support
  2. Manage – Upload Files And Metadata
  3. Troubleshooting
Troubleshooting

Content Files FAQ

Find answers to common questions about Content Files and Upload below.

Question   Answer
     
I am dropping files into the upload tool but I don't see them on the table.  

Your files may not be of a supported filetype. The upload tool only supports PDF and ePub files for content and XLS and XLSX files for metadata.

Additionally, your files may be too large for the upload tool to handle. The upload tool will only support files up to 1.25GB. For more information, contact your customer success manager.
     
     
My VBID is marked with a yellow caution icon.  

Upload is unable to find the VBID specified. There may be a few reasons for this:

  • Your file is named incorrectly. Upload will initially try to use the filename as the VBID. Double-check your file is named properly. If you do not wish to use your filename as the VBID, click the X button and type in your own.
  • The VBID entered was not found in your catalog. Only VBIDs belonging to your company will be available for you to select. The VBID may be valid but belongs to another company.
  • The VBID does not exist yet. If this was a VBID you have not yet created, please submit a metadata template for it before trying to associate a source file to the VBID.

Clicking the caution icon will attempt to associate your search term with an existing VBID. If found, the icon will switch to a green check.
     
     
I can't find my VBID when I type it into the search box.  

Manage’s upload page is unable to find the VBID specified. There may be a few reasons for this:

  • The VBID entered was not found in your catalog. Only VBIDs belonging to your company will be available for you to select. The VBID may be valid but belongs to another company.
  • The VBID does not exist yet. If this was a VBID you have not yet created, please submit a metadata template for it before trying to associate a source file to the VBID.
     
     
My VBID has been marked with a red exclamation icon.  

A VBID was found for this file, but other circumstances will prevent you from submitting this file. There may be a few reasons for this:

  • The File Type and VBK Format do not match - PDF files can only be submitted to PDF VBIDs, and ePubs to ePub.
  • The VBK Format may be locked - PBK and DashML titles still exist in our inventory, but are prevented from accepting new source files. If you wish to update these records with a new source, you must first create a new VBID.
  • The VBID may be out of distribution - the VBK type will display Unknown in this case. Double check the Manage record to see this record's distribution status.
     
     
My VBK type is showing up with red lettering.  

A VBID was found for this file, but other circumstances will prevent you from submitting this file. There may be a few reasons for this:

  • The File Type and VBK Format do not match - PDF files can only be submitted to PDF VBIDs, and ePubs to ePub.
  • The VBK Format may be locked - PBK and DashML titles still exist in our inventory, but are prevented from accepting new source files. If you wish to update these records with a new source, you must first create a new VBID.
  • The VBID may be out of distribution - the VBK type will display Unknown in this case. Double check the Manage record to see this record's distribution status.
     
     
My VBK type is Unknown but a VBID was associated in the search box.   A VBID was found for this file, but other circumstances will prevent you from submitting this file. Normally, Unknown is reserved for when there is no VBID in the search box. However, this VBID may be out of distribution or in limited distribution. Double check the Manage record to see this record's distribution status.
     
     
The only option I have in the Action dropdown is Ignore.  

Only files with valid VBID associations are allowed to be submitted. If the VBID is out of distribution, is one of our locked VBK formats, or if the VBK Format and File Type do not match, no other actions will be available.

You can leave this row set to Ignore or remove it from the table using the Delete button.
     
     
What happens to my title if I select Upload to Backlog?  

Files you select to upload to your backlog will be held on our cloud server for 10 days. During that time, you can click the Backlog tab to see the files you have uploaded, select VBIDs for them, and ingest them into inventory.

We will display the number of days remaining for each file. Files in the backlog will be deleted automatically when their expiration date has passed, but you can remove them manually as well.
     
     
Why do I need to click the checkbox to select a file for upload? Why can't I simply drop files and hit Submit?   Accidentally uploading the wrong file to a VBID can have big effects on both your catalog and users of the problem title. In order to decrease the likelihood of error, we require users to click the checkbox after verifying their file associations and chosen actions. The checkbox acts as a user's final sign-off that all the information in the table is correct.
     
     
Why is there no Select All button?   Accidentally uploading the wrong file to a VBID can have big effects on both your catalog and users of the problem title. In order to decrease the likelihood of error, we require users to sign off on each row individually, by clicking the checkbox after verifying their file associations and chosen actions.
     
     
What happens to files I set to Ignore, remove from the table, or are removed during the upload process?   Don't worry, your files are still on your computer. Upload does not transfer any of your files (with the exception of metadata templates) until you click the Upload button. Simply drop your files onto the table again if you wish to upload them.
     
     
Why is the maximum number of files so low?  

Uploading through a web browser is generally slower than other file transfer methods, and has a higher likelihood of connection interruptions. To provide a smoother experience, we have limited the number of files a user can upload at once time to ensure that all files are uploaded successfully.

Additionally, over-large files translate to a poor user experience, especially on mobile devices with slow wireless connections and limited storage space. The end user experience always factors into decisions like these, and having a single title taking up much more than 1GB on a user's machine isn't in the user's best interest.

If you are having trouble reducing the size of your files to comply with this guideline, please contact your customer success manager for assistance.
     

 

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