Complimentary copies – Module

At a glance

Everything for sending out copies.

Cases with a delivery note

Record every dispatch as a case with recipient, items and purpose, and output it as a delivery note PDF.

A clear status workflow

Draft → approved → sent, with an address snapshot on approval and items write-protected afterwards.

Recipients from the CRM

A contact search, quick create and address transfer straight from the case – or a manual recipient as a fallback.

Purposes & text blocks

Fixed purposes plus reusable headers and footers with a default per purpose.

The module

The dispatch from the draft to the document.

The Complimentary copies module maps the complete path of a copy dispatch, from recording a case through assembling the titles to approval and marking it as sent. The view is built as master-detail: on the left the case list with filters, on the right the detail view of the case chosen.

Every case runs through a three-stage status workflow (draft → approved → sent). On approval the recipient's address is held as a snapshot, so that later changes to the CRM contact no longer alter a document already approved. Items can only be edited in the draft.

Recipients are preferably taken from the CRM, with a contact search and quick create straight from the case; alternatively a manual recipient name is enough. Titles are added as items through a title search including the ISBN and are saved as a snapshot.

Headers and footers for the delivery note are maintained through reusable text blocks. A default header and footer can be set per purpose, which is applied automatically to new cases; a text of its own can be used per case instead.

A look inside

Complimentary copies in the application.

CasesA case in detailText blocks

Complimentary copies module in open.junixx: overview of all cases with status, recipient, purpose and delivery date

Complimentary copies module in open.junixx: on the left the overview of the cases, on the right the detail view of a case with recipient, items and a header and footer

Complimentary copies module in open.junixx: text blocks for headers and footers with a default per purpose

Every case at a glanceThe overview shows the status, recipient, purpose and delivery date of every dispatch – filterable by status and purpose.

Edit a caseA master-detail view: on the left the list, on the right the case opened, with the delivery recipient, the items and a header and footer.

Maintain text blocksReusable headers and footers, each with a default per purpose for new cases.

Interface

Import and export through the API.

Every purpose has a different external addressee – from a review portal through parcel services to the national library. Through the central open.junixx API, Complimentary copies can therefore be connected in a purpose-driven way: export cases outward and import the responses back.

Import – from external services

Data that flows back into the module from outside:

Review requesters from portals such as NetGalley or vorablesen.de → new cases as a draft
The tracking number & delivery status from parcel services (DHL, DPD, GLS)
ISBN metadata from VLB/MVB and the DNB → fill the items automatically
Receipt confirmations from the DNB and libraries → proof that the obligation is met

Export – to external services

Data the module passes outward:

Dispatch orders to publishers' distributors (KNV Zeitfracht, Libri, Umbreit) by EDIFACT
Shipping labels through parcel service APIs (DHL, DPD, GLS)
DNB delivery lists for legal deposit copies (ONIX)
The value of the complimentary copies to DATEV / accounting (supply free of charge)

Today the module produces covering letters and delivery notes as PDF and exports case data by CSV; the external connectors can be added – purpose-driven, depending on the recipient – through the central API.

Import – from external service providers

Source (external)	What is imported	Use in the module
Review platforms (NetGalley, vorablesen.de, LovelyBooks/Lesejury, blogger portals)	The requester of a review copy (name, address, title wanted)	Create new cases/items automatically as a “draft”
Media monitoring/clipping (Landau Media, PMG Presse-Monitor, Ausschnitt)	Published reviews/clippings (outlet, date, link)	A feedback loop: link the review copy → the actual review at the case (proof of ROI)
Parcel services (DHL/DPD/GLS)	Tracking number + delivery status	Status “sent” → “delivered”, tracking at the case
The publisher's distributor	Dispatch/stock confirmation (DESADV)	Confirmation of delivery; the stock issue
DNB / libraries	Receipt confirmation of the legal deposit	Proof at the case that the obligation is met
Media and journalist databases (Zimpel/Cision)	Press and journalist contacts	Maintain recipient suggestions and distribution lists
Metadata services (VLB/MVB, DNB via SRU/OAI-PMH)	ISBN metadata (title, author, format)	Fill and validate items automatically by ISBN
Address validation (Deutsche Post Direkt, Uniserv)	Checked and standardized addresses	Avoid returns caused by wrong addresses

Export – to external service providers

Purpose / trigger	External service provider (examples)	What is exported	Format / standard
Physical dispatch (every purpose)	Publishers' distributors and wholesalers: KNV Zeitfracht, Libri, Umbreit, GVA, Prolit, Sigloch	A picking/dispatch order: ISBN, quantity, delivery address, case no.	EDIFACT ORDERS/DESADV, BWA, CSV
Direct dispatch (review, promotional, author's copy)	Parcel services: DHL, DPD, GLS, Deutsche Post	The recipient's address + parcel data → generate a shipping label	The carriers' REST API, GS1
Legal deposit copy	The German National Library (DNB) + the state and regional libraries responsible	A delivery list/note: title, ISBN, publication data, quantity	DNB delivery, ONIX, MARC21 where applicable
Review copy (digital)	NetGalley, Edelweiss+ (Above the Treeline)	Title metadata + release of digital reading copies, distribution lists	ONIX for Books, CSV, partner API
Press copy	Press distribution/PR: news aktuell/Zimpel, Cision	A press distribution list (recipient, title, embargo)	CSV, partner API
Tax/accounting (supply free of charge)	DATEV / financial accounting	The value of the complimentary copies (quantity × valuation price) for VAT & cost accounting	DATEV format (CSV/EXTF)
Reporting/BI	A data warehouse, BI tools	Case and item data for analyses	CSV, JSON, OData

In full

Every feature of Complimentary copies.

Cases & dispatch

A case list with number, recipient, purpose, delivery date and number of items
Full-text search across case number and recipient
Filters by purpose and status, “Reset filters”
An automatic number range with prefix, padding length, suffix & preview
Edit the recipient, purpose, delivery date, notes, header and footer
Deleting only in the status “draft”

Status workflow

Three statuses: draft, approved, sent
Defined transitions with no steps back
An address snapshot on the transition to “approved”
Items editable only in the draft, write-protected afterwards

Recipients

Selection from the CRM through a contact search
Quick create of a contact straight from the picker
A manual recipient name as a fallback
Display of the recipient's address from the contact linked

Line items

Add titles through a title search (title and ISBN)
Quantity entry per item, changeable in the draft
A title and ISBN snapshot per item
Remove items, order them through sorting

You will find the complete list in our brochure

What you see above is an excerpt. Every feature of this module – and of all the others – is collected in the open.junixx brochure. We will gladly send it to you, in print or as a PDF. And if you would rather watch than read: we are happy to show you open.junixx live on screen.

Get the brochure

A fit for

Particularly strong for these kinds of publishers.

Where review, press and legal deposit copies are part of the daily round, the module saves the most work – anywhere a distribution list and a deposit obligation follow a book product.