4 Book Administration

PressbooksEDU networks are equipped with several tools that allow you to oversee the projects on the network. Read on to learn about:

Book Registration

Books can be registered by network managers or by regular users, depending on the settings you’ve chosen for the network. For more information on book registration network settings, see the Network Options chapter of this guide. Here, we’ll cover how to register a book at the network level.

1. Access the Network Admin dashboard, then navigate to Books > Add New from the left sidebar menu. You will be brought to the Add New Book form.

Screenshot showing the Add New Book interface from the Pressbooks Network Manager Dashboard
The ‘Add New Book’ interface available from the Pressbooks Network Manager Dashboard

2. Enter the URL you’d like the book to have on your network in the Book Address (URL) field – this will be the permanent link to the new book

3. Enter the title of the book in the Book Title cell

4. Select the language the book is in from the Book Language drop-down menu

5. Add the email of the administrator for the book in the Admin Email cell. If the email address belongs to an existing user on the network, then the book will appear in their catalog once registration is complete. If the email address doesn’t belong to an existing account, a new user account will be created on the network, and the individual will receive an email to confirm their registration.

6. Click Add Book. After the command is processed, you will be brought to the dashboard of your new book.

Book List

PressbooksEDU networks have a Book List which is a menu populated with all books on that network. It allows network managers to sort and filter books by license, subject, and more. Below are helpful tips on how to use the book list and its features to best serve your publishing program.

How to Use the Book List

To find the Book List, access your Network Admin dashboard, then go to Books > Book List. 

Book list page

The first thing you’ll see is a statement of the total number of books on your network and how much storage space they’ve taken up. You’ll also see the timestamp for when the information in the table was last updated.

Beneath that, you’ll find a list of all the books on your network, complete with the following information:

  • Cover
  • Book title
  • Last edited date
  • Creation date
  • Number of authors
  • Number of readers (subscribers)
  • Storage size
  • Language
  • Subject
  • Theme
  • License
  • Global privacy status
  • In catalog status

Here are a few more tips for using the Books list:

Sorting. Each of the above pieces of data is a sortable column, meaning, for example, that you can choose to sort all results by their word count from largest to smallest or from smallest to largest. To sort by a specific column, click that column’s title. The direction of the arrow next to the title shows the direction the results will be sorted.

Scrolling. Because there’s so much data in the table, you may need to scroll from side to side to see all the information available for a particular book. You can do this using your trackpad, or you can use the horizontal scrollbar at the bottom of the table.

Adjustable column width: You can also resize column width by clicking and dragging the ends of the column header. To increase or decrease the width of a column, hover your cursor between that column and the next. A left-right arrow will appear so that you can shorten or lengthen the column to your needs.

Pagination. You can also choose to see fewer or more results by picking your page size. By default, the table will show 25 results at a time, and allow you to click through to subsequent pages of your results. However, you can also set the table to show 10, 50, or 100 results at a time.

Filter & Search. You can use filters to refine your results, or use the general search bar at the top of the page. Please note that any search will override and reset your filter criteria. You’ll see more information on filters below.

Movable Columns. Move columns that you know you’ll want to regularly see further left in the table so that you don’t have to scroll. The columns are sticky, so they’ll stay where you put them. (NOTE: This behavior may be affected by your browser settings.)

Administrative Tools

As a network manager, you may need to quickly find a book, change its status, or delete it. There are a few quick tools that allow you to perform all the necessary actions needed to manage the books on your network.

Administrative tools on the book list

Each book in the list is accompanied by the following important links:

  • URL (https://yourinstitution.pressbooks.pub/example): links to the webbook homepage
  • Edit: links to the Edit Book page, where you can mark a book as public, view its settings, etc.
  • Dashboard: links to the book’s dashboard, where you can edit the content and format of the book itself
  • Deactivate: removes a book from public and private access (and user catalogs) while keeping it on your network. Only network managers will be able to access and reactivate the book. No visitor will be able to view the webbook, and no user on your network will be able to edit the book unless they have network manager access. Deactivated books will be highlighted in red in your booklist and their URLs will be reserved (meaning they cannot be used by another book on your network). Only network managers can reactivate books by clicking ‘Activate.
  • Delete: permanently deletes a book from the network, following your acceptance of a confirmation prompt. This action is final. Deleted books cannot be retrieved. Deleting a book will free up its URL to be used by another book on your network.

Catalog and Privacy Status

Both the Global Privacy Status and In Catalog Status can be instantly changed using the columns mentioned in the list above.

Book list with the "Public" and "In Catalog" columns highlighted

The symbol represents private books in the Public column and non-cataloged books in the In Catalog column. The √ symbol represents public books in the Public column and cataloged books in the In Catalog column. Click an in the Public column of a private book to change the symbol to a √. That book will then be public. Click the √ symbol for an In Catalog book to change the symbol to an and remove it from the public catalog.

Note that private books cannot be placed in the catalog. If you select a private book to change its catalog status to √, that book will also simultaneously be marked public. The reverse is also true: books already in the catalog cannot be marked private. If you mark a book in the catalog as private, that book will also simultaneously be removed from the catalog.

Bulk Actions

Through the above steps you can change the Public or In Catalog status of each book individually. You can also change the status of books in bulk. The actions available to perform in bulk are:

  • Make Public
  • Make Private
  • Add to Catalog
  • Remove from Catalog
The bulk actions dropdown menu

To perform a bulk action:

  1. Select the checkbox for each book you want the action applied to
  2. Open the Bulk Actions dropdown menu at the bottom of the book list
  3. Select the Action you’d like to perform
  4. Click Apply 

The action will be applied to every book selected.

You can select all books on a page by selecting the checkbox in the title row. Note that this only selects the books on the page you’re seeing. If your network has 274 books and your page size is set to 25, using the Select All option only selects the first 25. Jump back up to the top to read how to change the page size.

All books in the book list selected


There are four different groups of filters you can use when sorting the Book List:

  • Book Properties
  • Language & Subject
  • Size & Storage
  • Themes & Exports
The Book Properties filter tab

You can choose to multiple filters from each tab simultaneously. Filters are cumulative across tabs, meaning that if you add a filter in one tab and then switch to another tab, the list will still apply the filters from both tabs. Results must meet the criteria of all unique filters in order to appear, though you may be able to choose a larger range of options within a filter. You’ll see the number of active filters on a tab next to the tab’s title.

When you’ve selected the filters you want, click Apply Filters to display the results. To start over, select the Reset Filters button.

Book Status

This filter allows you to choose from four options:

  • Is public
  • Is private
  • Is original
  • Is cloned

The first two pertain to a book’s global privacy setting. The second two are determined by if a book was cloned and adopted from another Pressbooks book or not. You can only choose “Is public” or “Is private” because a book cannot be both. If neither is chosen, all books on the network will display.

Similarly, you can only choose “Is original” or “Is cloned” because a book cannot be both. If neither is chosen, all books on the network will display. You can, however, choose an option from both the first set and from the second set.


Select the licenses you want to filter by. This tool can be convenient if you need to know how many openly licensed texts you currently host on your network, or need to specifically find texts which allow derivatives.

Plugins & Features

Filter by the following features and plugins on Pressbooks:

  • Akismet
  • Parsedown Party
  • QuickLaTeX
  • Glossary
  • H5P
  • TablePress

The Glossary, H5P, and TablePress filters allow you to filter books by a certain quantity. For example, if you wanted to know how many books on your network contained more than 20 H5P activities, you could input: ‘H5P Activities > 20‘ and then click ‘Apply Filters‘. Only books with at least 20 H5P activities will display in the resulting list.

Language & Subject

Filter by the language and subject that have been determined in a book’s metadata. Only languages and subjects which appear in at least one book on the network will appear. Choose more than one language and subject at a time; the table will show all results which include any of the languages or subjects you’ve chosen.

The Language & Subject filter tab


Pressbooks currently offers 140 metadata languages, including several national or regional variants of specific languages. Only languages which appear in at least one book on your network will appear in the filter list. If more than one language is selected as a filter, the table will show all books which include any of the languages you’ve chosen.


Filter by the subject of books on your network. Book administrators can select a subject for their book from the Thema subject category scheme for global book trade. Thema offers thousands of subjects to choose from. Only the top-level subjects which appear in at least one book on the network will appear in the tab.

Size & Storage

Filter results by the following criteria:

  • Word Count
  • Book Storage
The Size & Storage filter tab

You can enter the amount you want to use as the standard of your search, then choose to see results that are more than (>) or less than (<) that number. For example, if you only wanted to see books which were less than 40,000 words but which took up at least 250MB, your search would look like:

Word Count < 40000 

Book Storage > 250 MB

Select Apply Filters. The table will show only those books which meet those two criteria.

Themes & Exports

Filter results by what type of formats are being created and how recently a book has seen export activity.

The Themes & Exports filter tab

Current Theme

Filter by theme to see only books which currently have that theme applied. Only themes which are active on at least one book on the network will appear as an option. Choose multiple themes at once to see all books which have any of those themes applied.

Export Availability

Filter the book list by the following criteria:

  • Has produced exports
  • Allows downloads of exports
  • Has produced exports since [date]
  • Edited since [date]

This feature can be convenient if you want to know which books on your network have been updated within a certain time frame. As an example, if you needed to find out which books that allow free public downloads of exports have been edited in the last semester, your search may look like

[] Has produced exports

[] Allows downloads of exports

Edited since: 2019-01-01

You could then check those books to see if they need new files exported.

Exports by Format

Pressbooks produces exports for roughly a dozen different file formats, not including the digital webbook format. You can filter all book on the network by which ones have had specific file formats exported.

This can be helpful, for example, if you need to know which or what quantity of the books on your network have been available in PDF format. These results can also be limited to a specific time frame using the filters in the Export Availability section. If you wanted to know how many books on your network had exported print PDF files in the last six months, your search may look like:

[] Print PDF

Has produced exports since: 2019-01-01

Exporting Results

You can export a CSV file of your book list which can be downloaded to your computer to be viewed and sorted. To do so, click the Download CSV button beneath the filter panel.

Download CSV button on the Book list

NOTE: The Download CSV button applies any filters you’ve entered to the exported file, but does not apply them to the User List table in your browser. This means that results on your webpage may be different from those in your CSV file if you have changed any settings before exporting the CSV file.

If you want to ensure the results in your webpage match the results in your CSV file, make sure that you’ve clicked Apply Filters before you click Download CSV.

Once results are exported and downloaded to your device, you can open them in any common spreadsheet applications, like Microsoft Excel or Google Spreadsheets.

Book Status and Deletion

As a network administrator, you can modify the status of any book on the network. This includes the ability to:

  • Make a book public
  • Deactivate a book
  • Delete a book
  • Change a book’s attributes
  • Recover a book

Publishing a Book

Books can be made public by regular users who hold a book administrator role, or by network administrators. To read more on how users can modify their books’ Global Privacy Status, check out our Pressbooks User Guide.

As a network administrator, you can make a book public one of three ways:

  • The Public column on the Book List. Select the to change it to a √ and the book will become public.
  • The Public option on Edit Book page. Find the Attributes section on the Info tab, then select the Public option and save.
  • The book-level privacy settings. Navigate to an individual book’s Organize or Sharing and Privacy page to select the Public option.

Deactivating a Book

The Deactivate setting is available on the Book List beneath the title of each book, as mentioned in the Administrative Tools section of this chapter. When you click the link, you’ll be brought to a new page and asked to confirm your action. The "Confirm your action" page for book deactivation

Click Confirm to complete the deactivation. When you return to the Book List, the book will now display highlighted in red to show that it has been deactivated. A deactivated book on the Book List, highlighted in red

NOTE: Regular users can also deactivate any book for which they hold an “Administrator” role. For more information, go to the Delete a Book chapter in our Pressbooks User Guide.

Deleting a Book

The Delete setting is available on the Book List beneath the title of each book, as mentioned in the Administrative Tools section of this chapter. When you click the link, you’ll be brought to a new page and asked to confirm your action.The Confirmation page for book deletion

Click Confirm to complete the process.

WARNING: Deleting books with this method is permanent. 

Editing a Book’s Attributes

Network managers can access book attributes by navigating to an individual book’s Edit Book page. Find this page by clicking on the Edit button beneath a book’s title on the Book List, as mentioned in the Administrative Tools section of this chapter.

Once on the Edit Book page, you’ll have access to the Info, Users, Themes, and Settings for the book. Select the Info tab and scroll to the Attributes section. You can then view and modify the following settings:

  • Public: Changes a book’s Global Privacy Status to “Public”. If unselected, the book remains private and only accessible to network administrators and users who have been added to the book
  • Archived: Overrides the book’s Global Privacy Status and removes from public access
  • Spam: Overrides the book’s Global Privacy Status and removes from public access
  • Deleted: Performs the same action as the Deactivation method provided above
  • Mature: Acts as an administrative flag for the content; does not affect Global Privacy Status

Recovering a Book

If a book has been deactivated by a network administrator or by a book administrator, recover the book by selecting the Activate button beneath the book’s title.

A deactivated book with the Activate link highlighted

You can also reverse other status elements by returning to the Edit Book page.

NOTE: Deleted books cannot be recovered. This method is only available for deactivated books, which include those deleted by book administrators.



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The Pressbooks Network Manager's Guide by Pressbooks is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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