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How to use the Metadata Template

Essential Guidance for File Formats, Contributor Details, and Managing Title Status

This guide provides a detailed, column-by-column breakdown of the Perlego Metadata Template, designed to help you accurately submit essential information for your ebooks. When ONIX submission is not available or feasible, using this template is the most efficient way to get your titles live on our platform quickly and without processing delays.

ℹ️ Note: The current version is the Perlego Metadata Template 2025. Always ensure you are using the latest version.

Understanding the Template's Purpose

The metadata you provide is the foundation of a title's discoverability on Perlego. Accurate and complete information ensures the book is correctly categorized, searchable, and linked to the correct file. Please follow this guidance precisely to avoid processing errors that could delay your content’s activation.

Column-by-Column Guidance

The template is organized to capture all critical data points required for successful ingestion. Pay close attention to the required format for each column, especially those using specific industry codes.

1. File and Format Information

Column Name Required Data Guidance for Accuracy
Record Reference The book's filename This must be the exact filename of the digital book (PDF or EPUB) you are uploading. For example, if your file is named 9781398506671.pdf, that is the data you enter here. This acts as the unique identifier linking the metadata to the actual file.
ISBN13 The eISBN Enter the 13-digit electronic International Standard Book Number (eISBN) for the title. This is a crucial unique identifier for the digital product. It should be the same as the book's filename, without the .pdf at the end.
Book File Type A Numerical Code This code tells our system the format of the ebook file you are providing:
  • 2 for PDF format
  • 29 for EPUB format
Product Form Standard Text This column should always be set to the standard industry designation for an electronic book: DG-Electronic book text.

 

2. Managing Title Status (Notification Type)

The Notification Type column is used to instruct Perlego on the action you want us to take with the file/metadata you are submitting.

Code Action Description When to Use
3 New Book Upload Use this when you are submitting the metadata for a title that is new to the Perlego platform.
4 Update a Book Use this when you are submitting revised metadata (e.g., a new subtitle, correction to a contributor's name, or a new file version) for a book already live on Perlego.
5 Withdraw/Remove Book Use this when you need to remove a book permanently from the Perlego platform.

3. Title and Contributor Details (and Publication Data)

Column Name Required Data Guidance for Accuracy
Title - Title Text The primary title Enter the main title of the book exactly as it should appear on Perlego.
Title - Subtitle Text The secondary title Enter the subtitle here if applicable. If the book does not have a subtitle, leave this column blank.
Contributor1 Role ONIX Role Code This field uses a standard ONIX code to define the primary contributor’s role (e.g., Author, Editor). Common codes are:
  • A01: Author
  • B01: Editor
  • B06: Translator
Contributor1 PersonName Contributor's Full Name Enter the full name of the primary contributor.
Additional Contributors Contributor 2, 3, and 4 The template includes separate columns for up to four contributors (Contributor2 Role/PersonName, etc.). If a title has multiple key contributors, use these columns to ensure full attribution. We currently only support up to four columns - users should not attempt to add more columns here (doing so will cause sheet to fail processing).
Publisher Name Name of publisher/imprint Enter the official publisher or imprint name that you wish to be displayed on the Perlego platform.
Publication Date Date in YYYYMMDD format The official date of publication (e.g., 20251119). This is an essential data point for discoverability.
Language of text ISO3 Language Code Specify the language of the primary text using the three-letter ISO code (e.g., ENG for English, FRE for French).
Main Description - Text Description/Synopsis Provide the book's synopsis or marketing text. This can be submitted as standard plain text or as HTML code for specific formatting.
BISAC Subject Code One or multiple category codes Enter the relevant BISAC subject code(s). If supplying multiple codes, separate them appropriately (e.g., with commas or pipes).
Print ISBN ISBN of print version This field is optional. Including the print ISBN helps users find the book via external search engines and discovery services.
Supply Detail - CurrencyCode Supported Currency Code Specify the currency used for the price amount. We currently support GBP, USD, or EUR.
Supply Detail - ProductAvailability Availability Code This code should always be set to 20. This signifies that the product is available and has been supplied.
Supply Detail - SupplierName Name of the supplier Enter the name of the entity designated as the royalty recipient for this title.
Supply Detail - Price Type Code Price Type Code This code should always be set to 01. This indicates the price is the RRP (Recommended Retail Price) excluding tax.
Supply Detail - PriceAmount Amount without currency marker Enter the numerical price amount only, without the currency symbol (e.g., enter 29.99, not £29.99).
Allowed Countries List of ISO2 country codes Specify the territories where distribution of this title is legally permitted (sales rights). Use comma-separated two-letter ISO2 country codes (e.g., GB,US,CA). If rights are unrestricted globally, use the term WORLD

💡 Tips to Ensure a Successful Submission

  • Avoid Special Characters: Try to limit the use of non-standard characters in titles and contributor names unless absolutely necessary.

  • Double-Check IDs: Always cross-reference the Record Reference with the actual file name to prevent metadata and content from being mismatched during processing.

  • Consistency is Key: If updating a book (Notification Type 4), ensure all fields, even those not changing, remain consistent with the live version.

FAQs about Metadata

What is ONIX and why do you mention it?

ONIX (Online Information Exchange) is the internationally recognized standard XML format used by the publishing industry to exchange metadata about digital and print products. When we refer to it, we are acknowledging that the Excel template is used as an alternative method when direct ONIX feed submission is not possible for a partner. The template essentially translates the most critical ONIX elements into a simple spreadsheet format.

Why are the "Book File Type" and "Contributor Role" codes numbers or letters?

These codes are industry standards that make the data machine-readable. By using standard codes (like 29 for EPUB or A01 for Author), the data can be quickly and accurately processed by various systems across the publishing and distribution chain, preventing the ambiguity that can arise from descriptive text.