Settings > Data export

The Data export section of the Settings app is where you can configure the job profiles used in the data export process. Job profiles determine how information is exported to the MARC file that is generated as a result of the export.

The Data export app comes with a default job profile that exports only bibliographic data. Additional profiles that deliver information from the Instance, Holdings, and/or Item records can be created as needed. The mapping profiles allow you to customize the data that is used in the job profile.

The mapping and job profiles add flexibility to the data export and provide an easy way to execute a different type of export on the same data set or the same type of export on different data sets. For example, one user can export bibliographic data only and another user can export instances with appended elements of the holdings and items records using the same set of data.

Permissions

In order to interact with Data export settings, a user needs to be assigned the following permission:

  • Settings (data-export): display list of settings pages. This permission allows the user to set up data export profiles.

Settings > Data export > Job profiles

When exporting data, each export is associated with a job profile. The job profile provides a way of connecting a specific list of record identifiers with a field mapping profile. The field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Before you begin configuring job profiles, you should first configure your field mapping profiles. See Settings > Data export > Field mapping profiles, below, for more information.

Default export job profile

The system comes with a default job profile that is associated with the default field mapping profile. Records exported with the default job profile generate a MARC file containing information for the provided record IDs.

If you use the default job profile, simplified MARC bibliographic records are generated for instances without underlying MARC records. For instances with underlying MARC records stored in SRS, those records are used in the export.

Creating an export job profile

  1. In the Job profiles pane, click New.
  2. Enter a Name for the job profile.
  3. Select a Mapping profile from the drop-down list. Field mapping profiles are created in Settings. See Settings > Data export > Field mapping profiles for more information.
  4. Optional: Select a TCP/IP value from the drop-down list.
  5. Optional: Enter a Description of the job profile.
  6. Click Save & close. A confirmation message appears and the job profile is created.

Searching for an export job profile

Use the search bar to search for profiles contained in the Job profile table.

The Job profiles table contains the following columns:

  • Name. Name of the job profile.
  • TCP/IP. Transmission Control Protocol/Internet Protocol.
  • Updated. Date the job profile was last updated.
  • Updated by. User who last updated the job profile.

You can click on any column name to sort by that column.

Viewing an export job profile

To view the details of a job profile, follow these steps:

  • In the Job profiles pane, find the profile you want to view and select it. The export job profile details window appears.

Editing an export job profile

Note: Once a job profile has been used for a data export job, it cannot be edited or deleted.

  1. In the Job profiles pane, find the profile you want to edit and select it.
  2. In the export job profile details window, click Actions > Edit.

Duplicating an export job profile

  1. In the Job profiles pane, find the profile you want to duplicate and select it.
  2. In the export job profile details window, click Actions > Duplicate.

Deleting an export job profile

Note: Once a job profile has been used for a data export job, it cannot be edited or deleted.

  1. In the Job profiles pane, find the job profile you want to delete and select it.
  2. In the export job profile details window, click Actions > Delete.
  3. In the Delete job profile dialog, click Delete. A confirmation message appears and the job profile is deleted.

Settings > Data export > Field mapping profiles

The system comes with a default field mapping profile that is associated with the default job profile. The field mapping profile determines how the data from FOLIO records appears in the generated MARC file.

Creating an export field mapping profile

  1. In the Field mapping profiles pane, click New.
  2. In the New field mapping profile window, enter a Name for the field mapping profile.
  3. Select an Output format from the drop-down list. MARC is the only option.
  4. Select as many FOLIO record types that apply by selecting the checkbox next to the option: Source record storage (entire record), Inventory instance (selected fields), Holdings, and/or Item. You must select at least one option.
  5. Optional: Enter a Description for the field mapping profile.
  6. Optional: To add a transformation, click Add transformations and follow these steps:
    1. In the Select transformations dialog, use the search box and filters to find the transformations you want to add to the field mapping profile.
    2. For every transformation you want to add, select the checkbox next to it and fill out the field number, indicators, and subfield boxes.Subfields must begin with a $.
    3. Once you have added all transformations, click Save & close. A confirmation message appears and the transformations are added to the field mapping profile.
  7. Click Save & close. A confirmation message appears and the field mapping profile is created.

Searching for an export field mapping profile

Use the search bar to search for profiles contained in the Field mapping profiles table.

The Field mapping profiles table contains the following columns:

  • Name. Name of the job profile.
  • FOLIO record type. The types of records included in the export: Source record storage (entire record), Instance, Holdings, and/or Item.
  • Format. Format of the exported record.
  • Updated. Date the field mapping profile was last updated.
  • Updated by. User or system who last updated the field mapping profile.

You can click on any column name to sort by that column.

Viewing an export field mapping profile

To view the details of a field mapping profile, follow these steps:

  • In the Field mapping profiles pane, find the profile you want to view and select it. The field mapping profile details window appears.

Editing an export field mapping profile

Note: While a field mapping is assigned to a job profile, it cannot be edited or deleted.

  1. In the Field mapping profiles pane, find the profile you want to edit and select it.
  2. In the field mapping profile details window, click Actions > Edit.
  3. Make your changes to the profile.
  4. Click Save & close. A confirmation message appears and the field mapping profile is updated.

Duplicating an export field mapping profile

  1. In the Field mapping profiles pane, find the profile you want to duplicate and select it.
  2. In the field mapping profile details window, click Actions > Duplicate.
  3. In the New field mapping profile window, make your desired changes to the duplicated policy.
  4. Click Save & close. A confirmation message appears and the field mapping profile is created.

Deleting an export field mapping profile

Note: While a field mapping is assigned to a job profile, it cannot be edited or deleted.

  1. In the Field mapping profiles pane, find the profile you want to delete and select it.
  2. In the field mapping profile details window, click Actions > Delete.
  3. In the Delete mapping profile dialog, click Delete. A confirmation message appears and the field mapping profile is deleted.
Last modified October 18, 2022