Settings > Data import

The Data export section of the Settings app is where you can configure the source and structure of the import files, map incoming records to existing records, configure the types of action to be taken on an import (creating new records, updating existing records, etc.), and define ways to transform the data and map data to particular fields (add a value to the information to the incoming record when importing such as a proxy).

It is recommended that you configure the Data import settings in the following order:

  1. Field mapping profile
  2. Action profile
  3. Match profile
  4. Job profile

Permissions

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

  • Settings (Data import): Can view, create, edit, and remove. This permission allows the user to see and use the Data import settings.

Note: This is the only permission available for Data import settings. You are unable to view and access Data import settings if you do not have this permission assigned to you. You can assign permissions to users in the Users app.

Settings > Data import > Job profiles

Job profiles define the type of import at the highest level. A job profile contains all of the steps needed to complete an individual data import job: field mapping, action, and matching.

Creating an import job profile

  1. In the Job profiles pane, click Actions > New job profile.
  2. In the New job profile window, enter a Name for the job profile.
  3. Select the Accepted data type: MARC or EDIFACT. This is the accepted format of the imported record.
  4. Optional: Enter a Description of the job profile.
  5. In the Overview accordion, you can add or remove Match Profiles and Action Profiles. When you add a Match Profile, you repeat this process for when matches are found and when non-matches are found. Using this, you can nest several Match Profiles together to enable matching on multiple data fields. Any Action Profile or Match Profile you wish to add must already exist before adding them to the Job Profile.
  6. Click Save as profile & Close. A confirmation message appears and the job is created.

Searching for an import job profile

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

The Job profiles table contains the following columns:

  • Name. Name of the job profile.
  • Tags. Any tags assigned to the job profile
  • 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 import 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 import job profile details window appears.

Editing an import job profile

  1. In the Job profiles pane, find and select the job profile you want to edit.
  2. In the job profile details pane, click Actions > Edit.
  3. Make your desired changes to the job profile.
  4. Click Save as profile & Close. A confirmation message appears and the job profile is updated.

Duplicating an import job profile

  1. In the Job profiles pane, find and select the job profile you want to duplicate.
  2. In the job profile details pane, click Actions > Duplicate.
  3. In the New job profile window, make your desired changes.
  4. Click Save as profile & Close. A confirmation message appears and the duplicate job profile is created.

Deleting an import job profile

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

Adding a tag to an import job profile

  1. In the Job profiles pane, find and select the job profile you want to tag.
  2. In the job profile details pane, click Tags.
  3. In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the job.

Exporting an import job profile

Exporting an import job profile is not implemented at this time.

Settings > Data import > Match profiles

Match profiles define the match between an incoming record and existing record. Match profiles can be used for multiple job profiles.

Before creating a match profile, you should first create action profiles and field mapping profiles.

Creating an import match profile

  1. In the Match profiles pane, click Actions > New match profile.
  2. In the New match profile window, enter a Name for the match profile.
  3. Optional: Enter a Description of the match profile.
  4. In the Details section, select the format of the incoming record, then select the format of the existing record to which you are matching.
  5. In the Match criteria section, select the field to match from the incoming record and the corresponding field to match on in the existing record.
  6. Click Save as profile & Close. A confirmation message appears and the match profile is created.

Searching for an import match profile

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

The Match profiles table contains the following columns:

  • Name. Name of the match profile.
  • Match. The match contained within the match profile.
  • Tags. Any tags assigned to the match profile
  • Updated. Date the match profile was last updated.
  • Updated by. User who last updated the match profile.

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

Viewing an import match profile

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

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

Editing an import match profile

  1. In the Match profiles pane, find and select the match profile you want to edit.
  2. In the match profile details pane, click Actions > Edit.
  3. Make your desired changes to the match profile.
  4. Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import match profile

  1. In the Match profiles pane, find and select the match profile you want to duplicate.
  2. In the match profile details pane, click Actions > Duplicate.
  3. In the New match profile window, make your desired changes.
  4. Click Save as profile & Close. A confirmation message appears and the duplicate match profile is created.

Deleting an import match profile

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

Exporting an import match profile

Exporting an import match profile is not implemented at this time.

Settings > Data import > Actions profiles

Action profiles define specific actions to take on import with the incoming records and/or existing records.

Before creating an action profile, you should first create field mapping profiles.

Creating an import action profile

  1. In the Action profiles pane, click Actions > New action profile.
  2. In the New action profile window, enter a Name for the profile.
  3. Optional: Enter a Description of the profile.
  4. In the Action drop-down list, select one of the following:
    1. Create. Select to create a new record.
    2. Update. Select to update an existing record.
    3. Modify. Select to modify the incoming record prior to either creating or updating a record. Use for incoming MARC records only.
  5. In the FOLIO record type drop-down list, select the record type that results from the action selected.
  6. Optional: To associate a field mapping profile with the action profile, click Link Profile. This field mapping profile must already exist to link to it. An action profile can only be linked to one field mapping profile. If an action profile is edited, those edits are reflected in all field mapping and job profiles where the action profile is used.
    1. In the Select Field Mapping Profiles dialog, use the search box to find the field mapping profile you want to add to the action profile.
    2. Click the field mapping profile to select it. The field mapping profile is added to the action profile.
  7. Click Save as profile & Close. A confirmation message appears and the action profile is saved.

Searching for an import action profile

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

The Action profiles table contains the following columns:

  • Name. Name of the action profile.
  • Action. The action contained within the action profile.
  • Tags. Any tags assigned to the action profile
  • Updated. Date the action profile was last updated.
  • Updated by. User who last updated the action profile.

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

Viewing an import action profile

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

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

Editing an import action profile

  1. In the Action profiles pane, find and select the action profile you want to edit.
  2. In the action profile details pane, click Actions > Edit.
  3. Make your desired changes to the match profile.
  4. Click Save as profile & Close. A confirmation message appears and the match profile is updated.

Duplicating an import action profile

  1. In the Action profiles pane, find and select the action profile you want to duplicate.
  2. In the action profile details pane, click Actions > Duplicate.
  3. In the New action profile window, make your desired changes.
  4. Click Save as profile & Close. A confirmation message appears and the duplicate action profile is created.

Deleting an import action profile

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

Exporting an import action profile

Exporting an import action profile is not implemented at this time.

Adding a tag to an import action profile

  1. In the Action profiles pane, find and select the action profile you want to tag.
  2. In the action profile details pane, click Tags.
  3. In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > Field mapping profiles

Field mapping profiles map fields of the incoming records to FOLIO according to the actions associated with that field mapping.

Creating an import field mapping profile

  1. In the Field mapping profiles pane, click Actions > New field mapping profile.
  2. In the New field mapping profile window, enter a Name for the field mapping profile.
  3. Select an Incoming record type from the drop-down list: MARC Bibliographic or EDIFACT invoice.
  4. Select a FOLIO record type from the drop-down list: Instance, Holdings, Item, Invoice, or MARC Bibliographic. Depending on your selection, different options appear. The field mapping details are designed to mimic the FOLIO record’s create/edit screen as much as possible. However individual fields may be populated with a reference to a particular field in the incoming record, a default value, or a combination of both. See the sections below for more information.
  5. Optional: Enter a Description for the field mapping profile.
  6. Optional: To link action profiles to the field mapping profile, under Associated action profiles, click Link Profile, and follow these steps:
    1. In the Select Action Profiles dialog, use the search box to find the action profiles you want to associate with the field mapping profile.
    2. Select the checkboxes next to the action profiles and click **Save**. The action profiles are added to the field mapping profile.
  7. Click Save & close. A confirmation message appears and the field mapping profile is created.

Instance

Note: Inactive fields cannot be mapped because they are controlled by the system or by the library’s MARC-Instance mapping profile

Holdings

  • In the Field mapping - Holdings section, fill in the applicable fields. For more information on the fields, see Adding holdings to a record.

Item

  • In the Field mapping - Item section, fill in the applicable fields. For more information on the fields, see Adding an item to a record.

Invoice

  • In the Field mapping - Invoice section, fill in the applicable fields. Required fields are marked with an asterisk (*). For more information on the fields, see Creating an invoice.

MARC Bibliographic

  1. Select the Field mappings for MARC from the drop-down list: Modifications or Updates.
  2. If you selected Modifications, follow these steps:
    1. In the Field mapping - MARC Bibliographic - Modifications section, in the Action column, select the modification you want to occur: Add, Delete, Edit, or Move.
    2. Enter a MARC Field in the box.
    3. Optional: By default, the Indicators and Subfield fields are populated with the asterisk (\*) wildcard, which includes all data within those fields. If needed, you can update these fields with specific data.
    4. Select a Subaction from the drop-down list. The Subaction options vary spending on the Action you selected. Fill out any fields that appear that are associated with the subaction.
    5. If you selected Add or Edit as the Action, enter Data into the box.
    6. To add another field mapping, click the + and repeat steps a-e.
    7. To delete a field mapping, click the trash can icon.
  3. If you selected Updates, follow these steps:
    1. If updates should only affect specific fields, In the Field mapping - MARC Bibliographic - Modifications section, click Add field and fill in the Field, In.1, In.2, and Subfield boxes. To add another field, click the +. To delete a field, click the trash can icon.
    2. If any protected field should be updated by the profile, select the checkboxes in the Override column for each field that you want to update.

Searching for an import field mapping profile

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

The Field mapping profiles table contains the following columns:

  • Name. Name of the field mapping profile.
  • FOLIO record type. The record type affected by the field mapping profile.
  • Tags. Any tags assigned to the actifield mapping on profile
  • Updated. Date the action field mapping was last updated.
  • Updated by. User who last updated the field mapping profile.

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

Viewing an import 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 import field mapping profile

  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 import 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 import field mapping profile

  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.

Exporting an import field mapping profile

Exporting an import action profile is not implemented at this time.

Adding a tag to an import field mapping profile

  1. In the Field mapping profiles pane, find the profile you want to tag and select it.
  2. In the field mapping profile details window, click Tags.
  3. In the Tags box, either select a tag or enter a tag. The tag is automatically applied to the profile.

Settings > Data import > File extensions

Use File extensions to configure which file formats are allowed for import and which are blocked and cannot be imported. For example, you may want to block .mrk files from import. If a file has an extension that isn’t in the list, the file can be uploaded and import is attempted. If there are problems with the file structure or data, the import fails, and that is reflected in the Data import log.

Adding a new file extension

  1. In the File extensions pane, click Actions > New file extension.
  2. In the New file extension mapping window, enter a Description of the file extension.
  3. Enter the File extension in the box.
  4. Optional: If the extension is to be blocked from import, select Block import.
  5. In the Data type(s) field, select the data types to which the extension applies: MARC and/or EDIFACT.
  6. Click Save as file extension & Close. A confirmation message appears and the file extension is added.

Searching for a file extension

Use the search bar to search for file extensions contained in the File extensions table.

The File extensions table contains the following columns:

  • Extension. The file extension.
  • Block import. Whether an import of the file extension is allowed or blocked.
  • Data type(s). The data type associated with the file extension.

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

Viewing a file extension

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

  • In the File extensions pane, find the file extension you want to view and select it. The file extension details window appears.

Editing a file extension

  1. In the File extensions pane, find the file extension you want to edit and select it.
  2. In the file extension details pane, click Actions > Edit.
  3. Make your desired changes to the file extension.
  4. Click Save as file extension & Close. A confirmation message appears and the file extension is updated.

Deleting a file extension

  1. In the File extensions pane, find the file extension you want to delete and select it.
  2. In the file extension details pane, click Actions > Delete.
  3. In the Delete file extension dialog, click Delete. A confirmation message appears and the file extension is deleted.

Settings > Data import > MARC field protection

Use this setting to protect all or part of a particular MARC field from updates when new copies of MARC records are imported.

Field protection differs for repeatable and non-repeatable fields. If the field is repeatable, the existing field is retained and a new field is created with the new data. If the field is non-repeatable, the existing field is retained and the updated data is discarded.

Adding a MARC field protection

The asterisk (*) is the only available wildcard. When used, it means anything.

  1. In the MARC field protection pane, click New.
  2. Enter the Field.
  3. If you want to protect all data within that field, regardless of Indicator, Subfield, and Data, leave an asterisk (*) in each field, otherwise fill in the fields.
  4. Click Save. The MARC field is added to the table.

Editing a MARC field protection

  1. In the MARC field protection pane, click the pencil icon in the row of the field you want to edit.
  2. Make your desired edits.
  3. Click Save. The MARC field is updated.

Deleting a MARC field protection

  1. In the MARC field protection pane, click the trash can icon in the row of the field you want to delete.
  2. In the Delete MARC field protection dialog, click Delete. A confirmation message appears and the MARC field protection is deleted.
Last modified October 18, 2022