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For some technical information, see: Data-import user guides.

For videos illustrating various data import scenarios, please see Data Import videos. There is a spreadsheet at the top of the folder that describes the scenario depicted in each video. If you have suggestions for other scenarios, please contact Ann-Marie Breaux.

Purpose: Data Import is the FOLIO app where users can import one or more records in batch into various FOLIO apps. Data Import can import MARC Bibliographic records to create and/or update records in the Inventory App and Source Record Storage. In 2021, support will be added for creating Orders and Invoices from MARC Bibliographic files and Invoices from EDIFACT files. Support will also be added for importing MARC Authority records,

Data import settings allow users to:

  • configure the source and structure of the import files
  • map incoming records to existing records
  • configure the type of action to be taken on import, i.e. creation of new records, updating existing records, etc.
  • define a way to transform the data in addition to mapping data to particular fields, i.e. add a value to the information to the incoming record when importing such as a proxy

Data Import Settings consist of:

  • Job Profile
  • Match Profile
  • Action Profile
  • Field Mapping Profile
  • Field Extensions
  • MARC Field Protections

Job Profile: The purpose of the Job Profile is to define the type of import at the highest level. Elements include:

  • Name (Required): Name of the job profile
  • Description: Describes the job profile to help you and others identify the profile and what the profile does
  • Accepted data type (Required): Select the format of the incoming record (MARC, Delimited, etc.)
  • Add Match and/or Action: Select the match between incoming and existing record or an action to do on import. In order to add a match and/or action, that match profile and/or action profile must already exist.
  • Tags: can be assigned to job profiles and then used as filters
  • Jobs using this profile: displays the most recent import jobs that used this particular job profile

Match Profile: The purpose of the Match Profile is to define the match between an incoming record and existing record. Match Profiles are associated with Job Profiles and can be used for multiple Job Profiles. Actions and Field Mappings associated with match profiles must already exist. Elements include:

  • Name (Required): Name of the match profile
  • Description: Describes the match profile to help you and others identify what it and what the match does
  • Details: Select the format of the existing record used to match to the incoming record
  • Match Criteria: Select the field to match on the incoming and the corresponding field to match on in the existing record
  • Associated Job profiles: When a job profile requires a match profile, that job profile will show in the Associated job profiles section of the match profile. A match profile can be associated with multiple job profiles. The relationship to a job profile can only be edited in the job profile, not in the match profile. If a match profile is edited, those edits are reflected in all job profiles where the action profile is used.
  • Tags: can be assigned to match profiles and then used as filters

Action Profile: The purpose of the Action Profile is define specific actions to take on import with the incoming records and/or existing records. Field Mappings associated with action profiles must already exist. Elements include:

  • Name (Required): Name of the action profile
  • Description: Describes the action profile to help you and others identify what it and what the action does
  • Details
    • Action (Required): There are 4 actions:
      • Create: Used for all record types
      • Update: Used for all record types except Orders
      • Modify: Used only for MARC
    • FOLIO Record Type (Required): Select the FOLIO record type that will result from the action selected. Records available include:
      • FOLIO Instance
      • FOLIO Holdings
      • FOLIO Item
      • FOLIO Order (purchase order and purchase order lines)
      • FOLIO Invoice (invoice and invoice lines)
      • MARC Bibliographic in Source Record Storage
      • MARC Holdings in Source Record Storage
      • MARC Authority in Source Record Storage
  • Associated Field Mapping profile: Select the field mapping profile to associate with this action 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.
  • Associated Job profiles: When a Job profile requires an action profile, that job profile will show in the Associated job profiles section of the action profile. An action profile can be associated with multiple job profiles. The relationship to a job profile can only be edited in the job profile, not in the action profile. If an action profile is edited, those edits are reflected in all job profiles where the action profile is used
  • Tags: can be assigned to action profiles and then used as filters

Field Mapping Profile: The purpose of the Field Mapping Profile is to map fields of the incoming record to FOLIO according to the actions associated with that field mapping. Elements include:

  • Name (Required): Name of the field mapping profile
  • Incoming Record Type (Required): Select the format of the incoming record
    • MARC Bibliographic
    • MARC Holdings
    • MARC Authority
    • EDIFACT
  • FOLIO Record Type (Required): Select the format of the existing record in FOLIO
    • FOLIO Instance
    • FOLIO Holdings
    • FOLIO Item
    • FOLIO Order (purchase order and purchase order lines)
    • FOLIO Invoice (invoice and invoice lines)
    • MARC Bibliographic in Source Record Storage
    • MARC Holdings in Source Record Storage
    • MARC Authority in Source Record Storage
  • Description: Describes the field mapping profile to help you and others identify what it and what the mapping does
  • Field mapping details: Depending on the FOLIO record type selected, the details section of the field mapping profile will vary. 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. (add detail for individual record types)
  • Associated Action profiles: Select the action profile to associate with this field mapping profile. This action profile must already exist to link to it. A field mapping profile can be linked to multiple action profiles. If a field mapping profile is edited, those edits are reflected in all action and job profiles where the field mapping profile is used.
  • Tags: can be assigned to field mapping profiles and then used as filters

File Extensions: The purpose of File Extensions is to configure which file formats are allowed for import and which are blocked and cannot be imported. If a file has an extension that is NOT in the list, the file can be uploaded and import can be attempted. If problems with the file structure or data, the import fails, and that is reflected in the Data import log. When creating a new file extension, elements include:

  • Description: Describes the file extension to help you and others identify what it is
  • File extension (Required): Enter the suffix to the name of the file format and include the period, i.e. .jpg, .jpeg, .mrc, .mrk
  • Block Import: Check off the box if you want to block the import for the file extension
  • Data Type(s) (Required when imports are not blocked for a particular file extension): Select the data format type.
    • MARC
    • Delimited
    • EDIFACT

File extensions will display the following elements in Settings/Data Import/File Extensions:

  • Extension: Displays the suffix with period of the file extension
  • Block Import: Displays "allow" or "blocked" to indicate how file extension was configured for import
  • Data Type(s): Displays the file type selected
  • Updated: Displays the date when the file extension was last modified
  • Updated By: Displays the user who last modified the file extension

MARC Field Protection and Overriding field protections: (needs details added - summary here, then add a new page with details)

Updating individual fields in MARC records: (needs details added - summary here, then add a new page with details)

MARC Modifications: (needs details added - summary here, then add a new page with details)

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