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

Purpose: Data Import is the FOLIO app where users can import one or more records in batch into various FOLIO apps. Data Import can create and/or update records in the Inventory App, Orders App, Users App, or Source Record Storage. 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

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.

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

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
      • Combine: Used for all record types except Orders
      • Modify: Used only for MARC
      • Replace: Used for all record types except Orders and Invoices
    • 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
      • FOLIO Invoice
      • MARC Bibliographic in Source Record Storage and MarcCat
      • MARC Holdings in Source Record Storage and MarcCat
      • MARC Authority in Source Record Storage and MarcCat
  • Associated Field Mapping: Select the field mapping. This field mapping must already exist to link to it.

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
    • Delimited
    • Static value
  • Folio Record Type (Required): Select the format of the existing record in FOLIO
    • FOLIO Instance
    • FOLIO Holdings
    • FOLIO Item
    • FOLIO Order
    • FOLIO Invoice
    • MARC Bibliographic in Source Record Storage and MarcCat
    • MARC Holdings in Source Record Storage and MarcCat
    • MARC Authority in Source Record Storage and MarcCat
  • Description: Describes the field mapping profile to help you and others identify what it and what the mapping does

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. 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): 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
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