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File Types & Content

FAQs & Help > Importing Patron Data

1. Overview     2. File Types & Content     3. Mappings     4. Matching & Updating


File Types

There are four supported import file formats – you will need to determine the most appropriate import format that is suitable for your library. With the exception of the two CASES options, which contain specific fields, the number and content of the fields can be variable.

1. CASES-21 (CSV file with all field data enclosed in double quotes).
Note: This is the export format file generated by the Victorian School’s CASES/CHESS systems using the feature Students --> Export --> Library Systems --> BiblioTECH Export.

2. Microsoft Excel (XLS file with the first row containing the field names).
Note: MS-Excel must be installed on the computer performing the Import. The data is extracted from the first worksheet in the Excel file; the fields can be in any order. The end of the data is detected by an empty row.
The Excel file type XLSX is not currently supported.

3. CSV – Comma Separated Values file.
Note: The first row must contain the field names; the fields can be in any order.

4. TAB – Tab character delimited file.
Note: The first row must contain the field names; the fields can be in any order.


File Content

The only mandatory columns in the import file are Admin-ID, Family-Name, Given-Name, Gender, Level and Group. You can however also include additional columns to be imported into BiblioTECH, and can even include columns which will not be transferred to BiblioTECH.

The actual field names do not need to match the corresponding BiblioTECH field names – the movement of data from an import column into a BiblioTECH field is controlled via a process known as mappings.

In all import files, there must not be any blank rows – the importer would interpret an empty row as the end of data entries. This means if you leave any empty rows in the middle of the data, any and all entries remaining after that row will be ignored.


Sample Import File

AdminID
FamilyName
GivenName
Gender
Group
Level
FLI001
Flintstone
Fred
MRock7
RUB001
Rubble
Barnie
MRock8
SLA010
Slate
John
MBoss11
FLI002
Flintstone
Wilma
FStone7
RUB002
Rubble
Betty
FStone8
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Copyright © 1995-2018
BiblioTECH International Pty. Ltd. ABN 79 087 036 235
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