Matching & Updating - BiblioTECH Library Management System

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Matching & Updating

FAQs & Help > Importing Patron Data

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


Auto-Matching

In order to update the correct BiblioTECH Patron’s details, the ‘matching’ process must pair up each import entry with a corresponding BiblioTECH record. For Auto-Matching, four matching methods are available:

1. Admin ID (on by default).
BiblioTECH has a AdminID field which allows you to enter a unique identifier for each Patron (the personal identifier from your local administration system – e.g. Student ID, Admin ID, Barcode, etc.).
Note: This is the most accurate matching method.

2. Full Family & Given Name (on by default).
The name of the Patron from the import file is matched with the BiblioTECH Patron’s name.

3. Full Family & First three characters of Given Name (off by default).
The family name of the Patron from the import file is matched with the BiblioTECH Family Name. However, only the first three letters of the Given Name are compared.

4. First Three characters of Full Family & Given Name (off by default).
The first three letters of both the family name and given name are compared.
Note: This is the least accurate matching method and can lead to several miss-matches.

Matching Patrons panel


Manual Matching

Once Auto-Matching has completed, there may be entries which could not be matched. This is quite common, especially at the start of the year. You will need to check the matching and manually adjust, either specifying further matches or ‘un-matching’ entries which were incorrectly matched via the Auto-Match process.


The left panel will display those imported entries that were not 'exactly' matched during the Auto-Matching process:

Blue entries indicate no match found – this does not mean that there isn't a match, just that the Auto-Matching process could not find an exact match.
Red entries indicate that multiple matches were found.

In both cases manual matching will need to be performed. Please note If an entry is not manually matched and remains on the left panel it will be ignored during the subsequent Patron update.


Matching Process
  • Matching is performed using one method at a time (i.e. the Admin ID matching process will complete before Full Name comparing starts, and so on).
  • All comparisons ignore case (i.e. Tom SAWYER would be equivalent to TOM Sawyer).
  • Any BiblioTECH Patron in a Group that contains the words 'staff', 'teacher' or 'other' will be excluded from the matching process.
  • If an import entry matches multiple BiblioTECH records, it will be marked as a duplicate and remain unmatched.
  • BiblioTECH's data is not affected until the [Update] button is clicked. Therefore, you can cancel out at any stage prior to performing the update without affecting your data.
  • If you map a field and the import file has no entry in that column, the BiblioTECH field will be cleared.
  • During the update process, if the import file entries include a Group/Level that is not defined in BiblioTECH, a new Group/Level entry will be automatically added (with default settings).
  • Existing BiblioTECH records that have been matched with import entries will be updated. Import entries flagged to be added will result in new BiblioTECH records.
  • Any BiblioTECH Patron that was un-matched with an import entry will be moved into the group $UnMatched.


Adding New Patron Records

If there are new Patron records that are not already in BiblioTECH you have the option of telling the importer to add the new record.


Updating Existing Patron Records

Once the matching process has been completed you can then begin the update within the Patrons Importer.

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+61 3 9502 3056
9am - 12pm Victorian Public School Days
913/43 Therry Street
Melbourne
Victoria 3000
Australia
+61 3 9502 3056
9am - 12pm Victorian Public School Days

913/43 Therry St, Melbourne
Victoria, Australia 3000
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BiblioTECH International Pty. Ltd. ABN 79 087 036 235
Copyright © 1995-2018
BiblioTECH International Pty. Ltd. ABN 79 087 036 235
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