Patron Records - BiblioTECH Library Management System

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Patron Records
Patron Manager provides two methods of maintaining patron records:

1. Manual updating using the Patron TAB, or
2. Importing information from a file.

Importing information from a file is ideal for adding and/or updating a large number of Patron records in a semi-automated manner.


The Importer

  • Reads patron information from a file.
  • Maintains ‘mappings’ which identify which import fields should be placed into identified BiblioTECH fields.
  • Uses the mappings to display how the imported information will be interpreted.
  • Performs matching of imported records to BiblioTECH Patron records and updates those matched records.
  • Moves un-matched BT8 Patrons into the group $UnMatched (except those in groups containing staff, teachers, or other).


Obtaining the Import File/s

Almost every site implements an administration system that maintains a list of people (e.g. in Victoria, Government schools use the CASES system). These systems are able to export a list of people with relevant details. The Librarian would need to arrange with their Administration and/or Office staff to prepare the file by exporting the relevant information from the Administration system.


Backup

The Patron Import facility will perform a significant update to the library system data. Therefore it is highly recommended that a backup is performed prior to commencing the process.



Opening the Importer
1. In Patrons Manager, select the menu  File --> Import/Update Patrons.
2. Select the target import file.
3. If a mapping exists for that file type it will be displayed on the left-hand panel. If this needs adjusting, click on Adjust and alter as necessary.
4. The first record in the file (as interpreted using the mapping) will be displayed in the centre panel.
5. Select the desired matching methods (most libraries use the default values but all fields are configurable).
6. Once you're satisfied that all mappings are correct click on Auto-Match to begin the process.


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




Mappings

A field 'Mapping' defines how import information is transferred from your files into the corresponding BiblioTECH fields.

Default mappings for the two CASES/CHESS file types are created during the BiblioTECH installation. For the other three file types you will need to establish a mapping before they can be imported. You can edit any mapping as required and BiblioTECH will remember that mapping definition for each file type the next time you import a file.

For libraries that wish to use their Administrative ID as a library Barcode, the mappings should be modified so that the AdminID field is imported into both the BiblioTECH AdminID and Barcode fields.

The column names do not have to be the same as the BiblioTECH field names – they can be anything as long as the actual column name is mapped to the appropriate BiblioTECH field. The importer performs its data allocation based on column names and the mapping, so column order is unimportant. This means the data does not need to be sorted in any particular Patron order.


Creating and/or modifying the Mappings



  1. Click Adjust in the Patron Import window, section B, to open the BT Field Mappings window.
  2. Drag and drop fields from the Import File Fields section of the window into the appropriate BiblioTECH Field Mappings field.
  3. Click Save when finished.
  4. Complete your Patron Import when ready.
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