Defining and Using Data Export Profiles

Overview

The Data Export app primarily relies on two profile types:

• Field Mapping Profiles that determine what data is exported and how that data is transformed.

• Job Profiles that determine how the export jobs are executed.

When the Data Export app is installed, a set of default mapping and job profiles is automatically created. These profiles serve as:

• Ready‑to‑use export configurations

• A starting point for customization

Default profiles cannot be edited or deleted but they can be duplicated for creating custom profiles.

Custom mapping profiles provide greater flexibility by allowing users to define which data is included in an export and how it is transformed. They allow combining multiple Inventory record types into a single export using custom‑defined transformations. Unlike default profiles, custom mapping profiles can be edited or deleted as long as they are not locked. Once a custom mapping profile is locked, it becomes read‑only and can only be duplicated.

Bibliographic and Authority records can be exported directly from Inventory and MARC Authority apps, respectively. These exports use the appropriate default profiles. The Data export app enables users to export records using custom profiles by submitting a file of record UUIDs or by providing CQL statements.

Default Profiles

Default Mapping Profiles

As of the Trillium release (Spring 2026), Data export provides following default mapping profiles include:

Default Job Profiles

As of the Trillium release (Spring 2026), Data export provides following default job profiles:

Custom Profiles

Required Authorizations

To create, update and delete profiles, users must have following authorization roles:

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To lock and unlock existing profiles, users will need also additional role assigned:

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Create a Field Mapping Profile

To create a new field mapping profile, users have to go to Settings → Data export → Field mapping profiles and click New. This opens the New field mapping profile form, where users can:

• Select a record source:
  Choose either Source Record Storage (SRS) or Inventory.

  • If Source Record Storage (entire record) is selected and no underlying SRS record exists for the instance, a MARC record will be generated using the default mapping rules.

  • If Inventory is selected, users must define transformations for each field that should be included in the export.

• Enrich bibliographic data:
  Add fields from related Holdings and Item records to enrich the bibliographic record.

• Exclude fields from export:
  Specify which fields should not be included in the exported data.

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Create a Job Profile

In order to use a field mapping profile, it needs to be associated with a job profile. To create a new job profile, users have to go to Settings → Data export → Job profiles and click New. This opens the New job profile form, where users can:

• Associate the job profile with the existing mapping profile Select a record source
  
  

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In later releases the job profile will be used to support scheduling data export jobs in the UI (https://folio-org.atlassian.net/browse/UXPROD-2718)

Managing Profiles

Data export profiles include job profiles and field mapping profiles. When the Data Export app is installed, a set of default profiles is provided. These default profiles are read-only: they cannot be edited or deleted, but they can be duplicated and used as a starting point for customization.

Starting with the Trillium release, custom profiles support editing, duplication, locking, and deletion depending on their state and user permissions. Locking behavior is consistent across job profiles and field mapping profiles. Locked profiles can only be edited or unlocked by users with the appropriate authorization.

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Users without the required authorization can view and duplicate a locked profiles but cannot modify or delete them.

Editing and Locking Profiles

Field mapping and job profiles can be edited as long as they are not locked. Locking and unlocking a profile requires special authorization.

• Unlocked profiles
  Users can edit, duplicate, or delete unlocked profiles.

• Locked profiles
  Only users with the appropriate authorization can edit or unlock a locked profile. Other users can view and duplicate the profile but cannot modify or delete it.

Deletion Behavior

Field mapping and job profiles can be deleted as long as they are not locked. Deletion behavior differs slightly between job profiles and field mapping profiles:

• Job profiles
  If a job profile is deleted after being used in data export:

  • Export files generated with that profile are no longer available for download.

  • The profile name in historical records is suffixed with “(deleted)”.

  Deleting a job profile does not delete any field mapping profiles associated with it.

• Field mapping profiles
  A field mapping profile that is referenced by one or more existing (not deleted) job profiles cannot be deleted.
  To delete such a field mapping profile, users must first remove or replace the references in the associated job profiles.

Editing, Locking and Deleting Job Profiles

To edit or delete an existing job profile, users navigate to Settings → Data export → Job profiles and select the desired profile. If a profile is unlocked, users can edit, delete or duplicate the profile:

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If a profile is locked, only uses with the appropriate authorization can edit or unlock it. Other users can view and duplicate the profile but cannot modify or delete it.

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If a job profile is deleted after being used in a data export:

• The export files generated using that profile are no longer available for download.

• The profile name in historical records is suffixed with “(deleted)”.

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Deleting a job profile does not delete any field mapping profile associated with that profile.

Editing, Locking and Deleting Field Mapping Profiles

The editing, locking, and deleting behavior of field mapping profiles is similar to that of job profiles. Profiles can be edited or deleted as long as they are not locked, and locking or unlocking a profile requires special authorization.

To edit or delete an existing field mapping profile, users navigate to
Settings → Data export → Field mapping profiles and select the desired profile.

• Unlocked field mapping profiles
  If a profile is unlocked, users can:

  • Edit the profile

  • Duplicate the profile

  • Delete the profile, subject to the restriction noted below

• Locked field mapping profiles
  If a profile is locked, only users with the appropriate authorization can edit or unlock it. Other users can view and duplicate the profile but cannot modify or delete it.

A field mapping profile that is referenced by one or more existing (not deleted) job profiles cannot be deleted. To delete such a field mapping profile, users must first remove or replace the references in the associated job profiles.

Exporting Data

Inventory app

All exports initiated from the Inventory app use the default export profiles. The Inventory app supports following exports in MARC format:

• Instance records by selecting records from the list of records matching search criteria and clicking Actions ->Export instances (MARC)

• A single instance record from the instance detail view by clicking Actions ->Export instance (MARC)

In addition, users can export on the Instances tab:

• In .csv format UUIDs of instances matching search criteria by clicking Actions ->Save instances UUIDs

• In .cql format, a query generated by an inventory search by clicking Actions ->Save instances CQL query

• In .csv format UUIDs of holdings records matching search criteria by clicking Actions ->Save instances UUIDs

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MARC authority app

All exports initiated from the MARC authority app use the Default authority records export job profile. The Inventory app supports following exports in MARC format:

• MARC authority records by selecting records from the list of records matching search criteria and clicking Actions ->Export selected records (CSV/MARC)

• In .csv format UUIDs of authority records matching search criteria by clicking Actions → Save authorities UUIDs

• In .cql format, a query generated by an authority records search by clicking Actions → Save authorities CQL query

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Data export app

To start the export users need to upload a file with the list of records UUIDs or a file with CQL query. Both files can be generated based on a search conducted in the Inventory app or MARC authority app.

In the Data Export app, users:

• Upload a UUID file or enter a CQL query:

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• Select a job profile

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• Files generated by export can be downloaded by clicking the file name:

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Typical Workflow

A typical workflow for configuring and using data export profiles is as follows:

1. Duplicate a default field mapping profile and customize it as needed.

2. Create a job profile and associate it with the field mapping profile.

3. Use the job profile to run exports from the Data Export app or, where applicable, from other apps such as Inventory.

4. Download the generated export files from the Data Export app.