MARC Field Mapping Profiles

Required fields when creating records

The field mapping profile screen does not indicate which fields are required in various record types. If a field mapping profile is being used to update a record, the updates may not apply to required fields, so we have opted not to indicate them. If a field mapping profile is used to create a new Inventory record, ensure these required fields are mapped, either with values from the incoming records or defaults.

• Instance records (Note: these fields will be mapped automatically from the MARC Bibliographic record, based on in the library's default MARC-to-Instance map)

  • Resource title

  • Resource type

• Holdings records

  • Permanent location

• Item records

  • Permanent loan type

  • Material type

  • Status (Note: Not all item statuses can be created or updated via Data Import. This is controlled partly by which statuses appear in the drop down list in the field mapping profile, and partly by logic that is invoked when Data import is updating an item record.)

How to map static/default data or data from a drop-down list into a FOLIO field. 

To map static, or default, data into a FOLIO field, wrap the data in quotation marks.

For example, to create a holding that doesn't yet have a call number, you could enter "Needs call number" into the call number field of a mapping profile.

To map data from one of the drop down lists into a FOLIO field, just select the item from the drop list and the appropriate text will be copied into the field for you. When you do that, you'll notice that FOLIO puts quotation marks around the data from the drop-down list.

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Did a drop-down value change?

If you use data from a drop down list and that information changes (e.g. a location gets renamed), you will need to manually update the profile to reflect the new name. It is not automatically updated.

Mapping data from a MARC field into a FOLIO field

To map data from a MARC field into a FOLIO field use the syntax: field$subfield. For instance, enter 856$u into the Electronic Access URI field of a FOLIO holdings mapping profile.

You can insert a space between MARC data being mapped into a field. You could enter 090$a “ “ 090$b into the call number field of the mapping profile to put a space between the values in the 090$a and 090$b. You must include a space between the subfields and the quotation marks.

Use "Else" syntax to map MARC value only if value exists, if not map a static value

To map either data from a MARC field or a static value into a FOLIO field, depending on whether the value exists in the MARC use the else syntax. For instance 980$a; else "1"

You can create a complex chain of elses if needed. For instance you could enter 090$a “ “ 090$b; else 050$a ” “ 050$b; else “Needs call number” into the call number field of the mapping profile.

Put your "default" value at the end

If you chain together several "elses" in one mapping, any default value (the one in quotation marks) must always be the last value in the chain. 

Use "Else" syntax to map MARC location in the Holdings record only if value exists, if not map another existing location

When using “else” to map the permanent location in the holdings record, remember to use the location name and code in parentheses. Below is an example using the 852$b. 852$b; else "General Stacks (GEN)"

Removing existing values from records with data import

To remove an existing value from the records you are acting on, enter ###REMOVE### into the field. For instance, to remove a temporary location, enter ###REMOVE### into the temporary location field in your mapping profile.

Mapping a date into a data picker field

Date picker fields are the fields that look like calendars, like this (for "Cataloged date" on an Instance record):

When mapping into these fields, you can enter ###TODAY### to input the current day, or select a date from the calendar drop-down, or enter a MARC field mapping.

If using a date from a MARC subfield, the date must be in standard FOLIO format (YYYY-MM-DD)

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Mapping a repeatable field

• For repeatable fields, the user must select one of four options for how the field mapping data will act during the import:

  • Add these to existing: When creating a record, all mapped values will be added to the field. When updating a record, all existing values will be retained, and all newly-mapped values will be added.

  • Delete all existing values: When creating a record, this action has no effect. When updating a record, all existing values will be removed, and none will be added.

  • Delete all existing values and add these: When creating a record, all newly-mapped values will be added. When updating a record, all existing values will be deleted, and then all newly-mapped values will be added. If there are no new values on the incoming record, any values in the existing record will be retained.

  • Find and remove these: When creating a record, this action has no effect. When updating a record, if the mapped value exists, it will be removed from the field. No new values will be added. 

Validation in MARC field mapping profiles

Inventory field mapping profiles that are used for importing MARC files have validation to ensure that the entered data is an accurate MARC field, a valid default value in quotation marks (if the field is validated), a free-text default value in quotation marks (if the field is not validated), a special mapping value, or a combination of the above. If a user enters invalid values or syntax, they will see a message such as Non-MARC value must use quotation marks or Please correct the syntax to continue. The user will be unable to save the field mapping profile until the error is corrected.

Restrictions on Item Statuses when Creating Item Records

In the Data Import Field mapping profile for Inventory Item records, some item statuses are restricted, and cannot be assigned.

The following statuses can be assigned via Data Import, when the Item action is Create: 

• Available

• In process

• In process (non-requestable)

• In transit

• Intellectual item

• Long missing

• Missing

• On order

• Order closed

• Restricted

• Unavailable

• Unknown

• Withdrawn

The following statuses cannot be assigned via Data Import: 

• Aged to lost

• Awaiting delivery

• Awaiting pickup

• Checked out

• Claimed returned

• Declared lost

• Paged

When the item action is Update, if the existing Item record has any of the following statuses, the status will not be updated via Data Import. Any other fields in the item record will be updated, but the status field will be skipped, and an error returned to the Data Import log.

• Aged to lost

• Awaiting delivery

• Awaiting pickup

• Checked out

• Claimed returned

• Declared lost

• Paged

This is an example of what the error looks like: