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Single Record Import

Single Record Import

Overview

Single Record Import is supported in FOLIO as a less cumbersome alternative to using the Data import app for a single record.

There are two approaches:

1) Starting from Inventory, pull a MARC record into FOLIO from a designated Z39.50 target source (e.g. OCLC World Cat or Library of Congress) by using Action > Import. This will populate the record in Inventory and SRS, whether it's creating a new record or overlaying an existing record. The records are retrieved via their control number in the target system (e.g. OCLC number for WorldCat, LCCN for Library of Congress) and matched for overlay using that value.

2) Starting from OCLC Connexion or Record Manager, push a MARC record into FOLIO. This approach can create, but not overlay, a record.

Use cases for Single Record Import

  • Acquisitions creating a record in Inventory, which will then be ordered

  • Cataloging overlaying a brief or earlier version of a record with a newer version

Z39.50: target profiles

Multiple targets can be enabled in Settings > Inventory > Z39.50 target profiles:

 

The checkmark indicates if the target is enabled. Note that the OCLC WorldCat profile needs the institution's local Authentication credentials.

Library of Congress

OCLC WorldCat

Library of Congress

OCLC WorldCat

The other fields in the Z39.50 target profile settings are:

Field

Meaning

Note

Field

Meaning

Note

Name

Name

will display on UI

URL

URL[:port][/database]

e.g.

  • zcat.oclc.org/OLUCWorldCat

    • url: zcat.oclc.org

    • port: use default port (210)

    • database: OLUCWorldCat

  • z3950.library.yale.edu:7090/voyager

Authentication

syntax = username/password

  • leave blank if no auth needed

External ID query map

which "field" to search e.g. `@attr 1=12 $identifier`

  • Z39.50 Bib-1 Use attributes https://www.loc.gov/z3950/agency/bib1.html

    • e.g.

      • @attr 1=7 usually means ISBN

      • @attr 1=12 usually means Control number-local

  • not sure what `$identifier` part does

    • if leave out completely, it'll break

  • If multiple results are found, it'll use the first result

Internal ID embed path

where in Marc to store instance UUID

  • e.g.

    • 999ff$i

Job profile ID for create

which import profile(s) to use when user select Inventory → Actions → Import

  • you can choose multiple, it'll show up as a dropdown option to choose (will default to the one you set as default)

Job profile ID for update

which import profile(s) to use when user select Instance→ Actions → Overlay source bib record

  • you can choose multiple, it'll show up as a dropdown option to choose (will default to the one you set as default)

Target options

extra options to tell the target Z39.50 server what we want. Is there a list of all the options somewhere?

e.g. key:val

  • preferredRecordSyntax: usmarc

  • charset: utf-8

  • syntax: UNIMARC

External identifier type

specify what type of id in the "External ID query map"

it'll show list of IDs in the system /settings/inventory/identifierTypes

Enabled

allow user to use it?



Z39.50: creation and overlay options

In Inventory, two action menus are present: 

  1. Import. Creates the Instance and the underlying SRS MARC, based on the library's default MARC-to-Instance map.

  2. Overlay. Updates the Instance and creates an underlying SRS MARC (if Instance source is FOLIO), or updates the Instance and the SRS MARC (if Instance source is MARC).

Import - Triggered from main Inventory Action menu

Overlay - Triggered from Instance detail view Action menu

Import - Triggered from main Inventory Action menu

Overlay - Triggered from Instance detail view Action menu

When multiple targets are enabled, the user will see a popup modal to select which target to use:

The query sent to the Z39.50 server is specified in the target profile. For OCLC, the OCLC Number query template is @attr 1=1211 $identifier. That means that the searched-for identifier is substituted into the template, yielding a query such as @attr 1=1211 12345. This means the external identifier — in this case, the OCLC number — is the only value that FOLIO sends. The app will not parse out any prefix characters; whatever is entered will be sent to the Z39.50 server.

 

z39.50: Importing to create a new record

Example from OCLC WorldCat (https://www.worldcat.org/title/wolf-nation-the-life-death-and-return-of-wild-american-wolves/oclc/983201487&referer=brief_results)

Instance

SRS MARC

Instance

SRS MARC

 

Z39.50: Importing to overlay an existing record

Instance

SRS MARC

Instance

SRS MARC

 

OCLC Connexion: configuring the Connexion client to push records into FOLIO

These instructions will work for any of the current Reference Environments

See recorded demo here, starting at 1:08:30, and slide deck.

The setting to configure in Connexion is Tools -> Options -> Export -> Create a “Destination”... choose an OCLC Gateway:

1. Configure Host Name to be {folio environment}-edge.dev.folio.org where {folio environment} is one of:

  • folio-snapshot

  • folio-testing

  • folio-snapshot-load

2. The Port should be 9000

3. The Logon Id is an API key that is used to specify a system user to the edge-connexion module. For testing, you can enter this value: eyJzIjoiUkZRbEciLCJ0IjoiZGlrdSIsInUiOiJkaWt1In0= (note, this is different from what is shown in the image above). You are now ready to push records into e.g. FOLIO Snapshot from within Connexion.

NOTE: you can push whatever draft of a record you are looking at within the Connexion client.

 

OCLC Connexion: Crashing/Time-out Issue

Some libraries have had the experience where some of their users' Connexion clients crash/time out when exporting a record to FOLIO. Here are some troubleshooting tips to resolve this:

  1. Confirm that the IP of your local machine has been whitelisted by your FOLIO hosting vendor.

  2. Confirm that your local outbound firewall is not preventing Connexion from contacting FOLIO. Your FOLIO hosting vendor can provide you with the IPs to whitelist if this is the case.

  3. In Connexion, check Tools > Options > Export > Record Characteristics and set the Character Set to UTF-8 Unicode.

  4. Check for a corrupted file in Connexion -- @Robert Scheier at Holy Cross discovered that this caused the issue at their institution, and provided this fix:

If the Windows client crashes after attempting to export a record, the following procedure may help. Delete the existing Connects.ini file so the client can create a new, empty file. This file can become corrupted. All existing export destinations are deleted.  To do this:

  • Close the client.

  • Hold down the Windows key and press R to bring up the Windows Run box.

  • Type %AppData% (including both percent (%) signs) and press Enter.

  • Double-click the OCLC folder.

  • Double-click the Connex folder.

  • Scroll down and right-click Connects.ini and choose Delete (if you don't see the .ini extension, look in the 'Type' column for 'Configuration settings').

  • Start the client and create your export destination under Tools > Options > Export.

  • Export some records; they should export without a client crash.

Related OCLC Support pages:

 

OCLC Record Manager: configuration to push records into FOLIO

The instructions below are adapted for FOLIO from OCLC’s documentation at “Exporting from Record Manager”. 

In Record Manager, navigate to User Preferences > Exporting - Bibliographic Records > TCP/IP. Complete these fields in the TCP/IP settings: 

  • Host Name will be your FOLIO tenant’s edge-connexion host. Format: connexion-<tenant>.folio.ebsco.com   

  • Port Number will be: 8443 

  • Authentication - select “Login ID.” Then, fields for ID and Password will appear. 

  • ID - enter your FOLIO edge API key 

  • Password – leave this blank 

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