Data Import

Owned by Ann-Marie Breaux (Deactivated)
Last updated: Sep 13, 2024 by Jennifer Eustis
3 min read

Data Import is the FOLIO App where users can import one or more records in batch to create and/or update records in different FOLIO apps.

Data Import has two main pieces: the App landing page, and the Settings area. Some of these features are only visible and/or functional for those with the appropriate permissions. This is particularly true for the Delete permission.

Landing Page

  • Allows to upload a file that is to be imported. This can be down using the “Browse” or by dragging and dropping the file into the upload section

  • Select a specific import called a job profile

  • Run an import or job profile

  • See a brief view of job profiles (imports) currently running

  • See a brief view of logs of previously run job profiles (imports): This view does not include the logs for Inventory single record imports and overlays

  • Click Actions menu

    • To View All Logs: This view includes all logs including the Inventory single record imports and overlays.

      • When Viewing All Logs, there is the ability to filter by:

        • Keyword (ID, File name)

        • Errors in import

        • Date

        • Job Profile name

        • User

        • Include or exclude Inventory single record imports (single record import and overlay)

    • To Delete selected logs

  • Ability to sort columns

Settings Area

  • View profiles

  • Create, edit, duplicate or delete profiles

  • Create, edit, delete File Extensions

  • Create, edit, delete MARC field protections

In Settings/Data Import, file extensions is a list of those files with extensions that can be imported. For example, if the list includes .dat as Allow import for the MARC data type, then any file name with this extension can be uploaded and imported using a job profile.

The MARC field protection is a list of system and user defined MARC fields that have information that needs to be protected when a record is updated or edited. For example, many institutions have gift notes in the MARC field 541 and this information needs to be preserved in the record when it is edited or updated.

System/Default Settings

The MARC field protections comes with the System defaults of the 001 (for the FOLIO Instance HRID or Human Readable IDentifier) and the 999 f f (for the Source Record Storage record UUID in the $s and the FOLIO Instance UUID in the $i).

These profiles can be edited and duplicated. If edited, there is no way to revert to the system defaults. It is better to Duplicate a field mapping profile for an incoming EDIFACT invoice record type.

  • EDIFACT field mapping profiles

  • Default - Create instance action profile

  • Default - Create instance and SRS MARC Bib job profile

  • Default - Create SRS MARC Authority job profile

These profiles cannot be edited. You can only duplicate this system profile:

  • CREATE MARC Authority field mapping profile

  • Inventory Single Record - Default Create Instance field mapping & action profiles

  • Inventory Single Record - Default Update Instance field mapping & action profiles

  • Inventory Single Record - Default Update MARC Bib field mapping & action profiles

  • quickMARC Derive - Create Inventory Instance field mapping & action profiles

  • Inventory Single Record - Default match for existing SRS record match profile

  • Inventory Single Record - Default match for no SRS record match profile

  • Inventory Single Record - Default Create Instance job profile

  • Inventory Single Record - Default Update Instance job profile

These profiles cannot be edited or duplicated:

  • quickMARC - Create MARC holdings and inventory holdings field mapping profile

  • quickMARC Derive - Create Inventory Holdings

  • Default - Create MARC Authority action profile

  • Default - Create MARC holdings action profile

  • quickMARC - Create Holdings and SRS MARC Holdings job profile

  • quickMARC - Derive a new SRS MARC Bib and Instance job profile

 

 

Supported Record Types

Record types that can be created include:

  • FOLIO Inventory App

    • FOLIO instances

    • FOLIO holdings

    • FOLIO items

  • FOLIO MARC Authority App

    • MARC 21 Authorities (Saved in Source Record Storage)

  • FOLIO Invoices App

    • FOLIO Invoices and Invoices Lines (EDIFACT)

  • FOLIO Orders App

    • FOLIO Orders and Purchase Order Lines

  • Source Record Storage

    • Source Record Storage MARC Bibliographic records

    • Source Record Storage MARC Holdings records

Of those record types, these cannot be updated:

  • FOLIO Invoices and Invoice Lines (EDIFACT)

  • FOLIO Orders and Purchase Order Lines

  • Source Record Storage MARC Holdings records

 

Reference documents

Data Import Functionality Implementation Table

Recommended Maximum File Sizes and Configuration (Not Current)

FOLIO Production Library Import Statistics (Not Current)

Technical references:

Technical information from Folijet team: Data-import user guides

Data import flow descriptions (very technical): Flow descriptions