Import

How do I update Patron records with a file on my computer?

First, make sure the file is tab-delimited (not a csv file).
Make sure you have a way to match the patron information with the info in the file, such as barcode, RSN (Record Sequence Number), GUID (Gobally Unique Identifier), Government ID (SSN), Community ID (Student #), or Primary Email, First Name, and Last Name (all 3).
See Patron Imports Best Practices for more information.

How do I get a file to import my patrons?

Start by exporting the necessary data from your student information system (SIS) in a tab-delimited text format. This file can be imported into Alexandria Librarian to add new patron records and update any existing patron records simultaneously.

How can I import new titles and existing copies?

There’s a tip for that!

How can I import items into Alexandria?

Go to Operations > Import and select the category of what you are importing. Upload the file from your computer, and make sure to configure the field map. Note: Marc records don’t need to be field mapped. See Import for more information.

How do I import patron pictures?

To import patron pictures, follow the 5 easy steps below:

Go to Operations > Imports
Select the Images category.
On the Imports pane, select Choose File.
Locate the patron image file on your computer and select it for import. Make sure the images are saved in one ZIP (compressed) file. If the file is larger than 50 MB, schedule an FTP import in the Saved tab. Check that each picture file name matches the patron’s barcode number and is in .png or .jpg format.
- For best results, images should be approximately 186 x 240 pixels in size
Once you have selected the ZIP file, click on Run.

For more detailed instructions and help, see Importing Images.

How do I make sure imported copies go to the right site?

Ensure that your import file has the correct site code for each copy. If a copy’s status unexpectedly changes to In Transit when bookdropped (checked in) instead of Available, it may be assigned to the wrong site.

Where do I set up the “next barcode” if I’m importing items without barcodes?

While importing items, look at the Barcode Handling section on the Settings tab. Add a Starting Item Barcode and select Always Assign New Barcodes.

Is Patron History changed or modified when updating with an import file?

If a patron’s information is updated with an import file, all of their historical information will remain on the record as-is. Historical data is only removed from a patron record if the individual patron is completely removed from the system.

This means that if you’re recycling barcode numbers, you’ll need to permanently remove the record of the patron who was previously assigned the barcode before you assign that barcode to another patron record.

What information can be updated with a patron import file?

Patron imports can be used to change any field in patron records except for the Barcode field.

Over the summer our IT department wants to add or re-add the Chromebooks and iPads to our catalog. What are the recommended methods of doing this correctly?

If you have used Alexandria or Textbook Tracker to catalog non-book items such as laptops, chargers and other technology it is a good idea to use a specific item policy or policies to manage them. In most cases you will want a title record for something like a Chromebook to include all of the copies instead of 1/1 with titles/copies.

If you are using an import file, you will need to create a title record with an ISBN first so the import setting “Title update matching” works for title and ISBN/LCCN.

Read Best Practices for Cataloging to learn how to catalog equipment in Alexandria.

If you have any questions please call Customer Support at 1-800-347-4942 to get help with importing files.