Import

How do I import patrons or items through FTP?

You’ll need to create a saved import. Go to the import you want and click Create Saved Import at the bottom of the window. Then you’ll need to enter a name and fill out the Settings tab with your preferences. Lastly, go to the File Source tab and select FTP or FTPS from the Protocol dropdown. Enter your FTP/FTPS server’s information.

If you don’t have your own server, COMPanion offers secure and private folders on our FTP server! If you do have your own server, make sure that it’s using up-to-date technology.

Want to check if it works? Click Test FTP Connection. From there, you can run the import whenever necessary.

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 Cataloging Equipment 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.

How do I import patron pictures?

Go to Imports and select Images > Choose File. Choose a ZIP file containing the images to be imported. If the file is larger than 50 MB, schedule an FTP import in the Saved tab. For best results, images should be approximately 186 x 240 pixels in size and either .jpg or .png format.

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.

Why isn’t my zipped or compressed file importing patron pictures?

Usually, this means the file is larger than 50mb. You need to separate the file into smaller sizes in order to import them.

Can Alexandria assign barcodes to imported patrons?

Yes, if a barcode is not included within the import file, Alexandria will automatically assign a barcode to those patrons.