Import Field Mapping

Learn how to map fields for import.

Patron Fields

Item Fields

Textbook Fields

Alexandria and Textbook Tracker support importing tab-delimited files. You can either set up the data with special headers to specify what the column is, or you can use field mapping on the import window to line up your columns with the Alexandria data.

Alexandria also supports importing item records in MARC and MicroLIF formats; these formats do not require headers or field mapping.

The easiest way to get Alexandria headers is to first perform an export with all of the fields you need. This will give you a pre-formatted file that you can then edit for import.

Field Mapping

For valid import files with headers, Alexandria will automatically sort, organize, and match the information to the correct, specified fields. If the import file is missing a header—such as when you’ve received data from an outside source—it will not be recognized. The relationships between fields and attributes of different names and types may not match and have to be mapped. Alexandria will require you to set your patron and item field mapping in order to proceed.

Field Mapping is required for all tab-delimited import files that do not have a header.

Use the Field Mapping dialog to specify where to import the data by mapping the fields in your database to the fields in the source data you’re importing. Data from the import file is shown on the left of the window, and Alexandria or Textbook Tracker field names are shown on the right.

Data is imported in sequential order; use the up and down arrows to correctly align the fields of the import file. Click on the icon on the left of a field to have it included in the import (a green checkmark) or not included (red X).

When you’ve finished matching Alexandria fields to the information in your file, click Set.

If you have a patron with a combined first and last name (one that has not been separated by tab delimitation), use the Patron Full Name field to split the name into First and Last Name during import.

FTP Field Mapping

When you use FTP, you can’t specify the mapping for an unknown file, so you must set the mapping beforehand. We highly recommend using Alexandria headers. Field mapping is required for all files that do not have headers. In the File Source tab of the Import window, use the Field Mapping to order the Alexandria fields to match the fields in your import file.

Import Tab-Delimited Records

About Computerized Records

Tab-Delimited Records

A very common method of exchanging record information between programs is the tab-delimited ASCII file. In the tab-delimited format, fields are separated by the <tab> control character and the end of the record contains the <return> control character.

John <tab> Smith <return>
Bill <tab> Jones <return>
My First Name <tab> My Last Name <return>

Using tab-delimited patron import files, you can transfer information about patrons stored in other computer systems. For example, a school can use this capability to transfer student information from the school administration computer system into Alexandria (or transfer library information back to the administration system).

Tab-Delimited Import File Format

In Alexandria, we’ve enhanced the tab-delimited format by adding special information on the first line of the file, used to interpret the data in the file. This first line is called a header because it’s at the head (or beginning) of the file. The header allows programs to figure out where the data in the file belongs. Alexandria headers look like this:

###*FileCode/FieldCode/FieldCode/FieldCode/ <return>

The ###* doesn’t mean anything, but it is a rather unusual character combination, unlikely to be found at the beginning of most files. If Alexandria discovers ###* at the beginning of a file, it assumes that the file is in a familiar format.

The Field Code numbers (shown above, such as 1000 for patron barcode) don’t have any special meaning other than acting as unique identifiers for each of the fields that can be imported or exported.

The header is optional. If it’s present, Alexandria will automatically sort and organize the information and place it into the correct, specified fields. If there is no header, Alexandria displays a Field Mapping window, which allows you to specify the order and type of data getting imported. A header is automatically created for all export files.

Since the header is automatically created on export, the information can be transferred to another copy of Alexandria and automatically imported without the user knowing anything about the file structure. This makes it easy for central administrators to transfer information to Alexandria operators. In order to be consistent, Alexandria assumes that the first line of any import file is a header. However, it only knows how to process headers in the format stated above.

Some fields allow multiple lines of information (such as patron notes). Any <return> located in a field is converted into the ‘\’ character on export and on import, the ‘\’ character is restored to a <return>. Generally, you don’t need to know about this; however, if you were to examine an exported file, you’d see these characters. Also, if you wanted to add a <return> into a file that is getting imported, you can use the ‘\’ character to make it happen.

Import File Example

A sample patron import or export file might look like this:

###*PT01/1000/1007/1006/ <return>
1100000 <tab> Bill <tab> Smith <return>
1100001 <tab> John <tab> Jones <return>

In the example above, the header field codes “1000, 1007, 1006” specify that the fields are ordered by barcode, first name, and last name. An item record will be in a similar format, except that different field codes are used and different types of field information are entered (e.g. title or author of the item).

A simple way to study these formats is to export a few records, then examine the export file with a text editor.

Importing Transaction Scripts

Transaction scripts are used to enter transactions using text files rather than typing them in manually. Portable barcode readers create transaction files for import into Alexandria. Transaction files can be imported by dropping them onto the Circulation window if they have a recognized header. When Alexandria is asked to import files with these headers, it will think it’s a transaction file and start processing the contents as transactions.

Import Files from Vendors

Librarians frequently ask us what type of records they should receive and what type of barcode they should use when filling out book order forms from vendors.

Although this can be situational depending on the particulars of your environment, the general response is:

• For MARC records, choose whichever option lists 852 holdings.
• For barcode symbology, choose “3 of 9” or “code 39” with no mods and no check-digits.

Deleting Information with an Import

You can delete information from existing patron, title, or copy records with an import, just as you can add and update information. To do this, simply type %%DELETE%% into the field you want to delete in your import file. When the file is imported, the information in that field will be removed from the existing record. Required fields—last name, title, barcode—can’t be removed with %%DELETE%%.

Blank information never replaces existing information (unless you are using the ‘Replace MARC Records on Title Match’); to remove data, use the %%DELETE%% command as described above.

Patron Fields

When importing patron records, Alexandria looks for a header that contains a file designation of PT01 to specify patron information.

#Limit designates the character limit of that field.

Item Fields

While importing, Alexandria looks for a header that contains a file designation of FT01 to specify item information.

Textbook Fields

While importing, Textbook Tracker looks for a header that contains a file designation of TT01 to specify textbook information.

#Limit is the character limit for that field.

Study Program Fields

You can use an import to update study program information in MARC tags for titles already in your collection.

• See also: Import Titles: Add or Update
• And Field Mapping above

You probably wont have any trouble importing MARC or MicroLIF records provided to you by a vendor or data services company, but importing your own data may be a bit more complicated. Alexandria uses the import header to match the imported data to the correct fields. If your import file does not have a header, however, you will need to map your fields. This is crucial to ensuring that your data is imported correctly. 

Go through each tab above to see examples of how to format your tab-delimited file and map your fields to correctly import study program data.

0439678137      Gregor the Overlander      Accelerated Reader      MG      4.8      8.0     71754

526_aAccelerated Reader_bMG_c4.8_d8.0_z71754^

9780142301937      Rapunzel      Reading Counts      K      3.8      2.0

526_aReading Counts_c3.8_d2.0^

9780060835248      Scary Stories 3      BR      680

521_aBR680_bLexile^

0439531640      Inkheart      5.4

521_a5.4_bGuidedReading^

0689500297      The Grey King      6.2

521_a6.2_bFountas and Pinnell^

Have questions? Reach out to our stellar support team at (800) 347-4942 · support@companioncorp.com for help!