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Import a tagged file through OLIB Web

Learn how to import a tagged file through OLIB Web.

For each file to be imported, create a new record in the Batch domain (in the Data Exchange branch of the OLIB Web menu).

The Batch Type field defaults to MARC Exchange format. Change this to OLSTF User file. The screen will change to the User Import Batch screen.

Enter a Description as this will allow you to retrieve the Import Batch for processing. Set Character Set appropriate for the data. If you wish to be notified of the success or failure of the batch – complete Email on Completion section on the Import Settings sheet.

Click the New link under the Files To Import list:

This displays the Object screen for you to link to the text file to be loaded. Set the Type field to User Import file.

Ensure that the In Database and Import Now? fields have defaulted to Yes.

Check the box against Select a new file and click the Save and Close button to display the Select Files To Attach dialog window.

Click on the Browse button, locate and select the file, and click Open. Next click on the Save and Close button to return to the Import Batch screen with the file name displayed in the Files To Import field.

 Caution: It is vital that the In Database and Import Now? fields are set to Yes for the import to work.

Click on Save and Close and then search for the Batch by its Description.

To import the records, select the Import Batch to display it in the details view:


At this stage, optionally you can click Validate Ref. Data. This compares the relevant tags in your import file with the reference data codes you have set up in OLIB. After a few moments, OLIB will show the best match for the reference data import tags below the Validate Ref. Data button:

You can alter the mapping for tags that have not matched as desired – click on the value you want to change in Reference Data Mappings. OLIB displays the following screen for you to change the mapping:

Use the Change Mapping field to display valid reference data codes that you can map to instead. Save the changes and use the breadcrumbs to navigate back to the OLSTF User Import Batch record.

When ready, proceed with the import – click the box to select the file to import in the Files To Import

field, open the Actions list and select the Process option:

A list of processing options will then be presented from which you can select “Load” and click OK.

 Caution: Prior to Service Pack 9, the initial drop-down list presents the load option instead of “Process”.

 Note: The “Validate” step will identify all the reference data in the file and provide the ability to map the values entered to formal reference data values in the system. This is equivalent to clicking the “Validate Ref. Data” button.

At this point the following message window should appear:

The actual job number will vary, but may be useful to note for support purposes if there are any problems. Click OK to acknowledge this message and return to the batch record.

If you have SQL access to the database and wish to monitor the dataload – run this query:

select borcat, count(*) from borrowers group by borcat;

After a few minutes, the import process will be complete. You can check the status of the load process by refreshing the batch record. The status of the Import File will be one of the following:

  • Loading – the import process is still running
  • Loaded – the import process has completed successfully and the valid records are now available for use
  • Failed – the import process has failed

Once the batch has loaded two further records will be found in the Files To Import field – the original linked file (with the new status), an Import Log file and a file of records that failed to import:

Prior to Service Pack 9, the summary of the load was not displayed in this field. To view the summary, click on the file and navigate to the 2nd sheet of the layout – Related Items and Control Data.

If you have set up the Alert then you will receive an email confirming success or failure and the Import Log will be attached. If you have not scheduled the Alert then go back to the batch record and click on the Import Log record.

To view the Import Log click on the link in File. The Import Log will open for review in Notepad.