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    360 Core: Library-Specific Holdings: Updating Your Library-Specific Holdings Database

    • Product: 360 Core Client Center

    How can I update my library-specific-holdings database in the Client Center?

    The following steps are used to change current holdings in, or add multiple holdings to, a library-specific database (also called library-managed holdings).

    If you want to temporarily change the status of several holdings (for example, changing some to "Not Tracked" rather than completely deleting them from the database), use the procedure for including select titles.

    If you have just created a new library-specific database, follow the instructions in Uploading Multiple Titles to a New Library-Specific Holdings Database.

    If you want to add one or just a few titles to a library-specific database, follow the instruction for Adding Individual Titles to Your Library-Specific Holdings Database.

    1. Click on the number of titles for your library-specific holdings database, either from the Data Management home page or from the Titles link in the left-side navigation tree:



    2. If you want to edit a particular title, click the name of the title, and you'll go to the Holdings Details page for that title, where you can make your edits (including deleting a title/holding). Alternatively, if you want to change or add multiple holdings, continue with these instructions.

    3. On the Database Details page, click on the Download Titles button in the right side of the header.


      Although some clients prefer to upload their own spreadsheets rather than first downloading the titles file from within the Client Center, this usually creates more problems than it solves, due to the specific formatting requirements of the changed titles file during upload. However, if you need to use your own spreadsheet, follow the instructions for creating an Excel template.

    4. Save this text file to your computer.

    5. The file is a text document with columns provided (data is separated by tabs). You can enter your data into the file using any kind of text editor; if you do that, skip to Step 6 below.

    6. Alternatively, if you prefer to enter your data in a spreadsheet, you can open a spreadsheet application, such as Microsoft Excel, and open your text file from within the application. (You may need to change "Files of type " to All Files in order to see the text file.)

      If you use Excel, it will start the Text Import Wizard. Accept all the default suggestions (i.e., it's a delimited file, importing from row 1, and the delimiter is a Tab), until you get to the step that allows you to select the data format for each column. Here you need to change the default for the first column -- Title -- to Text format. The remaining columns may stay as General:

      Excel Text Import Wizard

    7. When you add new titles to the file, each title gets its own row (line), with the different columns available for all the information about that title. The only column that must be filled is the Title column, and (if your library uses the 360 Core: eBooks service) the Type column. If you want your patrons to be able to click directly from a title to the resource itself, you'll also need to provide a Default URL.

      If you want to remove titles, delete the containing row.

    8. The Type column show up in the spreadsheet template unless you use the 360 Core: eBooks service. If you do use the eBooks service, the Type column should contain either "Journal" or "Book." If your library does not use the eBooks service, and you choose to create your own spreadsheet rather than use the templates provided, please do not include a column for Type as this will cause an error in the upload process.

      If you want to add titles with Chinese (Simplified or Traditional), Japanese, or Korean characters, you may use the two right-most columns (Language ID and Alphabetization) to indicate how the titles should be sorted. See Chinese, Japanese, and Korean Alphabetization in LMH Databases for details.

      If you choose to add dates in the Coverage Dates or Publication Dates columns, they must conform to the valid date formats, or link resolvers (like 360 Link) will not recognize the dates, and overlap analysis results will be inaccurate.

    9. After adding or removing titles, Save the file as a text document (.txt) again.

      NOTE: If your file contains any titles that have non-Latin characters, you must save the file as a Unicode text document (.txt).

      Excel - Save As - Unicode Text

    10. On the Database Details page, click Upload Titles.

    11. Browse to the file you wish to upload.

    12. Before uploading, notice that there is an Overwrite Existing checkbox below the File To Upload field. The box is selected by default, meaning your newly uploaded file will automatically overwrite any existing files. If you do not want it to overwrite, but rather be added to any existing files, uncheck this box.

      If you are deleting titles, make sure the box is checked.


    13. Once you have selected the file, click Upload on the right side of the header.


    14. You will see a pop-up window confirming that the file has been uploaded. Please note that this does not necessarily mean that the file has been successfully imported. Click OK.

    15. Shortly following the pop-up, you will receive an email message confirming that receipt of your files. The message will inform you if errors have occurred. Proceed to the next step: Viewing Your Upload Status.

    • Date Created: 9-Feb-2014
    • Last Edited Date: 17-Jun-2022
    • Old Article Number: 7124