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    360 Core: Offline Date and Status Editor for Updating Numerous Holdings at One Time

    • Product: 360 Core Client Center

    What do I do when there are many titles in a database that I want to update in my Client Center profile all at once, rather than having to update them manually?

    The Client Center's Offline Date and Status Editor (ODSE) allows you to quickly update title status, custom date information, and more for your library's subscribed titles. Using the following steps, you can download title lists from any of your subscribed databases, edit that data offline, and reload it into the system.

    If you only have a few titles for which you want to change the date or status, it will probably be easier to do it right from the Database Titles list.

    ODSE Update Procedure

    Confirm the following prerequisites and proceed to Step 1 if your libraries do not prefer to work with a list of titles provided by a content provider (vendor); otherwise, see Using a List of Titles Provided by the Content Provider:

    • You have View/Edit access to the Data Management system in the Client Center; and

    • Your chosen database has been made "selectable" -- that is, on the Database Details page for that database, you have selected the checkbox that says, "We subscribe to only some of the titles in this database." You can find instructions here. Please contact Library Support (using the Contact Us menu) if you have questions.

      • Making a database selectable is only needed for ODSE if you need to update the subscription status of titles. Making a database selectable is not required when you need only to edit custom dates, custom URL, notes fields, and so forth.

      • Once you make a database selectable, the database will no longer be automatically updated when the provider adds titles to the database. Because of this, you will need to manually add these titles as you subscribe to them.

    To update many titles using the ODSE:
    1. From the Data Management home page, find the appropriate database and select its Titles link:

      Data Management - Selected Titles

    2. On the Database Details page, use the Filter By options at the top of the list to view the list you plan to download, and select Apply:

      Filter Titles

    3. Select Download on the upper-right:

      Download file

      For a database that has its status set to Not Tracked, you can download a list of its titles, but you cannot update and then reload its titles.

      If there are more than 65,000 titles in the database, you will see a pop-up message asking you to choose how you want to download your titles:

      360 Core: ODSE - download more than 65000 titles
      1. If you choose Download All, the file will contain all titles no matter how many there are. Be advised that this may make the file too large to open in some programs, such as older versions of Microsoft Excel.

      2. If you want to download a file with only 65,000 titles (for example, if you need to open the file in an older version of Excel), choose which group of 65,000 titles you want (for example, 1 to 65,000), and click Download Selected. Then after you download the file, come back to this page and download the next batch of 65,000 titles.

        You cannot download a large number of titles in batches of less than 65,000.

      After making your choice, you will get a dialog box to either open the .txt file or save it. Save the file to your computer, so that the next steps will work properly.

    4. After you have saved that file, open Microsoft Excel (or a similar spreadsheet application). From within Excel, open the file you just saved, using the File menu. (You may need to change "Files of type " to All Files in order to see the text file.) This opens the Text Import Wizard, which you need to use to handle this text file. Please note that the only way to get to the Text Import Wizard is to open Excel first, and open your file within Excel.
    5. If you use Excel, it will start the Text Import Wizard. Accept all the default suggestions (in other words, it's a delimited file, importing from row 1, and the delimiter is a Tab), until you get to Step 3 of 3.
    6. In the scrolling window at the bottom of the Step 3 of 3 of the Wizard, use the scroll bar (slider) on the right to scroll down until you see the word "Title" in the first column:

      Text Import Wizard Step 3

      Then click the second column, which is titled "ISSN/ISBN," and then select Text in the Column data format box above.

      Text Import Wizard Step 3 - ISSN/ISBN

    7. Use the scroll bar on the bottom to scroll right until you see the two columns titled "Custom Date From" and "Custom Date To":

      Text Import Wizard Step 3, Dates

      Select those columns (you can shift-click to do them at the same time), and then change the Column data format in both of those to Text. Click Finish in the lower right corner.

    8. Here is an example of how your file will look:

      ODSE Import Template

      You may ignore or delete the rows that begin with (**). The import tool (in step 11 below) ignores this information.

      The upload tool does require having a row (row 15 in the example above) with the below required column headers, in this order, spelled this way:

      • Title

      • ISSN/ISBN

      • Type

      • Status

      • Default Dates

      • Custom Date From

      • Custom Date To

      • Title Id

      We strongly recommend including "Display In" columns for each of your public services, with a value of "yes" for each row (without quotation marks).

       

      If the Display In columns are not included in your upload file, the Display In checkboxes will be un-checked by the system, suppressing discovery of each holding listed in the upload file.

       

      Examples of Display In columns include:

       

      • Display In 360 MARC Updates* (must be "yes" or "no", without quotation marks)
         
      • Display In 360 Link* (must be "yes" or "no", without quotation marks)
         
      • Display In 360 Search* (must be "yes" or "no", without quotation marks)
         
      • Display In 360 Core* (must be "yes" or "no", without quotation marks)

       

      These will vary for each library, depending on the services subscribed.

    9. Make any necessary adjustments to the information about the titles. Only some of the fields can be edited; attempting to edit other fields could result in an error. Editable fields are the following:

      • Status (required field; see options below)

      • Custom Date From (see required format below)

      • Custom Date To (see required format below)

      • Public Note (maximum 500 characters)

      • Display Public Note (must be "yes" or "no", without quotation marks)

      • Location Note (maximum 500 characters)

      • Display Location Note (must be "yes" or "no", without quotation marks)

      • Custom URL (maximum 500 characters, and must be proper html)

      • Display In 360 MARC Updates* (must be "yes" or "no", without quotation marks)

      • Display In 360 Link* (must be "yes" or "no", without quotation marks)

      • Display In 360 Search* (must be "yes" or "no", without quotation marks)

      • Display In 360 Core* (must be "yes" or "no", without quotation marks)

      The Display In fields will be included in the downloaded title list if you have selected the Title Coverage checkbox on the Database Details Page, indicating that you subscribe to only some of the titles.If you are downloading the title list from Client Center from a database that has been made title selectable, the "Display In" field should be populated by default with "yes".

       

      If you are creating your own ODSE spreadsheet with "Display In" columns and leave them blank, or if you omit "Display In" columns from the file altogether, the system will treat the Display In value as a "no" for each holding.

      The following fields that must be populated and cannot be left empty:

      • Title

      • Type ("Journal" or "Book", without quotation marks)

      • Status

      Most fields have certain restrictions, and the system will only accept the file if you follow these restrictions. Some of those restrictions are in the list above; the rest are explained here:

      • All – All fields must be in English, except for those titles already in a language other than English, and any Notes fields.

      • Status – The options available for the Status field depend on whether you subscribe to 360 Core or 360 Resource Manager:

        • 360 Core:

          • Not Tracked

          • Subscribed

          • Under Review

          • From Consortium

        • 360 Resource Manager (All default and custom statuses):

          • If you want to "unsubscribe" from a title (in other words, remove it from your library's Client Center profile), you cannot just remove the row in the spreadsheet that contains that title. Instead, you need to enter Not Tracked in the Status field for that title.

          • When a library has many titles that need to be located in the title list downloaded from the Client Center, and the library also has a list of titles provided by the content provider, some libraries choose to use Excel's VLOOKUP formula to match titles from the provider's list against the Client Center list of titles. Information is available here.

      • Dates – Dates must follow the valid date formats.

        By default, Excel will remove the leading zeros in dates even if you enter the dates with those leading zeros. To prevent this from happening, highlight the columns for Custom Dates From and Custom Dates To, right click and select Format Cells, and finally change the Format to Text. Go back through all the dates and add leading zeros as needed so that all Custom Dates read as desired.

    10. When you are finished making any changes, select Save As to save the report as a text (tab-delimited) file. (Or, if your file contains any titles that have non-Latin characters, you must save the file as a Unicode text document [.txt]). The name of the saved file must be the same as the name of the file you downloaded, or it will not upload properly in the next step. If you want to keep an archive of the original, unchanged file, you'll need to rename that one to something else.

      • The process of saving the report as a text file will strip out the formatting you did in the Text Import Wizard. That is good, because the upload system cannot accept the formatting. However, it means the next time you download any titles, including titles you may have changed once using this procedure, you need to follow this full procedure again.

      • Although our uploading system can handle large files, there is a limit to how large the file can be. One option is to upload only the titles you subscribe to, often times this will make the upload file much smaller. Note that if Data Management currently displays a number of tracked titles for the database, make sure you do the below step in addition to removing the Not Tracked titles from your upload file:

        • Use the Remove All Titles link on the Database Details page so that the title count displays 0 of ### titles. Then upload your file containing only your subscribed titles.

    11. Return to the same title list in the Client Center. Click Upload. Use Browse to locate the file on your computer, and click Upload again:

      ODSE Upload

    12. Within 24 hours (usually much sooner) a follow-up email will arrive. Check it to see the final status of your uploaded report. If the upload has failed, the message will prompt you to return to the Database Details page for more information.

    13. Back on the Database Details screen, click on View Upload Status (in the left-side menu) to check the status of the newly uploaded report:

      ODSE View Upload Status

      If the Upload Status is Complete, then your changes were all accepted. The status and date changes you made should be visible now in the Database Details Title page.

      If a title does not have a publication date in 360 KB -- which sometimes happens for e-books -- the ODSE system will be unable to make changes to the title, and won't show you an error message to that effect. You'll be able to tell it happened because your changes won't appear in the Client Center's Data Management views.

      If the Upload Status is Rejected or Complete with some row-level errors, then click on the Show Errors link to read a line-by-line list of errors, and click the Unmatched Titles link to get a text file containing the titles that did not match. More information and explanation of these errors can be found in the Upload Errors document.


    Using a List of Titles Provided by the Content Provider

    If your libraries prefer to work with a list of titles provided by a content provider (vendor), we cannot guarantee that a provider list will have the necessary data to match with the authority titles in the 360 KB knowledgebase. Therefore, with this method, you may need to correct data and upload the file again or manually select mismatched titles.

    To upload titles with a custom template:
    1. From the Data Management home page, find the appropriate database and select its Titles link:

      Data Management - Selected Titles

    2. On the Database Details page, filter the title list to just a few titles and select Apply. You are just trying to create a template to which to add the titles from the provider's list.

      Filter Titles

    3. Select Download to copy the ODSE template to your workstation:

      Download file

    4. Open the with Excel or a similar spreadsheet application.

    5. Change the data type of the ISSN/ISBN column to Text so that the spreadsheet will display ISBNs correctly.

    6. Remove the titles that were used to create the ODSE template initially.

    7. Open your provider title list. If it is a text file and your ISBNs display incorrectly in scientific notation, perform Steps 4 to 7 in the ODSE Update Procedure to address this issue.

    8. Copy and paste the titles and ISSN/ISBNs from your provider's list of titles to the ODSE template you are preparing. If your provider list contains Ebook title URLs, we recommend that you copy these values into the Default URL column in the ODSE template. 

    9. Starting at Step 10, perform the ODSE Update Procedure.

    Additional Information

    The following articles contain important information for troubleshooting errors with ODSE uploads and additional helpful tips:


    • Date Created: 16-Oct-2014

    • Last Edited Date: 24-July-2020

    • Old Article Number: 7138