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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.
    To successfully complete the steps below, you must confirm that:
    • 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.
    Notes regarding making a database selectable:
    • Making a database selectable is only needed for ODSE if you wish to update the subscription status of titles. Making a database selectable is not required when you only need to edit custom dates, custom URL, notes fields, etcetera.
    • 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.
    After confirming the above, proceed with Step 1 below. Note that some libraries prefer to work with a list of titles provided by a content provider (vendor) and just modify it for uploading into the Client Center. This can be done, but we can't 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 re-upload the file or manually select mismatched titles.
    If you choose to work with a list of titles provided by the content provider, begin here:
  • Change the data type of the ISSN/ISBN column to Text so that the spreadsheet will display ISBNs correctly.
  • Open your provider title list. If it is a text file and your ISBNs display incorrectly in scientific notation, follow Steps 4 to 7 below to address this issue.
  • Copy and paste the titles and ISSN/ISBNs from your provider-list spreadsheet to the ODSE spreadsheet.
    • For books, if your provider list contains Ebook title URLs, we recommend also copying these values into the Default URL column in the ODSE spreadsheet.
  • Go to Step 9 below to enter values into the Type, Status, and Date columns in the ODSE spreadsheet.
  • Continue with Step 10 and the other final steps of the upload process. Because your title list will not have easy match points (Title IDs from our knowledgebase), some titles will not upload. Some options for working around this issue include:
    • For books:
      • Use ISBN-13 identifiers in the upload file instead of ISBN-10.
      • Try uploading the same file twice, once with eISBNs and once with regular ISBNs.
  • For journals:
    • Try uploading the same file twice, once with eISSNs and once with regular ISSNs.
  • You can use the full ODSE procedure below (download the title list from the Client Center and edit that title list) to upload your remaining, unmatched titles.
  • Manually in the Client Center select your remaining, unmatched titles.
  • 1. From the Data Management home page, find the appropriate database and click on the link that is the number of Titles:
    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 click Apply:
    Filter Titles

    3. Click Download on the upper-right:
    Download file


    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.

      NOTE: 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. Once you've 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
    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)
    * Note that 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.
    Three fields that must be populated (they cannot be 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.

    NOTE: 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, Save As 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.

    NOTE: 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.

    NOTE: 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.

    Working with a Provider Title List When the Simplified ODSE Template is Not Sufficient

    This section is for you if you want to work with a list of titles provided by a content provider but cannot use the Simplified ODSE Template (described at the top of this article) because you have many Public/Location Notes and/or changes to Display In values that you want to include in the upload.
    You can start from Step 1 above, and follow these adjustments in order to create a template that supports Public/Location Notes and Display In values:
    • In Step 2, filter the title list to just a few titles and then, in Step 3, download that very small file to use as a template.
      • We are unable to provide the template because a template for one library can be different from a template for another library.
  • In Step 9, copy and paste the titles and ISSN/ISBNs from your provider's list of titles to the ODSE template you are preparing.
    • For books, if your provider list contains Ebook title URLs, we recommend also copying these values into the Default URL column in the ODSE template.

    • Date Created: 9-Feb-2014
    • Last Edited Date: 07-Oct-2016
    • Old Article Number: 7138