Solars (Inek) to Alma Data Delivery Specification
The procedure for migrating from the Solars (Inek) ILS to Ex Libris’ Alma consists of the following steps:
- Indicate which local fields correspond to Ex Libris' expected fields using the Solars (Inek) Field Mapping form, prior to data delivery (customer responsibility).
Validate the flat files using Ex Libris’ validation tool Excel. It is recommended that this step be done against a small sub-set of data to ensure that the header of each of your flat files and the filled in field mapping form match each other.
- Extract the relevant data elements from Solars into flat files (customer responsibility).
- Upload the files to Ex Libris’ secure file (MFT) server along with the Solars Delivered Files form and the executed/validated Non-Ex Libris to Alma Validation Tool (customer responsibility).
- Transform the data elements, based on the Solars (Inek) Field Mapping form, into an intermediate conversion XML format (Ex Libris responsibility).
- Load the transformed data into Alma (Ex Libris responsibility).
Deliver the Solars (Inek) Field Mapping form and validated data validation output to Ex Libris along with the Solars Migration Form prior to the actual delivery of the data. The lead time depends on your project schedule. Provide the Solars Delivered Files form, which lists the file names and the record counts for each file at the same time that you provide your data extract files.
For all files, the maximum file size is 2GB.
Provide the Solars data elements in flat files, and place them on the Ex Libris secure file server. Prepare the data files with the naming conventions as described in Appendix – File Delivery and Form.
DO NOT OPEN/UPDATE any delimited file extracts you provide to Ex Libris in Excel. This may ruin the appropriate delimiter formatting and text formatting and may result in corrupted data.
Solars Field Mapping Form
Prior to submitting your extracted files, complete the Solars (Inek) Field Mapping form. Submit the Solars Field Mapping Form and the Solars Migration Form at the same time. In the Solars Field Mapping Form, indicate which data elements (files) you plan to provide in the Overview tab of the spreadsheet. On the subsequent tabs, indicate your local Solars field names and how they map to our expected field names.
Even when the names of the fields being provided are the same as the ones listed in the ExL Expected Field Name column, the Local Field Name column for the fields being provided must still be filled in.
In addition, there are various note fields for each data element on the various tabs. For fields that are not expected by Ex Libris – meaning, there is no functional place for the data element in the corresponding Alma data structure – place the field in a note in the record. Specify which note type you want the field to go to at the bottom of each tab in the Solars Field Mapping Form.
Solars Code Mapping Form
There are many codes in Solars that are stored in the system as numbers, which the Solars interface translates to useful information. When migrating to Alma, the migration programs can translate these numeric codes to readable values for viewing in the note field in Alma. Supply the Solars Code Mapping Form with the values and their translations for each field desired.
The tab of the Code Mapping form should be labeled FIELD (file type), for example, BOOK_TYPE (item). The tab itself will contain numeric values that can be found in the BOOK_TYPE field of the item record, for example, along with their translations to words. UTF-8 can be used in this form.
Additionally, for each field that will be placed in the notes in Alma, there is a Note Label column in the Note section on the Solars (Inek) Field Mapping form, which is used as a prefix for each note.
Solars Delivered Files Form
At the time you submit the requested data files, submit the completed Solars Delivered Files Form. List the files, record counts, and encoding for each file delivered to the secure file server.
Solars Migration Form
The Solars Migration Form is a separate Excel spreadsheet that contains information on how to migrate information that is specific to your local implementation of Solars. For example, your local location codes and item types are converted to codes and types that can be used by Alma. Information on how to fill out the Solars Migration Form can be found in the Solars to Alma Migration Guide.
Expected File Formats
Expected file formats for Solars data varies by file. See the descriptions below. Ex Libris expects a certain set of files to be exported from Solars. We have included the general expected deliveries below. The data elements listed for each are those that Ex Libris expects to use in conversion. Some data elements may exist in Solars, but are not necessary to bring to Alma.
The scope of your specific conversion is agreed upon in your Alma contract.
As you extract data from any area requested below, provide it to Ex Libris via the MFT secure file server. This facilitates the transformation analysis and expedites the conversion process. Information on the MFT connection will be provided by Ex Libris. For more information, see Appendix – File Delivery and Form.
Inventory
Bibliographic Records
Bibliographic records are expected in MARC or KORMARC format. Standard MARC is preferred, but files in MARCXML format are also acceptable. The character encoding expected from Solars is UTF-8. If your library prefers to export in a different character encoding such as MARC8, inform your Ex Libris project manager. Deliver all files with the same character encoding.
There should be a unique and consistent former system number in each bibliographic record. This is typically in the 001 field in Solars. Whichever field it is in, it should be unique and should be present for every single record. Indicate where the former system number is on the Bibliographic tab of the field mapping form.
If you have loaded SFX MARCIt records into Solars, it is recommended that they not be included in the bibliographic record export to avoid unnecessary duplication with records loaded directly from SFX. If you want Ex Libris to detect and not migrate the SFX records, ensure that a 035 |a field with (SFX) in the field content is provided so that they can be identified, and answer No to the question about SFX bibliographic record on the Questionnaire tab of the Solars Migration Form.
Suppressed Records
Previous customers who migrated from Solars to Alma did not provide suppressed bibliographic records. Suppressed records are those that are in the system, can be seen by cataloging staff, but cannot be seen by the public.
Bibliographic Class ID
Solars stores information about the bibliographic record in a separate CMAST file. The migration program moves the Class information from this file to a tag in the bibliographic record.
Provide the CMAST file in csv format, one record per line. The fields in the line are delimited by ‘|’. The following fields are used.
Field Name | Notes |
---|---|
C_ID | Used to find bibliographic record |
CLASS_ID | Value from this field will be placed in specified tag of bibliographic record |
Q_ID |
Specify the tag that will be used to store the relationship in the migrated bibliographic record. Up to five characters can be specified, including indicators. Recommended tag: 990.
Linking Bibs with Relations and Groups
Solars links bibliographic records together using Relations (C2R) and Groups (C2G). The migration programs will generate links between bibliographic records based on information in these files.
Relations: C2R and RELATION_MST
Provide the C2R file in csv format, one record per line. The fields in the line are delimited by ‘|’. The following fields are used.
Field Name | Notes |
---|---|
C_ID | Checkin ID (used to get bib number) |
CLASS_ID | Values in this field can be found in RELATION_MST file |
Q_ID | Related Checkin ID (used to get related bib number) |
Additionally, provide the RELATION_MST file which provides the type of relationship it is.
Finally, specify the tag that will be used to store the relationship in the migrated record. Up to five characters can be specified, including indicators. Recommended tag: 777.
Groups: C2G and CGROUP
Provide the C2G file in csv format, one record per line. The fields in the line are delimited by ‘|’. The following fields are used.
Field Name | Notes |
---|---|
C_ID | Checkin ID (used to get bib number) |
PC_ID | Related Checkin ID (used to get related bib number) |
GROUP_ID | Values in this field can be found in CGROUP file |
Additionally, provide the CGROUP which provides the type of relationship it is.
Finally, specify the tag that will be used to store the group relationship in the migrated bib record. Up to five characters can be specified, including indicators. Recommended tag: 777.
Bib Additional Info (Notes)
Solars stores notes about a bibliographic records in separate Additional Info tables. These notes can be exported from Solars and the migration programs will add them to the related bibliographic record in a tag specified by you.
The Additional Info file should be exported from Solars using the normal export routine. The records are in a csv file, with the fields deliminted by ‘|’. The file should contain the following fields:
Field Name | Notes |
---|---|
DATA | |
C_ID | bibliographic number |
R_ID | type of additional info (1, 2, or 3). |
Specify which tag in the bibliographic record that will contain the note type. You can specify up to five characters, including indicators.
Additional Info Type | Suggested Tag |
---|---|
R_ID type 1 | 505 |
R_ID type 2 | 500 |
R_ID type 3 | 590 |
Holding Records
Alma requires MARC holdings records. Solars does not have MARC holdings records, so the migration process will generate MARC holdings records for use in Alma based on item records.
Holdings From a bib Tag
If there is information in a field embedded in the bibliographic record, the migration programs can generate a holdings record from it. Fill in the values of the following fields in the Holdings tab of the Solars (Inek) Field Mapping Form. If the SUMM_LIB_CODE and SUMM_LOC_CODE match an existing holdings record on the same bibliographic record, even a holdings record that was generated from items attached to the same holdings record, the summary holding statement will be attached to that holdings record, regardless of the call number. In other words, the summary holdings record will be placed on the holdings record with the same library and location, even if 852_SUBFIELDS_FOR_HOL contains call number subfields for matching like bchi. If there is no existing holdings record on the bibliographic record with the same location, a new holdings record is generated.
Expected Field Name | Value | Notes |
---|---|---|
SUMM_TAG | Five characters; tag+2 indicators. May use # as wildcard, for example, 866##. | |
SUMM_SUBFIELDS | Multiple subfields allowed, e.g. abz. May use # to indicate all subfields. | |
SUMM_CALLNO | Textual call number to be used in all newly generated holdings records if desired. | |
SUMM_LIB_SUBF | A single subfield code (like 'a') which contains a library code in local ILS format. Do NOT enter a different bib tag. The migration program searches for a subfield within the SUMM_TAG bib tag. | |
SUMM_LOC_SUBF | A single subfield code (like 'a') which contains a location code in local ILS format. Do NOT enter a different bib tag. The migration program searches for a subfield within the SUMM_TAG bib tag. | |
SUMM_LIB_CODE | If SUMM_LIB_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a library code in local ILS format. | |
SUMM_LOC_CODE | If SUMM_LOC_SUBF is not provided or the subfield is not found, this is used for all records as a default. Provide a location code in local ILS format. | |
SUMM_PUBLIC_NOTE_SUBF | Public note, will be placed in 852 $z of the generated holding record. | |
SUMM_NON_PUBLIC_NOTE_SUBF | Non-public note, will be placed in 852 $x of the generated holding record. |
Items
Items are expected in a separate CSV file, one record per line, with the fields delimited by ‘|’.
The following fields are expected. The expected field names are listed in column A of the Items tab of the Solars (Inek) Field Mapping form. Specify the local (delivered) field name in column B.
There may be additional fields in the item file, but they are not used functionally in Alma and can be placed in notes fields for future reference.
Expected Field | Notes |
---|---|
BRCH_CODE | Use as Library in Alma Location Tab |
IDID | Item’s barcode; used to link from loans and requests |
C_ID | Link to the bib ID |
CALL_NO_PREFIX | |
CLASS_CODE | |
CALL_NO_ITEM | |
CALL_NO_SUFFIX | |
CALL_NO_VOL | |
CALL_NO_COPY | |
DATE_CREATE | |
TOT_CHG_CNT | To see this value in Alma, search for the item under 'Physical Items' and on the results list click 'Other details'. |
REC_COPY_SEQNO | |
LOC_CODE | Use as Location in Alma Location Tab |
CIRC_STAT | Use in itemBaseStatus and in item Type map |
MODIFY_DATE | |
ACQ_ID | |
LOCAL_RECEIPT_PRICE | Both of these fields may be filled with the local price field from Solars if desired. The LOCAL_RECEIPT_PRICE will be placed in the inventory_price field, and the REPLACEMENT_COST will be used to assess fines if the item is lost. |
REPLACEMENT_COST |
Lost Loans
Additionally, information from the Lost Loans file will be put into an Item Note. Specify in which item note type to place the information by putting ‘LOST_LOAN’ in one of the note types in the item note section (below). The typical note type is FULFILLMENT_NOTE.
Item Notes
Any additional subfields not listed above may be put into notes. The possible note fields in Alma items are listed in the following chart in the Note Name column. The subfields listed in the Default Local Subfield column are those that are expected by Ex Libris. If you use other field names or have subfields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields in the Default Local Subfield column as necessary.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label can be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Default Local Field | Note Label |
---|---|---|
PUBLIC NOTE | ||
FULFILMENT_NOTE | LOST_LOAN | |
NON_PUBLIC_NOTE_1 | NOTE | |
NON_PUBLIC_NOTE_1 | BOOK_TYPE | |
NON_PUBLIC_NOTE_2 | REG_MST_NO | |
NON_PUBLIC_NOTE_2 | REC_COPY_SEQNO | |
NON_PUBLIC_NOTE_3 | LOCAL_RECEIPT_PRICE | |
NON_PUBLIC_NOTE_3 | NET_PRICE | |
STAT_NOTE_1 | ||
STAT_NOTE_2 |
Secondary Item File
You may want to provide item descriptive information in a secondary file. For example, you have a description in the format Vol. 12 No. 2 (2015 January), but Alma recommends that enumeration and chronology information are without labels and are in separate fields. You can provide your description in a secondary item file.
Provide the secondary item file in csv format, with the following fields:
Expected Name Field | Notes |
---|---|
itemKey | Provide either itemKey or itemBarcode, but not both. If both are provided, itemKey is preferred. |
itemBarcode | |
itemDescription | Provide in a format such as: Vol. 12, No. 6 (February 2015). |
EnumA | For example, “12”. |
EnumB | For example, "6". |
EnumC | |
EnumD | |
EnumE | |
EnumF | |
EnumG | |
EnumH | |
ChronI | For example, "2015". |
ChronJ | For example, "2". |
ChronK | |
ChronL | |
ChronM |
Item Supplements
Information from the Item Supplement files will also be used to generate items. There are three files expected: The Metadata file (MAST), the LST file, and the type of Supplement file.
All three item supplement files should be provided in csv format, with each field delimited by ‘|’.
Metadata file (MAST)
The following fields are expected. The expected field names are listed in column A of the Supplements tab of the Solars (Inek) Field Mapping form. Specify the local (delivered) field name in column B.
There may be additional fields in the item file, but they are not used functionally in Alma and may be placed in notes fields for future reference.
Expected Fields | Notes |
---|---|
SIDID | |
BRCH_CODE | Use as Library in the Alma location tab |
IDID | Use to link to item record and bibliographic record |
IDID_SEQ | |
SUPPL_ID | |
CIRC_STAT | Use in Item Base Status tab and Item Type tab |
CALL_NO_PREFIX | |
CLASS_CODE | |
CALL_NO_ITEM | |
CALL_NO_SUFFIX | |
CALL_NO_VOL | |
CALL_NO_COPY | |
LOC_CODE | Use as Location in Alma Location Tab |
LST File
The following fields are expected. The expected field names are listed in column A of the Supplement tab of the Solars (Inek) Field Mapping form. Specify the local (delivered) field name in column B.
There may be additional fields in the item file, but they are not used functionally in Alma and may be placed in notes fields for future reference.
Expected Fields | Notes |
---|---|
SUPPL_ID | Links to MAST file |
NOTE | |
TYPE_ID | Links to Type of Supplement file |
BRCH_CODE |
Type of Supplement
The type of supplement file is also expected, although the fields are used as reference and are not mapped directly. The following chart describes the Alma item type as derived from the supplement type:
Alma Material Type | Solars Supplement Type |
---|---|
Book | |
DVD | |
CD-ROM | |
Audio cassette | |
Computer Disk | |
Map | |
Technical Drawing | |
Pamphlet | |
Other |
Serial Checkin = Items
Alma migration makes item records from the unbound records in the Serial Checkin (Issues) file. Provide the checkin file in csv format, one record per line, with fields delimited by ‘|’.
If serial checkins/items will be generated, but ACQ is not part of the contracted migration, you must still provide the two Purchase Order files ACQ_MST and SER_MST, along with the Q_INFO_VIEW file, so that we can get a link from checkins to the bibliographic record. The rest of the ACQ_MST and SER_MST files is not used.
Specify the local field names on the Serial Issues tab of the Solars (Inek) Field Mapping form.
Expected Fields | Notes |
---|---|
CHKIN_NO | |
IMID | Link to Acq order -> Q_ID -> bib ID |
BRCH_CODE | Use as Library in Alma Location tab |
LEVEL1 | |
LEVEL2 | |
LEVEL3 | |
LEVEL4 | |
LEVEL5 | |
COPY_NO | |
MATERIAL_TYPE | |
VOLUME | |
EXPT_DATE | |
CHKIN_STAT | |
PROC_DATE | |
CLASS_NO | |
IDID | Link to Item record |
CHKIN_TYPE | |
WORKER | |
LOC_CODE | Use as Location in Alma Location Tab |
NOTE_NO | |
PROC_STAT |
Additionally, we get call number and bib linking information from the Q_INFO_VIEW file.
Expected Fields | Notes |
---|---|
Q_ID | Links to checkin file |
CALL_NBR | |
C_ID | Bibliographic record # |
Item Supplement Notes
Any additional subfields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The subfields listed in the Default Local Subfield column are those that are expected by Ex Libris. If you use other field names or have subfields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields in the Default Local Subfield column as necessary.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Default Local Field | Note Label |
---|---|---|
PUBLIC NOTE | ||
FULFILMENT_NOTE | ||
NON_PUBLIC_NOTE_1 | VOL_BALANCE | |
NON_PUBLIC_NOTE_1 | RECEIPT_BOOK_CNT | |
NON_PUBLIC_NOTE_2 | PUBL_DATE | |
NON_PUBLIC_NOTE_2 | RECEIPT_TYPE | |
NON_PUBLIC_NOTE_3 | ORD_NO | |
NON_PUBLIC_NOTE_3 | ||
STAT_NOTE_1 | ||
STAT_NOTE_2 | ||
STAT_NOTE_3 |
Electronic Identification (P2E)
Most non-Alma ILS systems store records for both physical and electronic items in the same format, which is a physical format. Alma has different record formats for electronic and physical items. Records that initially migrated as physical, but actually represent electronic materials, can be converted to electronic format after migration to Alma.
Provide a list of Solars bibliographic system numbers that represent electronic resources and an indication if these electronic resources are portfolios or database resources. The list should be a comma separated text file containing lines that represent each e-resource. Structure each line as follows: ,
For example:
000000001,Portfolio
000000002,DB
The words portfolio and db are not case-sensitive; therefore, both portfolio and Portfolio are acceptable.
During the P2E process, all resources must either be categorized as a portfolio or a database (DB). It is not possible to generate packages during P2E processing, since packages require at least one portfolio. A database is essentially a zero-title package. Post migration, when you add portfolios to the db, you can change them to type 'package'.
In addition, indicate which locations represent electronic in the Location tab of the Solars Migration Form. The migration only converts items, holdings, and orders that belong to an electronic location in an electronic format. This is especially important if your library has holdings of different formats attached to the same bibliographic record, for example, you have a print version and an electronic version of the same title.
Fulfillment (Patrons and Circulation)
Patrons
Extract all patrons. In order to migrate any area of fulfillment (fines/ fees, loans, requests), all patrons must be migrated. Provide the files in CSV format, one record per line, with the fields delimited by ‘|’.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Patrons tab of the Solars Migration Form.
Field Name | Notes |
---|---|
IPID | |
JUMIN_BUNHO | |
PAT_TYPE | Use in User Group map |
DATE_REGIST | |
DATE_EXPRD | if this is empty, migration fills in conversion date + 1 year |
DATE_BLK_EXPRD | |
DEPOSIT_AMT | |
PAT_STAT | |
UPDATE_DATE | |
USERNAME | |
WORKER | |
BRCH_CODE | Use in campus code map |
Patron Block File
Patron blocks are provided in a separate file. The following fields are expected. Specify your local fields in the Patrons tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
BLOCK_KEY | |
BLOCK_NO | |
BLOCK_TYPE | |
DATE_CREATE | |
DATE_BLK_EXPRD | |
BLOCK_MSG | |
IDID |
User Addresses
There can be several addresses, emails, and phone numbers in the patron record. The fields that are available for migration into Alma are listed in the left column. The values in the left column cannot be changed. The field names from your Solars extract are in the middle column.
Decide which address is preferred and in the right column, the type of address. For example, you may decide that Address 2 is the mailing address, Address 1 is home, Address 2 is work, and so on.
If any of the addresses contain a country code or name, the migration programs do not standardize it.
Alma Address Field | Solars Field Name | Preference and type Selection |
---|---|---|
Preferred Address Selection | Select preferred: | USER_ADDR1 |
USER_ADDR1 | Select type: | Select an address type for all address 1 lines here |
USER_ADDR1.LINE | ADDR1 | (Leave blank) |
etc | ZIP1 | (Leave blank) |
USER_ADDR2 | Select type: | Select an address type for all address 2 lines here |
USER_ADDR2.LINE | ADDR2 | (LEAVE blank) |
etc | ZIP2 | (Leave blank) |
Emails: Select type for each | Select Preferred email: | Which is the preferred email out of all emails? |
For this particular email, which type should it be? | ||
EMAIL2 | EMAIL2 | For this particular email, which type should it be? |
EMAIL_OPT | EMAIL_OPT | For this particular email, which type should it be? |
Phones: Select type for each | Select Preferred phone: | Which is the preferred phone out of all phones? |
PHONE1 | PHONE1 | For this particular phone, which type should it be? |
PHONE2 | PHONE2 | For this particular phone, which type should it be? |
PHONE3 | PHONE3 | For this particular phone, which type should it be? |
FAX_NO | FAX_NO | For this particular phone, which type should it be? |
User Identifiers
There may be a number of fields in the patron record that are user identifiers. The types of identifiers that are available for migration into Alma are listed in the left column. The typical expected field names from Solars are in the right column. Change the field names and/or order of the right column to suit your library’s extract. The values in the left column cannot be changed. Use the values in the left column to select the appropriate primary identifier in the Questionnaire tab of the Solars Migration Form.
Alma Identifier Type | Solars Field Name |
---|---|
UNIV_ID | ALT_PID |
BAR | PID |
ADDL_ID_1 | |
ADDL_ID_2 | FAX_NO |
ADDL_ID_3 | |
ADDL_ID_4 |
User Statistical Categories
There may be a number of fields in the patron record that function as a statistical category only, for example, a student’s department or major. The way the student borrows can be determined by the user group, but you may want to track the department, so that you can get more detailed statistics on how Law students borrow, for example. Since there can be more than one field that has statistical information, we provide you the option to map the data from any field to the User Statistical Categories in Alma.
User Statistical Catagory | Local Field name | Field Label |
---|---|---|
USER_STAT_CATEGORY | COLLEGE_CODE | COLLEGE: |
USER_STAT_CATEGORY | DEPT_CODE | DEPT: |
USER_STAT_CATEGORY |
You can add more lines as necessary, up to a maximum of 10 lines. To map the values, use the UserStatCategories map in the Solars Migration Form. If a value is not found in the map, it is migrated as is. If you use a label, the userStatCategory map tries to map the field including the label. The first column in the userStatCategory map would be: LABEL:value, for example: COLLEGE:Law. The migration program does not provide a colon, so if you want it to be present, include it in the label as above.
Notes
Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris. If you use other field names or have fields that you want to include in the migration, but are not expected by Ex Libris, you can rearrange, add, or subtract fields on the right, as necessary.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Information |
---|---|
LIBRARY_NOTE | |
BARCODE_NOTE | |
ADDRESS_NOTE | |
OTHER_NOTE | OTHER_NOTE is set as user Viewable by the migration programs |
Active Loans
Extract only current circulation transactions. The loans file is expected in csv format, one record per line, with the fields delimited by ‘|’.
Lost loans are handled in the item section.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Loans tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
BRCH_CODE | |
IDID | Item ID |
DATE_CHG | |
TIME_CHG | |
DATE_DUE | |
TIME_DUE | |
RENEW_CNT | If > 0, then renewed. If you want to know the total number of renewals, also put in note |
IPID | Links to patron ID |
Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Default Local Fields | Note Label |
---|---|---|
NON_PUBLIC_NOTE | DATE_EXP_NOTICE | |
NON_PUBLIC_NOTE | RENEW_CNT | |
NON_PUBLIC_NOTE | NOTE_DESC | |
NON_PUBLIC_NOTE | CHG_TYPE |
Fines and Fees (Bills)
Extract only current fines and fees. Fines and fees that have a zero balance are not migrated to Alma.
Deposits are also migrated from Solars, but the deposit amount is taken from a field in the patron record.
Provide the fines and fees file in csv format, one record per line, with the fields delimited by ‘|’.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Fines & Fees tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
DATE_CREATE | |
BALANCE_AMT | |
BRCH_CODE | |
IDID | Link to item |
IPID | Link to patron |
FINE_TYPE | Use fine type map in Migration Form |
REC_WORKER |
Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Default Local Fields | Note Label |
---|---|---|
FINE_FEE_COMMENT | ORG_FINE_AMT | |
FINE_FEE_COMMENT | ORG_DATE_CHG | |
FINE_FEE_COMMENT | ORG_DATE_DUE |
Acquisitions
Vendors
Provide the vendor file in csv format, one record per line, with fields delimited by ‘|’.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Vendors tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
CUST_NO | Matches cust_no in order files |
CUST_NAME | |
SHORT_NAME | |
ZIP_CODE | |
ADDR | |
DETAIL_ADDR | |
ZIP_CODE2 | |
ADDR2 | |
DETAIL_ADDR2 | |
PHONE1 | |
FAX | |
MAJ_MAIL | |
HOMEPAGE | |
MANAGER | |
MANAGER_DEPT | |
MANAGER_TEL | |
UPDATE_DATE | |
NATN_CODE |
Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
Note Name | Default local Field | Note Label |
---|---|---|
VENDOR_NOTE | BANK | |
VENDOR_NOTE | ACCOUNT | |
VENDOR_NOTE | BANK2 | |
VENDOR_NOTE | ACCOUNT2 | |
VENDOR_NOTE | REMARKS | |
VENDOR_NOTE | RECEIPT_TYPE | |
USER_NOTE | MEMBER_ID | |
ADDRESS_NOTE | ||
DETAILS_NOTE |
Purchase Orders
There are many files that are expected from Solars in order to generate an order in Alma. The following table lists the expected files and where they are used.
File Name | Description | Where to Use |
---|---|---|
*_purchaseorder_acq_mst.csv | Master file for monographic POs – links to value file with ACQ_ID + BRANCH_CODE | mono + ser |
*_purchaseorder_acq_value.csv | Contains the values (money) of the order | mono + ser |
*_purchaseorder_ordl_mst.csv | mono + ser | |
*_purchaseorder_dona_info.csv | Donation information – notes | mono + ser |
*_purchaseorder_note_mst.csv | Notes | mono + ser |
* acq_reg_info | Specifically provides item location info and links to the item file | mono + ser |
*_serial_q_info_view.csv | Contains a link to the ordered bib number (C_ID) | (from checkins, but used here) |
*_purchaseorder_ser_mst.csv | MASTER: master file for serial POs | ser |
*_purchaseorder_ser_ordl_mst.csv | ORDL file: secondary file, linked to ORD file with BRCH_CODE and ORD_NO, also linked to master file with BRCH_CODE and IMID | ser |
Monographic Orders
Provide all order records in csv format, one record per line, with fields delimited by ‘|’.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Monographic Orders tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
FILE: ACQ_MST | |
BRCH_CODE | Use as Library in Alma Location Map |
ACQ_ID | Link to ACQ_ID in item |
REQ_DATE | |
ENT_DATE | |
IPID | Use here only if the field contains a valid patron identifier; otherwise put the field in a note. |
BOOK_FLAG | Use in Reporting Code map |
USE_TYPE | Use in Reporting Code map |
IPID | |
RECEIPT_TYPE | Use in the POAcqType map |
WORKER | |
DONA_NO | Links to DONA_INFO file |
NOTE_NO | Links to NOTE_MST file |
Q_ID | Use to get bib_id in Q_info file |
CUST_NO | If CUST_NO in ORDL_MST is blank, use this CUST_NO |
ORDER_MESSAGE | |
File: ACQ_VALUE | |
BRCH_CODE | |
ACQ_ID | |
COPY_CNT | |
CURR_CODE | Use in the Currency Code map |
UNIT_PRICE | |
ADD_COST | |
EXCH_RATE | |
UPDATE_DATE | |
PAY_DATE | |
File: ORDL_MST | |
BRCH_CODE | |
ACQ_ID | |
CUST_NO | |
ORD_DATE | |
NOTE_NO | |
DELIVER_TYPE | |
File: DONA_INFO | |
BRCH_CODE | |
DONA_NO | |
DONA_DATE | |
DONA_TYPE | |
SEND_TYPE | |
SEND_GRP_NO | |
File: NOTE_MST | |
BRCH_CODE | |
ACQ_ID | |
NOTE_NO | |
NOTE_DESC | |
File: ACQ_REG_INFO | |
BRCH_CODE | Branch code of the associated order (ordering unit) |
ACQ_ID | |
IDID | Identifier of items that are related to order BRCH_CODE-ACQ_ID |
Any additional fields not listed above can be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations.
LOCAL_PAY_PRICE is put into a note on the Purchase Order Line.
Note Name | Default Local field | Note Label |
---|---|---|
PO_NOTE | ACQ_TYPE | |
POL_NOTE | LOCAL_PAY_PRICE | |
POL_RECEIVING_NOTE |
Serial Orders
Provide all order records in csv format, one record per line, with fields delimited by ‘|’.
The fields in the following table are expected. Indicate the local field names for the expected fields in the Serial Orders tab of the Solars Field Mapping Form.
Field Name | Notes |
---|---|
File: SER_MST |
|
BRCH_CODE | |
IMID | Links to SER_ORDL_MST (with BRCH_CODE) |
ACQ_ID | Links to item file |
CLAM1_ITVL | |
File: SER_ORD_MST | |
This file is not needed | |
File: SER_ORDL_MST | |
BRCH_CODE | |
RECEIPT_TYPE | |
ORD_DATE | |
COPY_CNT | |
CNTR_SDATE | |
INV_REG_DATE | |
CURR_CODE | |
ADD_PRICE | |
EXCH_RATE | |
CHECK_DATE | |
WORKER | |
NOTE_NO | |
IMID |
Links to SER_MST file (with BRCH_CODE) |
CUST_NO | |
SUBSCRIBE_FEE |
Any additional fields not listed above may be put into notes. The possible note fields in Alma items are listed in the following table in the Note Name column. The fields listed in the Default Local Field column are those that are expected by Ex Libris.
The text in the Note Label column are used as a prefix to the subfield contents and can be modified. The note label may be in Unicode. If you want to include multiple local fields in the same Alma note, copy the line in the spreadsheet as many times as needed for all note name/local field combinations. The POL_RECEIVING_NOTE, the POL_VEND_REF_NO, and the POL_ADDL_NO should have only one local field per note.
LOCAL_PAY_PRICE is put into a note on the Purchase Order Line.
Note Name | Default Local Fields | Note Label |
---|---|---|
PO_NOTE | PUBL_STAT | |
POL_NOTE | LOCAL_PAY_PRICE | |
POL_RECEIVING_NOTE | This line cannot be duplicated; place only one local field name here. | |
POL_VEND_REF_NO | This line cannot be duplicated; place only one local field name here. | |
POL_ADDL_NO | This line cannot be duplicated; place only one local field name here. |
Funds
Fund records are not exported from Solars. Rather, they are entered into an Excel migration form, then exported to CSV and delivered to Ex Libris for loading into Alma. All funds must be listed on a single tab (the first tab on the spreadsheet) before exporting to CSV. You can submit separate CSV files, but they must be physically separate files and not multiple tabs on the same sheet. Each csv file must contain a header line with the field names, as described below.
In the fund file, LEDGER CODE, LEDGER NAME, FUND CODE, and FUND NAME are mandatory. Ledgers are mandatory and if your institution does not have ledgers in the current ILS, define one general ledger for use in Alma.
Note that fund and ledger codes are unique across the entire fiscal period, not just within specific hierarchies. Therefore, there should be no fund or ledger code duplication in the spreadsheet submitted, since all of the funds go into a single active fiscal period. This uniqueness restriction applies across ledger codes, summary fund codes, and fund codes.
Funds are grouped under summary funds, and summary funds/funds are grouped under ledgers. Only one level of summary fund is allowed in the extract; however, it is a simple task in Alma to create a new summary fund after migration and drag other summary funds underneath it.
Field Name | Notes |
---|---|
LEDGER CODE | May be repeated across lines to group funds under a single ledger. |
LEDGER NAME | May be repeated across lines to group funds under a single ledger. |
SUMMARY FUND CODE | Not mandatory, may be repeated across lines. |
SUMMARY FUND NAME | Not mandatory, may be repeated across lines. |
FUND CODE | Alphanumeric, not repeatable. Matches fund code in order file. This must be unique, even across ledgers. |
FUND NAME | Alphanumeric, repeatable. |
LIBRARY | Must be in the Alma Library List on the Solars Migration Form. The library code must match the code in the migration form exactly – match is case-sensitive. There can be multiple libraries here, separated by a semicolon. This field can be left empty, which means that all libraries in the institution can use the fund.
If the central order library is used in the migration form, this field is ignored and all funds are set to the institution level, meaning that all libraries in the institution can use the fund.
|
EXT ID | External ID for linking to an external source, if one exists. |
ALLOCATION | Allocation, in dollars, of the current fiscal year’s funds. |
Appendix – File Delivery and Form
Each time data files are provided to Ex Libris in the formats indicated in Expected File Formats on page 7, place them on the secure drop-point on the Ex Libris MFT server with the access credentials provided by your Ex Libris project manager.
The following is the default naming convention:
CustomerName+DataType+sequence+date+[.].
For example: centralu_bib_01_20120420.mrc, centralu_bib_02_20120420.mrc, centralu_bib_03_20120420.mrc, etc.
Ex Libris recommends a maximum of 200,000 records per MARC file and 400,000 for other types of records (items, orders, etc).
All records in a single file must be homogenous – all of the lines in the file must have the same number of fields, and those fields must contain the same type of data. Additionally, all of the records must be delimited in the same manner.
Provide the Solars Delivered Files Form along with the submitted files.