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    Portfolio Loader

    Translatable
    See Portfolio Export/Import Improvements for a detailed description of enhancements available when exporting and importing the electronic portfolios of a given service (8:30 min). Note that this video was produced in December 2013 and that some elements that are shown may have changed in Alma since then.
    Portfolio information such as proxy settings, URL, parser parameters, and inventory management groups can be imported and exported using an Excel spreadsheet. For examples of a completed spreadsheet, use the Extended Export feature from a portfolio list and view the results. Note that the Extended Export file contains a few additional columns that are not part of the Portfolio Loader file/import process. These additional columns are noted in the description for License in the table below.
    You can activate/deactivate selected portfolios using this Excel file. See Managing Import Profiles, Importing Records Using an Import Profile, Tools, and Managing Electronic Resources for more information.
    The following table describes the fields that the portfolio loader Excel file may contain.
    Excel File Fields
    Field Description

    LOCALIZED

    The localized field in the Excel file indicates that a Community Zone portfolio has been localized/activated for your institution.

    See Extended Export for more information.

    ISSN One or more (for cases in which more than one ISSN—such as an E-ISSN—exists) ISSN identifiers (up to three). Alma uses the first identifier that provides a successful match.
    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, ISBN, or OTHER_SYSTEM_NUMBER.
    ISBN One or more (for cases in which more than one ISBN—such as an E-ISBN—exists) ISBN identifiers (up to three). Alma uses the first identifier—ISBN10 or ISBN13—that provides a successful match.
    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, ISBN, or OTHER_SYSTEM_NUMBER.

    OTHER_SYSTEM_NUMBER

    One or more other system numbers (up to three). Alma uses the first other system number that provides a successful match.

    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, ISBN, or OTHER_SYSTEM_NUMBER.

    PORTFOLIO_PID

    The internal PID number used for the portfolio in Alma. This identifier is available only if you selected Extended Export and exported portfolios listed in the Electronic Service Editor Page Portfolios tab to Excel. It is exported in cases where there is no ISSN or ISBN. If you are adding this field manually to the input file Excel sheet, then it should be added in cells which are formatted as text.

    At least one of the following must be available in the Excel file: PORTFOLIO_PID, ISSN, ISBN, or OTHER_SYSTEM_NUMBER.

    MMS This field is used for the Alma MMS ID.
    TITLE The 245 |a to apply for this title. This field is added to the local portfolio information when Add local portfolios is selected (see procedure below) and no match is found.
    FROM_YEAR The year of the coverage start date of the title (in YYYY format).
    TO_YEAR The year of the coverage end date of the title (in YYYY format).
    FROM_MONTH The month of the coverage start date of the title (in MM format).
    TO_MONTH The month of the coverage end date of the title (in MM format).
    FROM_DAY The day of the coverage start date of the title (in DD format).
    TO_DAY The day of the coverage end date of the title (in DD format).
    FROM_VOLUME The numeric volume number from which the title coverage begins.
    TO_VOLUME The numeric volume number at which the title coverage ends.
    FROM_ISSUE The numeric issue number from which the title coverage begins.
    TO_ISSUE The numeric issue number at which the title coverage ends.
    WARNINGS A system-generated message indicating that multiple coverages were defined and that only the first coverage defined is being exported.
    PUBLICATION_DATE_OPERATOR Embargo date operator. Use one of the following: >, <, or =
    PUBLICATION_DATE_YEAR The number of years for coverage information. This relates to the Number of Years field for Embargo/Rolling Year under Coverage Information for a portfolio (refer to the New Portfolio Page Options (Standalone and Electronic Collection) table in Adding a Standalone Portfolio).
    PUBLICATION_DATE_MONTH The number of months for coverage information. This relates to the Number of Months field for Embargo/Rolling Year under Coverage Information for a portfolio (refer to the New Portfolio Page Options (Standalone and Electronic Collection) table in Adding a Standalone Portfolio).
    GLOBAL_FROM_YEAR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_TO_YEAR
    GLOBAL_FROM_MONTH
    GLOBAL_TO_MONTH
    GLOBAL_FROM_DAY
    GLOBAL_TO_DAY
    GLOBAL_FROM_VOLUME
    GLOBAL_TO_VOLUME
    GLOBAL_FROM_ISSUE
    GLOBAL_TO_ISSUE
    GLOBAL_WARNINGS An Alma system-generated message indicating that multiple global coverages were defined and that only the first coverage defined is being exported.
    GLOBAL_PUBLICATION_DATE_OPERATOR Global coverage information as shown on the Electronic Portfolio Editor > Coverage Information tab.
    GLOBAL_PUBLICATION_DATE_YEAR
    GLOBAL_PUBLICATION_DATE_MONTH
    ACCESS_TYPE Current, Perpetual, or Current, Perpetual
    PERPETUAL_FROM_YEAR See the Perpetual Date Information section for more information.
    PERPETUAL_TO_YEAR
    PERPETUAL_FROM_MONTH
    PERPETUAL_TO_MONTH
    PERPETUAL_FROM_DAY
    PERPETUAL_TO_DAY
    PERPETUAL_FROM_VOLUME
    PERPETUAL_TO_VOLUME
    PERPETUAL_FROM_ISSUE
    PERPETUAL_TO_ISSUE
    PERPETUAL_PUBLICATION_DATE_OPERATOR See the Perpetual Embargo/Rolling Year section for more information.
    PERPETUAL_PUBLICATION_DATE_YEAR
    PERPETUAL_PUBLICATION_DATE_MONTH
    AVAILABILITY One of the following values:
    • ACTIVE
    • INACTIVE
    PUBLISHER Free text. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.
    PLACE_OF_PUBLICATION This field is taken from the 260 $$a of the bibiliographic record.
    DATE_OF_PUBLICATION This field is taken from the 260 $$c of the bibiliographic record.
    URL A URL that is only intended for overriding URLs of global portfolios or for setting a URL on local portfolios. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.

    PARSER_PARAMETERS

    Linking information (like on the Linking Information tab in the Electronic Service Editor).

    When the Portfolio Loader Excel file is uploaded, the content of the PARSER_PARAMETERS column is added to the Parser parameters (override) parameter on the Linking tab. See the example below.

    PARSER_PARAMETERS_Column_02.png

    Parser_Parameters_Override_on_the_Linking_Tab_02.png

    PROXY_ENABLE True is the same as selecting the Yes radio button for Proxy enabled on the Linking Information tab in the Electronic Portfolio Editor.
    False is the same as selecting the No radio button for Proxy enabled on the Linking Information tab in the Electronic Portfolio Editor.
    This parameter is case sensitive. The option that you enter must be in lowercase (true or false).
    The “portfolio” PROXY_LEVEL must be specified in order to use PROXY_ENABLE.
    PROXY_SELECTED When you specify true for the PROXY_ENABLE field, specify the proxy to use.
    The “portfolio” PROXY_LEVEL must be specified in order to use PROXY_ENABLE.
    PROXY_LEVEL Specify portfolio or service.
    This parameter is case sensitive. The option that you enter must be in all uppercase (PORTFOLIO or SERVICE).
    AUTHOR Free text. This field is added to the local portfolio information when Add local portfolios is selected and no match is found.
    ELECTRONIC_MATERIAL_TYPE One of the values from the drop-down list.
    OWNERSHIP The name of the library that owns the portfolio.

    GROUP_NAME

    The name of the inventory management group. Multiple group names may be specified in this field when separated by a semicolon.

    When multiple group names are specified for this field, the order of the information in the group coverage fields follows the same sequential order by group as the order of the groups in the GROUP_NAME field. Note that multiple groups' coverage information can be entered into one cell and separated by semicolons. For coverage information that is not specified for a portfolio, a semicolon is used as a placeholder. See the example below.

    Group_Settings_Coverage_Example_02.png

    In this example, there are two group names specified in the following order: CC Group 1 and CC Group 2.

    Group From Year / To Year information is:

    • CC Group 1 = 1992 - 1997
    • CC Group 2 = 1942 - 1961

    CC Group 1 has no volume information and appears a follows with semicolons as placeholders for the information that is not present.

    Group_Volume_Information_02.png

    GROUP_FROM_YEAR Group coverage information as shown on the Group Settings tab of the Electronic Portfolio Editor.
    GROUP_TO_YEAR
    GROUP_FROM_MONTH
    GROUP_TO_MONTH
    GROUP_FROM_DAY
    GROUP_TO_DAY
    GROUP_FROM_VOLUME
    GROUP_TO_VOLUME
    GROUP_FROM_ISSUE
    GROUP_TO_ISSUE
    GROUP_PUBLICATION_DATE_OPERATOR
    GROUP_PUBLICATION_DATE_YEAR
    GROUP_PUBLICATION_DATE_MONTH
    GROUP_PROXY_ENABLE
    GROUP_PROXY_SELECTED
    GROUP_AUTHENTICATION_NOTES
    GROUP_PUBLIC_NOTES
    AUTHENTICATION_NOTES Authentication notes as shown in the Electronic Portfolio Editor > Notes tab.
    PUBLIC_NOTES Public notes as shown in the Electronic Portfolio Editor > Notes tab.
    INTERNAL_DESCRIPTION An internal description as shown in the Electronic Portfolio Editor > Notes tab.
    COVERAGE_STATEMENT One of the following coverage statements that appears on the Coverage Information tab in the Electronic Portfolio Editor:
    • Only local
    • Global and local
    • Global or local
    • Only global
    ACTIVATION_DATE The activation date information as shown on the Electronic Collection Editor > General Information tab.
    EXPECTED_ACTIVATION_DATE The expected activation date information as shown on the Electronic Collection Editor > General Information tab.
    LICENSE The license details information as shown on the Electronic Collection Editor > General Information tab and the Electronic Portfolio Editor > Acquisition Information tab.
    When using Extended Export from a portfolio list, the exported Excel file contains the following extra columns: LICENSE_NAME, COLLECTION_LICENSE, AND COLLECTION_LICENSE_NAME. These columns are not used during an import/portfolio load.
    PDA Used for patron-driven acquisitions as shown in the Electronic Portfolio Editor > Acquisition Information tab.

    Language

    This column contains the language information for the portfolio(s). It is expected to contain the three-character abbreviation for the portfolio language such as eng (English), fre (French), kor (Korean), and so forth.

    When you use the Load Portfolios action to load multiple portfolios into Alma using the Portfolio Loader Excel spreadsheet, a bibliographic record is created for each portfolio; and the language information is placed in the following fields:

    • MARC 21 / KORMARC: 008, positions 35-27
    • UNIMARC / CNMARC: 101 0# $a

    If this column is empty when loading records into Alma, the following is entered into the bibliographic record by default:

    • MARC 21: eng
    • KORMARC: kor
    • UNIMARC / CNMAR: empty (the 101 0# $a is left blank)

    It is a known issue that similar to the behavior in the MD Editor where you can enter invalid / uppercase values in the 008 field (to include the Language portion of that field) of a bibliographic record, you can also import invalid / uppercase values to the 008 field of the bibliographic record that is created from the  content that is entered in the Language cells of the Portfolio Loader file.

    COUNTER Platform

    Specify the COUNTER Platform that you want used for the portfolio being loaded into Alma.

    NOTES Any notes you would like included in the portfolio’s public note field.
    Notes are appended to existing note content when imported. Duplicate note content may occur when you export notes and, subsequently, import the same note content.
    The Excel spreadsheet is formatted with the first row containing the heading information (for each field) and each subsequent row containing the information for a single portfolio.
    For information on exporting portfolios from Alma to BrowZine, see https://developers.exlibrisgroup.com/blog/Exporting-Electronic-Portfolios-from-Alma-to-BrowZine.
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