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    Resolving Import Issues

    Translatable
    To resolve issues related to an import job, you must have one of the following roles:
    • Purchasing Operator
    • Purchasing Manager
    • Catalog Manager
    • Catalog Administrator
    The following types of import issues can arise during the import process:
    • Matching – The imported record matches an already existing record in the database. When this occurs, the issue is resolved according to the match profile configured during import profile creation (see Configuring/Editing an Import Profile: Match Profile).
      For details on resolving matching records, see Resolving Matching Issues.
    • Validation – During the import process, the imported records are checked according to the validation task chain selected during import profile creation (see Creating/Editing an Import Profile: General Profile Information). If the check determines that an issue exists as an Error and not as a Warning, the file is sent to the Validation subpage of the Resolve Import Issues page. Whether the issue is an Error or a Warning is determined according to the severity profile chosen during profile creation. For information on configuring validation exception (severity) profiles, see Working with Validation Exception Profiles.
      It is not possible to fix records that cannot be validated. You can either force the import of the record or discard it. You also can force the import of the entire file or abort the import.
      For details on resolving validation issues, see Resolving Validation Issues.
    • Errors – Something unexpected has happened which cannot be resolved. These errors include any problems with file data not related to matching or validation of records. The Errors subpage of the Resolve Import Issues page displays only the files with these issues.
      For details on viewing error records, see Viewing Import Errors.

    Resolving Matching Issues

    A matching discrepancy occurs when the imported record matches an already existing record in the database. When this occurs, the issue is resolved according to the Match profile handling method configured when the import profile was created (see Creating/Editing an Import Profile: General Profile Information). The following handling options are available on the Import Profile Details page:
    • Manual – The file is sent to the Matching subpage of the Resolve Import Issues page, where you resolve the problem by selecting the Job ID link, viewing the record, and choosing to import, merge, or overlay the record. For details, see Editing Matching Records.
    • Automatic – The matching record is processed automatically, according to the Match Action options chosen when defining the import profile (see Creating/Editing an Import Profile: General Profile Information).
      If either Merge or Overlay was defined and there are multiple record matches, the job reverts to manual operation where you manually choose which matching record to merge/overlay.
    To resolve matching issues:
    1. On the Resolve Import Issues page (Acquisitions > Import > Resolve Import Issues or Resource Management > Import > Resolve Import Issues), select Matching from the left margin and scroll to the import job you want to view, or use the following to locate it:
      • Import Profile Type filter
      • Assigned To filter
      • Find / in search
      You can also access the Resolve Import Issues page by clicking the Manual Handling Required link in the Status column on the Monitor and View Imports page.
      You can also access this page with pre-defined filters by selecting one of the following tasks in the Task List in the persistent menu (see Persistent UI-Elements):
      • Import - match issues
      • Import - validation issues
      • Import (EOD) - match issues
      • Import (EOD) - validation issues
      Resolve Import Issues Page – Matching Errors
    2. Select an option from the Actions menu for the relevant job:
      • The Actions options that are displayed depend on the user’s role.
      • If the import file is unassigned, the Release assignment option is not displayed.
      • View records (Viewing Matching Import File Records)
      • Edit (Editing Matching Records)
      • Release assignment - Release the assignment of this issue.
      • Do Not Import – Discard the records with matching errors, while importing the valid records in the file.
      • Reject File – Discard the file containing records with matching errors. The file is removed from the Handle Import Validation Errors page.
    To perform multiple Do Not Import and Reject File actions on imported file records, select the issues on which you want to perform the actions and click Reject Records or Reject Entire File.
    When you want to merge records and combine inventory for duplicate multi-match records from multiple files from a single import job, select the files from the single import job and click the Merge Records and Combine Inventory button. See Merging Records and Combining Inventory for more information.

    Viewing Matching Import File Records

    You can view the records within the import file that match existing Alma records. You can then determine whether you want to import these matching records.
    On the Handle Matching page, you can filter the list of results by handling type using the Filter drop-down list. Choose from the following options:
    • Manual – Manual handling for matches was configured during import profile configuration (see Configuring New Import Profiles)
    • Multiple Matches Delete – The delete failed due to matching records
    • Multiple Matches EOD – The EOD import failed due to matching records
    • Multiple Matches Merge – The merge failed due to matching records
    • Multiple Matches Overlay – The overlay failed due to matching records
    The matching import profile records appear on the Handle Matching page (choose Import > Resolve Import Issues from the Acquisitions or Resource Management menu, select Matching from the left margin and Actions > View records or click the job ID link for the relevant import job).
    The Handle Matching page displays the following columns in the Imported Records to Handle section:
    • Row number
    • Record ID
    • Author
    • Short Title
    • Publisher
    • Date
    • Handling Type – The handling option for matches selected during import profile configuration (see Creating/Editing an Import Profile: General Profile Information). The possible values are indicated in the Filter options described above.
    • Action / View Matches
    To view matching records:
    On the Handle Matching page (select Actions > View records or click the job ID link for the relevant import job on the Resolve Import Issues page), click the record ID link or View Matches for the record whose matches you want to handle.
    • If there is only one record that matches, the Side-By-Side Matching page appears:
      Side By Side Matching Page
      The Side-By-Side Matching page displays the Imported Record Details on the left side of the page and the Matched Record on the right side of the page.
    • If there is more than one record that matches, the Import Record Matches page appears.
      Import Record Matches Page
      The Import Record Matches page displays the Imported Record Details (on the left side of the page) and the Matched Records in your catalog (on the right side of the page).
      In the Matched Records List section, select the record that you want to match with the new record.
    To preview how the record would look following an import, select a record in the Matched Record List and click Merge Preview.
    Merged Preview Page

    Editing Matching Records

    Use the Edit option to view the record details and errors, and perform an import of the record as needed.
    To edit matching records:
    1. On the Handle Matching page (select Actions > Edit or click the job ID link for the relevant import file on the Resolve Import Issues page), click the record ID link or View Matches for the relevant import file.
      • If there is only one record that matches, the Side-By-Side Matching page appears:
        Side By Side Matching Page
        The Side-By-Side Matching page displays the Imported Record Details on the left side of the page and the Matched Record on the right side of the page.
      • If there is more than one record that matches, the Import Record Matches page appears.
        Import Record Matches Page
        In the Matched Records List section, select the record that you want to match with the new record. If you are working in a collaborative network, you will also see the MMS ID and Held By information for each record.
    2. Click Merge Preview to view the matched record in a merged view.
      Merged Preview Page
      Click Back to return to the Side-By-Side Matching page or Import Record Matches page.
      You can click Approve Import on the Handle Matching page to approve the import without viewing the records. The record is imported, but it may be a duplicate of an existing record. For information on monitoring imports, see Monitor and View Import Jobs.
    3. Select an option from the drop-down list for the record and click Execute. The available options are:
      • Import – Import the record, although there may be a duplicate with an existing record.
      • Do Not Import – Discard the new record.
      • Merge – Merge the records according to the options chosen in the profile configuration. The history of all linking performed for this record (for example, attached PO lines) is retained. For details on configuring import profiles, see Managing Import Profiles. Note that if this option cannot be performed, as in the case of importing records marked for deletion, it is unavailable.
      • Overlay – Discard all bibliographic data in the old record and replaces it with the data in the new record. Like merge, the history of all linking performed for this record is retained.
      • Delete – Delete the bibliographic when it has no inventory associated with it.
      • Use NZ Record - Discard the new record and instead use the record from the Network Zone. This option only appears in a member institution when implementing a Network Zone.
      If the record is imported, details of the import can be viewed on the Monitor and View Imports page.

    Merging Records and Combining Inventory  

    When you configure the Merge Records and Combine Inventory for Multi-Match section in an import profile and use it to import records, you have additional options for processing records on the Resolve Import Issues page for handling multiple matching duplicate records in the Alma database that caused one or more new records to fail to import.
    Merge Records and Combine Inventory for Multi-Match Section in the Import Profile
    For the file that appears on the Resolve Import Issues page resulting from this type of failed import, the row Actions contain an additional option, Merge Records and Combine Inventory.
    Resolve Import Issues Row Actions - Merge Records and Combine Inventory
    The Merge Records and Combine Inventory row Action only appears as a option when the file in that row was produced from an import job that used an import profile configured for Merge Records and Combine Inventory for Multi-Match.
    See the explanation for Merge Records and Combine Inventory for Multi-Match in the Import Profile Details - Match Profile Fields table on the Managing Import Profiles page for more information.
    To merge records and combine inventory:
    1. On the Resolve Import Issues page (Resource Management > Import > Resolve Import Issues), locate the file containing the multiple matching duplicate records in the Alma database that you want to resolve in order to import a new record.
    2. Select Actions > Merge Records and Combine Inventory.
      If the import job that you ran was large and resulted in multiple files appearing on the Resolve Import Issues page, you may select the check box at the beginning of each row for these files and click the Merge Records and Combine Inventory button. The Merge Records and Combine Inventory button works only with multiple files that result on the Resolve Import Issues page from the same import job.
      The Merge Records and Combine Inventory Confirmation Message pop-up box appears.
      Merge Records and Combine Inventory Confirmation Message
      The Confirmation Message pop-up box provides the following:
      • The Merge Records and Combine Inventory for Multi-Match settings that you selected in the import profile (that generated this failed import file)
      • The options to Preview the changes in Excel format, Cancel your request, or Submit the job to resolve the issues.
    3. Click Preview to preview the changes (in Excel format) that will be made when you submit the resolve job request. This step is optional.
      Each set of multiple matching duplicate records is identified by a group number. For each group, the Operation column identifies the preferred record and the duplicate records that are identified to be merged with the preferred record. When the merge is complete, there is only one record that remains in the Alma database for merging with the new record that you are importing (unless you selected the Suppress or Keep it options in the import profile that you used that generated this failed import file).
      Preview Multiple Matching Duplicate Record Changes
      In the Operation column, there may also be one or more records identified as ignore. This may occur when the record has been suppressed or if there has been a lapse in time between running the original import job and, subsequently, working with Resolved Import Issues page and some records may no longer exist.
    4. When you are ready to proceed, click Submit.
      When you click Submit, the Monitor Jobs page appears and shows your job request with a Status of Running.
      Monitor Jobs Page Merge and Combine Inventory Job
    5. Similar to other job requests, select the History tab to view the job results.
    6. Select Actions > Report to view the details of the Merge and Combine Inventory job.
      Merge and Combine Inventory Job Results
      This shows that the multiple matching duplicate records were merged successfully.
    7. Click the link for Merge records and combine inventory report to view the report details. Similar to other multi-match reports, this shows the preferred and secondary (merge) records; and in the Message column, the message for the secondary (merge) record shows the number of physical items, portfolios, PO lines, and so forth that were merged with the preferred record.
      Merge Records and Combine Inventory Report

    Resolving Validation Issues

    Imported records are validated according to the validation task chain defined in the import profile (see Managing Import Profiles).
    For jobs/records with validation issues, you can:
    • Force the import
    • Choose not to import
    • Reject the file
    • Create an XML file of the failed records
    To resolve validation issues:
    1. On the Resolve Import Issues page (Acquisitions > Import > Resolve Import Issues or Resource Management > Import > Resolve Import Issues), select Validation from the left margin. The Resolve Import Validation Errors page opens.
      You can also access the Resolve Import Validation Errors page by clicking the Manual Handling Required link in the Status column on the Monitor and View Imports page.
      Resolve Import Validation Errors Page
    2. Locate the import job with which you want to work using Find or one of the following primary filters and selecting All or Assigned to Me from the secondary filter:
      • Authority
      • Initial Authority
      • Remote Digital
      • Repository
    3. Select one of the following row actions (using the Actions menu) or check box actions (for one or multiple rows):
      • Row action options:
        The Actions menu is only available for import jobs assigned to you or unassigned import jobs. View appears for import jobs assigned to another user ID.
      • Check box action options (to perform multiple Do Not Import and Reject File actions):
        • Reject Records
        • Reject Entire File

    Viewing Import File Records With Validation Errors

    You can view the records within the import file that match existing Alma records. You can then determine how you want to handle the records with validation errors.
    To view validation errors:
    1. On the Resolve Import Validation Errors page, select Actions > View records for the relevant import file. The Handle Import Validation Errors page appears.
      Handle Import Validation Errors Page
      The Handle Import Validation Errors page includes the following sections:
      • Job Details – Details of the import job file.
      • Error List – Displays the following columns:
        • Error Message – The error that caused the validation to fail.
        • Number of Records – The number of records that have an error.
      • Records List – Describes the record details in the following columns:
        • Record ID
        • Author
        • Short Title
        • Publisher
        • Date
        • Number of Errors
    2. Click View Errors. The Imported Record Details page appears.
      Imported Record Details Page
      The left side of this page displays the record details in the following formats:
      • Original record format
      • MARC record format
      Select the appropriate tab to display the view you prefer to see.
      The right side of the page displays the error information. The Error List section on this page displays the same error information as displayed in the Error List section on the Handle Import Validation Errors page.
    3. Using the Tools menu, you can export the following information to an Excel file or click Back to return to the Handle Import Validation Errors page:
      • Original record content
      • MARC record content
      • Error List section content
      The content that is generated for export to Excel is determined by which Tools menu you click (on the left side of the display or the right side of the display) and, for the left side of the display, which tab is open.
      With the exported record content, you can make corrections and, subsequently, use the corrected content to import to Alma.

    Editing Records With Validation Errors

    The Edit option enables you to view the record details and validation errors and provides several options for managing the records/files with these errors.
    To edit a record:
    1. On the Resolve Import Validation Errors page, select Actions > Edit or click the link in the Job ID column for the relevant import file. The Handle Import Validation Errors page opens.
      Handle Import Validation Errors Page
    2. Choose one of the following page or row actions:
      • Page actions:
        • Do Not Import – Discard the records with validation errors while importing the valid records in the file.
        • Force Import – Import all the records including those with errors.
        • Reject File – Discard the file containing records with validation errors. The file is removed from the Handle Import Validation Errors page.
        • Create File – Save the record details to an external XML file in which you can edit the records. You can then re-import the file.
      • Row action:

    Viewing Import Errors

    The Resolve Import Errors page lists the import jobs with unexpected errors that occurred during the import process. These errors include any problems with file data not related to matching or the validation of records. See the Monitor and View Imports page and Monitor and View Import Jobs for more details.
    To view import errors:
    1. On the Resolve Import Issues page (Acquisitions > Import > Resolve Import Issues or Resource Management > Import > Resolve Import Issues), click Errors. The Resolve Import Errors page appears.
      Resolve Import Errors Page
    2. Click Download to download an XML or a binary file (depending on the format defined in the import profile) listing the records (up to 5000) that did not import properly. For example:
      Error(s) in downloaded XML
    3. Correct any errors you detect and run the import process again.
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