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

    • Product: Intota

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


    The Offline Date and Status Editor (ODSE) allows you to quickly update title status, custom date information, and more. Using the following steps, you can download title lists from any of your subscribed databases, edit the data offline, and upload it back into the system.
    NOTE: 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:
    • Your Intota user account has View/Edit Access for the setting Data Management; and
    • Your chosen database has been made "selectable" -- that is, on the Database Details page for that database, the Title Coverage setting says ONLY SELECTED titles. You can find instructions here. Please contact Library Support (using the Support Portal link above) if you have questions.
    Notes regarding making a database selectable:
    • 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 Intota. 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 (Journal or Book), 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 Intota and edit that title list) to upload your remaining, unmatched titles.
  • Manually in Intota select your remaining, unmatched titles.

  • 1. From the Resources menu, select Databases and then click on the database name of the resource you want to edit:
    User-added image
    2. On the Database Details page, click on Manage Titles:
    User-added image
    3. Use the Show filter to view the list of titles you plan to download. In the example below we have chosen All Titles. Then select Download to save the title list to your computer:
    User-added image

    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 have saved the file, open Microsoft Excel (or a similar spreadsheet application). From within Excel, open the file you just saved. (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 then open your file within Excel.
    5. If you are using Excel's 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
    NOTE: You may ignore or delete the rows that begin with (**). The import tool (in step 11 below) ignores this information.
    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 are required:
    • 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:
    Language of All Fields
    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 are all the default statuses as well as any custom ones your library has created.
    NOTE: If you want to "unsubscribe" from a title (in other words, remove it from your library's Intota 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 Intota, 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 Intota's list of titles. Information is available here.

    Dates

    Dates must follow the Valid Date Formats.
    NOTE: 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]).
    NOTE: 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 chance that on occasion your upload file will be larger than 65 MB, in which case you will get an error that says something like "Upload Status: Rejected: Total size > xxx bytes".
    One option is to upload only the titles you subscribe to, often times this will make the upload file much smaller. Note that if your Intota profile 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 Intota and click Upload to locate the file on your computer.
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    12. The message "Title list successfully uploaded" indicates that the file uploaded and processing the file has begun. Within 24 hours (usually much sooner) you will receive an an email indicating the final status of whether the upload completed or whether the upload failed and no titles were processed. The message will prompt you to return to the Database Details page for more information available in the right side Related Actions pane. This is an important step even if your upload completed, because a completed upload does not necessarily mean every record was successful.
    User-added image


    Click View Last Upload Details in the Related Actions pane to see if a successful upload did include any row-level errors. Likewise, this step for a failed upload will indicate the issue causing the upload to fail and not process any rows/titles in the file (typically it is a problem with the column headers in your file that will cause an upload to fail).


    When you click View Last Upload Details, the Upload Status window displays:
    User-added image

    If there are errors or warnings about titles in your upload file, a title is indicated by Line #, the first column in the Upload Status window. Line # is the row associated with the title when you view the upload file in a spreadsheet.

    A title that failed the upload is indicated by a Red '!' in the Type column.
    A title that did upload but the system has a warning to tell you about - this is indicated by a Yellow '!' in the Type column.
    NOTE: 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 your views of resources within Intota.

    The error and the column containing the bad data are also displayed. 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 3, filter the title list to just a few titles and then 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: 24-May-2014
    • Last Edited Date: 07-Oct-2016
    • Old Article Number: 10783
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