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.
- 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.
- 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.
- Download and open this Simplified ODSE Template (.txt file) with Excel or a similar spreadsheet application.
- Note that this template supports all upload options except Public Notes/Location Notes and Display In values; these customizations can be done manually after your ODSE upload, or if you have many Public/Location Notes or changes to Display In values you can use a different ODSE template. See the section Working with a Provider Title List When the Simplified ODSE Template is Not Sufficient at the end of this document.
- 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. Please note that you only need to paste the titles you want to change the status of. (This is relevant for large databases with many titles, like ebook collections.)
- 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 books:
- 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.
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.
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Title
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ISSN/ISBN
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Type
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Status
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Default Dates
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Custom Date From
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Custom Date To
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Title Id
We strongly recommend including "Display In" columns for each of your public services, with a value of "yes" for each row (without quotation marks).
If the Display In columns are not included in your upload file, the Display In checkboxes will be un-checked by the system, suppressing discovery of each holding listed in the upload file.
Examples of Display In columns include:
- 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)
These will vary for each library, depending on the services subscribed.
- 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)
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.If you are downloading the title list from Client Center from a database that has been made title selectable, the "Display In" field should be populated by default with "yes".
If you are creating your own ODSE spreadsheet with "Display In" columns and leave them blank, or if you omit "Display In" columns from the file altogether, the system will treat the Display In value as a "no" for each holding.
The following three fields that must be populated and cannot be left empty:
- Title
- Type ("Journal" or "Book", without quotation marks)
- Status
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All – All fields must be in English, except for those titles already in a language other than English, and any Notes fields.
Status
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360 Core:
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Not Tracked
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Subscribed
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Under Review
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From Consortium
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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 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.
- 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
- 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.
- 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.
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:
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.
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
- 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: 24-July-2020
- Old Article Number: 10783