Batch importing patrons

The batch import process can add new patron accounts, or modifies existing ones, from data retrieved from a source file in CSV format. To create an importation job, select a CSV file by clicking the Select a CSV file button.

The Importing patrons tab in the Patrons section only appears if the authentication method is Local or another type that allows patrons to be added manually. 

Preparing a CSV file

A comma-separated values (CSV) file is used to store tabular data as values separated by a character, usually a comma. Each line of text corresponds to a row in the table and the commas correspond to the separations between the columns. A CSV file can be generated from spreadsheet programs such as Microsoft Excel or Google Sheets.

The following data should be included in the CSV file used to batch import patrons into a digital library:

• Identifier: This field must contain the ID used by the patron to connect to the digital library. This is a mandatory field.
• Name: This field may contain the first name followed by the last name of the patron. This field is optional.
• Email address: This field may contain the patron's email address. This is a mandatory field if the Password field is left empty, because if no password is associated with the account, the patron will have to use their email address to activate their account when they first log in to the digital library through the You haven’t activated your account yet? function.
• Password: This field may contain the patron's password. This is an optional field if the Email address field is documented. If the email address is left empty, you need to assign a password to the patron, which you can recommend they change the first time they log into the digital library using Forgot your password?

Representation of expected data

For clarity, the following is a representation of the expected data, in table and CSV file format.

Converting a spreadsheet to a CSV file

With Microsoft Excel

1. Open the spreadsheet in Microsoft Excel. The data should appear in tabular form.
2. Click on File > Save as.
3. From the File format drop-down list, select the CSV UTF-8 (comma delimited) option.
4. Click Save to get a CSV file with the values separated by commas.

With Google Sheets

1. Open the spreadsheet in Google Sheets. The data should appear in tabular form.
2. Click on File > Download.
3. Select the Comma separated values option to obtain a CSV file with comma separated values.

Batch importing patrons into a digital library

Selecting the CSV file to be used

1. Log in as a manager to the digital library.

2. Go to the Organization section.

3. Click on the Importing patrons tab.
4. Click on the Select a CSV file button.
5. Select the desired file.
6. Click on Open.

Setting up the import task

1. Select the character separating the values in the file. The comma is selected by default.

2. Check the First row contains column headers box if the first row of your CSV file is reserved for column headers.
3. Check the values you wish to import. All values are selected by default. The value Identifier is mandatory.
4. Select the action to be performed if any of the patron accounts you wish to import already exist in the digital library. These will be ignored by default.
5. Validate the selected parameters by viewing the table showing how your data will be imported by the system. Modify the selected parameters as necessary.

Run the import task

Click on the Import button. The import may take a few seconds to a few minutes.

When the import task is complete, the results are displayed in a table. If there are any errors in the import task, these are displayed in red and the cause of the error is indicated in the Result column.