KOHA

How to Import Records into Koha

How to unzip a file

• Locate file
  • L Drive
    • Staff
      • Professional Staff
        • Danielle     
          • MARC Records
• Write click on file
  • Click 7-zip
    • Click extract here

How to Stage Marc Records for Import

• Go to Koha
  • Go to tools
• Click stage marc records for import
  • Choose file
  • Upload file
• Use MARC Mod Temp
  • Ebook import
• Look for existing records in catalog
  • Record matching rule: EBook(ISBN, Title)
  • Replace existing record with incoming record
  • Action is no match is found: add incoming record
• Check for embedded item
  • Yes
• How to process items
  • Ignore items
• Click stage for import
• Click on several titles to make sure they include:
  • 856: Make sure it includes Proxy
  • 952: Make sure it includes: GOOD, EBOOK, ONLINE BOOK
• Import batch into catalog
• Check to see that link works, no duplicate items, record exists, etc.

Importing patron records into Koha

1. Go to Sonis (Administrative Login). You may need to contact IT if you don’t have Sonis access.
2. Go to Reports on the top right
3. Choose Student Profile from list on the left hand side
4. Choose Excel format to download
5. Click Build report
6. Click Preview Report (it will take a few minutes to download)
7. Generate the “student profile” report from Sonis (Administrative Login) .
8. Once you are in excel: Click enable editing at the top
9. Divide the name field into at least three columns
   • Insert five columns to the right of the name column
   • Highlight the name column
   • Under Data go to  “text to columns”  
   • Choose the delimited option under file type
   • Click Next
   • Under Delimiter click space and comma
   • Click next
   • Click Finish
   • It is going to say: There’s already data gere di you want to replace it? à Hit okay
10. Change the zip codes to six digits—add a leading zero by following the instructions here: https://www.extendoffice.com/documents/excel/792-excel-add-leading-zeros-to-number-text.html

Alternate instructions to change the zip codes to six digits:

• Add another line on the right next to the zip code
• Copy: =TEXT(H2,"00000") into the line and click enter
  • The  letter (in this case H) refers to the column the zip code is in and the number(in this case 2) refers to the row
• Highlight the first zip correct code and drag it down to the rest of the column

11. You’ll see a page with a lot of fields on it. You’ll also see some dire instructions for what to label everything. Have your header row labels in the CSV file read as follows:
    cardnumber    
    surname          
    firstname        
    initials 
    address           
    city     
    zipcode           
    state                
    phone 
    email
12. You can delete any columns that are not covered by these headers.
    •  For instance, we don’t keep date of birth, date of entry, sex, grad, eth, cit, dep, div, camp, lvl, program, advisor
13. Save it as a CSV à CSV (COMMA delimited )
14. Go into Koha admin and select tools, then select “import patrons.”
15. Scroll down to “home library” and choose “Hoffman Family Library.”
16. Directly underneath that, change “patron category” to “student.”
17. At the bottom of the page under: If matching record is already in the borrowers table:
    • Select “ignore this one, keep the existing one.”
18. Directly under that, where it says “patron attributes,”
    • Select “replace all patron attributes.”
19. Scroll to the top. Attach the CSV file.
20. Scroll to the bottom and select “import.”
21. If everything goes well you should get a message telling you that so many records were added, so many were ignored, and so many were not added because of errors. Hopefully there will be few errors.
22. If you cannot get patrons to import successfully, contact Bywater support.