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PatronPorter Users’ Manual

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Contents

GETTING STARTED GETTING STARTED GETTING STARTED GETTING STARTED 1111

Welcome 1 How it works 2

Requirements 2

Unlocking PatronPorter 2

EXPORTING PATRON DATEXPORTING PATRON DATEXPORTING PATRON DATEXPORTING PATRON DATA A A A 3333

Overview 3

Deciding what information to export 4

Acceptable export formats 7 The delimited ASCII format 7 The fixed-width ASCII format 8

Performing the export 9

ii Contents


USING PATRONPORTER USING PATRONPORTER USING PATRONPORTER USING PATRONPORTER 11111111

Getting ready 11 Starting Athena’s Import Patrons feature 12 Setting update parameters 12

Importing 14 Importing delimited data 15

Step 1: specifying data type and related information 16 Step 2: specifying the delimiter and text qualifier 17 Step 3: labeling columns 18 Performing the import 18

Importing fixed-width data 19 Step 1: specifying data type and related information 19 Step 2: setting field widths 20 Step 3: labeling columns 21 Performing the import 22

Checking the imported data 23

Appendix A: export worksheet 25

Appendix B: sample worksheet - delimited 26

Appendix C: sample worksheet - fixed-width 27

INDEINDEINDEINDEX X X X 29292929


Chapter 1

Getting Started

In this chapter:

• Welcome • Requirements • Unlocking PatronPorter

Welcome Welcome to PatronPorter!

If your school or business uses an administrative program, it likely contains the names, addresses, and phone numbers of your patrons. PatronPorter will help transfer this and other patron information into Athena. Whether you want to convert patron data from a school administration system, a payroll application, or anywhere else -- PatronPorter can help.

Although PatronPorter is a separate product, it works by enhancing Athena rather than as a stand-alone application. Except for the added functionality, you will probably not even know where Athena ends and PatronPorter begins.

2 Chapter 1 Getting Started Requirements


How it works Bringing patron data from an outside application into Athena is a two-step procedure:

1. Exporting the data. Exporting copies patron information from the outside application to a file that can be used by PatronPorter. For more information about exporting, see Chapter 2, Exporting Patron Data.

2. Importing the data. PatronPorter uses the data from the file created in step 1 to add or update Athena’s patron records. For more information about importing, see Chapter 3, Using PatronPorter.

Requirements PatronPorter will run on any computer capable of running Athena v9.1 or higher.

Unlocking PatronPorter Before you use PatronPorter, you must unlock it using Product Manager. For instructions, refer to Chapter 1 Getting Started in your Athena Users’ Manual.


Chapter 2

Exporting Patron Data

In this chapter:

• Overview • Deciding what information to export • Acceptable export formats • Performing the export

Overview Most computer applications store data in a proprietary format unique to that particular application. Since each application needs data to be in its own particular format, different applications cannot easily share data. To get around this, developers design applications so that they can duplicate, or copy, their data to a standard format. This is called exporting.

Before you can use PatronPorter to bring patron information into Athena, you must export the information from the other application. This chapter will help you decide what information to export and what export format to use. It also provides tips to help you export successfully.

4 Chapter 2 Exporting Patron Data Deciding what information to export


Deciding what information to export You must export patron ID numbers and patron surnames. This is because Athena will reject any records that do not include this information.

When deciding what other information to export from the outside application, you should keep in mind Athena’s data requirements and capabilities. This table shows the patron information that Athena can store. Aside from patron ID number and patron surname, you can export as much or as little of this information as you like.

DATA ELEMENT TYPE*

key at end of table

WIDTH REQUIRED ATHENA

FIELD NAME

Unique patron ID number. C 20 Y PatronID

Alternate ID. C 40 N AlterID

Surname. C 30 Y Surname

First name. C 30 N Firstname

Salutation. C 30 N Salutation

First line of the street address. C 40 N Street1

Second line of the street address. C 40 N Street2

Third line of the street address. C 40 N Street3

Fourth line of the street address. C 40 N Street4

City. C 40 N City

State or province. C 20 N ProvState

ZIP or postal code. C 20 N PostalZIP

Phone number in any format. C 20 N Phone

Second phone number in any format.

C 20 N Phone2

Email address. C 50 N Email

First line of alternate street address. C 40 N AStreet1

Deciding what information to export Chapter 2 Exporting Patron Data 5


DATA ELEMENT TYPE*

key at end of table


FIELD NAME

Second line of alternate street address.

C 40 N AStreet2

Third line of alternate street address.

C 40 N AStreet3

Fourth line of alternate street address.

C 40 N AStreet4

Alternate city. C 40 N ACity

Alternate state or province. C 20 N AProvState

Alternate ZIP or postal code. C 20 N APostalZIP

Alternate phone number in any format.

C 20 N APhone

Alternate second phone number in any format.

C 20 N APhone2

Alternate email address. C 50 N AEmail

Patron group 1. C 10 N Group1



Date patron was added to the file. Format CCYYMMDD

D 8 N RecordDate

Card expiration or graduation date. Format CCYYMMDD

D 8 N ExpiryDate

Date of this patron’s most recent circulation transaction. Format CCYYMMDD

D 8 N LastUsed

Amount of the fine that this patron owes.

N 10 N FinesOwing

6 Chapter 2 Exporting Patron Data Deciding what information to export


DATA ELEMENT TYPE*

key at end of table


FIELD NAME

If present, this message is displayed whenever the patron is identified during a circulation desk activity.

C 100 N Message

If present, this message is displayed whenever the patron is identified during a circulation desk activity. Athena will also stop the circulation transaction.

C 100 N BlockMsg

The Other fields can be used to store any additional information.

C 40 N Other1, Other2, … Other 10

* Field Type key: C indicates character data D indicates date data N indicates number data

Acceptable export formats Chapter 2 Exporting Patron Data 7


Acceptable export formats The file of exported data should be in either of these formats:

• Delimited ASCII.

• Fixed-width ASCII.

The delimited ASCII format The delimited format has these characteristics:

• All the data for a single patron is stored on one line. A more technical way of saying this is: there cannot be a carriage-return line-feed pair within a record.

• Each line contains information for only one patron. In technical terms: each record ends with a carriage-return line-feed pair.

• Within a single line, each piece of information (field) is separated from the next field by a delimiter. Often, a comma is used as a delimiter, but the delimiter can be a semicolon, a space, a tab, etc.

• The data contained within a field is usually enclosed by a pair of text qualifiers. Most often, a double quote is used as the text qualifier.

For example, your administration system might store surname, given name and phone number for every person in the system. If you exported this information to a delimited format, the data in the exported file might look like this:

"Jones","Steve","(608) 555-8987" "Johnson","Fred","(608) 555-7878" "Kennel","Elaine","(608) 555-6342"...

Notice that the delimiter is a comma, and that the information within each field is enclosed in quotation marks. Also notice that the information for each person is stored on a separate line.

Text qualifier

Delimiter

8 Chapter 2 Exporting Patron Data Acceptable export formats


The fixed-width ASCII format The fixed-width format has these characteristics:

• All the data for a single patron is stored on one line. A more technical way of saying this is: there cannot be a carriage-return line-feed pair within a record.

• Each line contains information for only one patron. In technical terms: each record ends with a carriage-return line-feed pair.

• Data is stored in columns. Each column holds one character.

• Each piece of data is allocated a certain amount of space (number of columns). Furthermore, each piece of data starts at a specific position in the line and ends at a specific position.

The fixed-width format does not use delimiters. Instead, it uses a columnar arrangement to separate data. For example, surname might start at column 1 and be 15 characters (columns) long, given name might start at column 16 and be 11 characters long, and phone number might start at column 27 and be 14 characters long.

Obviously, actual data will not be this consistent. For example, surnames vary in length. Some may be shorter than 15 characters, others longer. The fixed-width format gets around this by padding values that are too short with extra spaces and truncating values that are too long. For example, the surname Jones is only five characters long. With the fixed-width format, this surname would be padded with 10 extra spaces to fill up the entire 15 characters.

Performing the export Chapter 2 Exporting Patron Data 9


The next example shows data in a fixed-width format. The numbers at the top are provided to help you keep track of the columns. Spaces are represented by the symbol #.

123456789012345678901234567890123456789012345

Jones##########Steve######(608)#555-8987Johnson########Fred#######(608)#555-7878Kennel#########Elaine#####(608)#555-6342

Performing the export Someone who is familiar with the administration application should perform the export. This person needs to know:

• How to export the required information to either a fixed-width or a delimited ASCII format file.

• The symbols used as the delimiter and text qualifier (delimited format only).

• The order that each piece of information appears in the data.

• The starting column and length allocated to each piece of information (fixed-width format only).

This person should fill out the Export Worksheet shown in Appendix A. When completed, this worksheet will contain the information that PatronPorter needs to perform the conversion.


Chapter 3

Using PatronPorter

In this chapter:

• Getting ready • Importing • Checking the imported data

Getting ready After the data has been exported from the administration system, you can use PatronPorter to import it into Athena. The file that you are importing is called the import file.

PatronPorter will ask you to provide information about the import file. When you exported the patron information from your administration system, you probably filled out the Export Worksheet provided in Appendix A. If you did, this worksheet will contain most of the information PatronPorter needs. Keep it handy while importing. This will help you provide PatronPorter with the necessary information.

12 Chapter 3 Using PatronPorter Getting ready


Starting Athena’s Import Patrons feature PatronPorter simply enhances Athena’s Import Patrons feature. Before you can access PatronPorter, you must start the Import Patrons feature.

To start the Import Patrons feature:

♦ From Athena’s Circulation menu, click IMPORT PATRONS/IMPORT PHOTOS. You will see the Import Patrons screen.

Setting update parameters If a record in the import file has the same surname and ID number as an existing Athena patron, Athena will assume that the incoming record refers to this patron. Consequently, Athena will use the new information to update the patron’s information rather than creating a new record. Note: matching is case sensitive. For example, Athena will not match Smith with SMITH. They will be interpreted as two different surnames.

You can specify exactly which information in the existing patron’s record should be updated.

To specify which information in an existing record should be updated:

1. Click the UPDATE PARAMETERS tab. You will see the Update Parameters screen.

Getting ready Chapter 3 Using PatronPorter 13


2. Notice that this screen lists the different types of patron information. To update a piece of information, select its check box. If you do not want a piece of information updated, clear the check box.

3. Return to the Import Patrons screen by clicking the IMPORT PATRONS tab.

Tip To turn off the update feature so that new records are added but existing records are not updated, clear all the check boxes on the Update Parameters screen.

14 Chapter 3 Using PatronPorter Importing


Importing Warning! Before importing patron data, back up your Athena circulation files.

This will ensure that you can revert to your original data should it be necessary. For help backing up circulation files, refer to your Athena Users’ Manual.

To start PatronPorter:

1. If you have not already done so, from Athena’s Circulation menu, click IMPORT PATRONS/IMPORT PHOTOS. You will see the Import Patrons screen.

2. Click the BROWSE button. When you see the Locate Patron Import File dialog box, click the file containing the data that you want to import. Then click OPEN. (If you cannot find the import file, you probably need to choose different options in the Look in and Files of type lists.)

3. Under Import File Format, click PATRONPORTER. Note: this option will be available only if you have purchased PatronPorter.

4. Click IMPORT. You will see a message warning that you should have a current circulation backup before proceeding.

PatronPorter option

Browse button

Importing Chapter 3 Using PatronPorter 15


5. If you have a current circulation backup, click OK. Athena will start PatronPorter and display the Step 1 dialog box.

Note: The end of each patron record is indicated by a small rectangle.

Importing delimited data This section explains how to import delimited data. If you are importing fixed-width data, see Importing fixed-width data starting on page 19.

Note: PatronPorter will remember the settings from the last import session and automatically enter them for you. This means that if you always import from the same data source, you will need to enter information only the first time that you import data. For subsequent imports, simply verify that the information on the Step 1 dialog box is correct, and then click NEXT to move to the next dialog box. After verifying that the information on the remaining dialog boxes is correct, click FINISH to proceed with the import.

To import data from a different source than in the previous session, click CLEAR LOADED SETTINGS. (This button will not be available the first time that you use PatronPorter.) PatronPorter will clear the previous settings so that you can enter the appropriate settings for the new import file.

PatronPorter shows the import data at the bottom of the screen.

The end of a record is depicted by a small rectangle.



Step 1: specifying data type and related information If any of the information shown on the Step 1 dialog box is incorrect, you should change it.

To specify the data format:

1. From the Step 1 dialog box, under Original Data Type, click DELIMITED.

2. In the Start import at row box, indicate the first row of patron data that you want imported. For example, if the patron information does not start until row three, type 3 —or— Use the scroll bar to position this row at the top of the Preview box.

3. Click NEXT. You will see the Step 2 dialog box.

Note: If the Step 2 dialog box on your screen does not look like the one shown above, you may have chosen FIXED WIDTH in the previous step. If so, click BACK to return to Step 1 and choose the DELIMITED option.



Step 2: specifying the delimiter and text qualifier PatronPorter will assume that the import file uses a comma as the delimiter and double quotation marks as the text qualifier. If this is not the case, you should change the values shown on the Step 2 dialog box.

To specify the delimiter and text qualifier:

1. From the Step 2 dialog box, under delimiters, select the delimiter used in the import file. If this delimiter is not one of the listed options, select OTHER and type the delimiter in the adjacent box.

2. Open the Text Qualifier list, and click the text qualifier used in the import file. (If the import file does not use a text qualifier, click NONE.)




Step 3: labeling columns By now, each column in the Data Preview box should contain a different type data. All that remains is to label the columns so that PatronPorter knows what type of information is stored in each column.

The top portion of the dialog box shows all of Athena’s patron field names. If you do not know what type of information a field name refers to, consult the table starting on page 4.

To label a column:

♦ From the Step 3 dialog box, drag the appropriate Athena field name onto the column. For example, if the second column of the import file contains patron ID numbers, drag the field name PatronID from the top box to the second column of data.

Tip If you do not want a particular column of data imported into Athena, do not label it. PatronPorter will import only those columns that have been assigned Athena field names.

If you change your mind and decide not to import data from a column that has already been labeled, you must remove the label.

To remove a column label:

♦ Drag the field name off of the column.

Performing the import 1. From the Step 3 dialog box, click FINISH.

2. Athena will display the Import Patrons dialog box. This dialog box shows messages about duplicate records, the number of records to be imported, the number of records to be updated, and the number of records missing critical information such as surname or patron identification number.

3. Click OK.



Importing fixed-width data This section explains how to import fixed-width data. If you are importing delimited data, see Importing delimited data on page 15.

Note: PatronPorter will remember the settings from the last session and automatically enter them for you. This means that if you always import from the same data source, you will need to enter information only the first time that you import data. For subsequent imports, simply verify that the information on the Step 1 dialog box is correct and then click NEXT to move to the next dialog box. After verifying that the information on the remaining dialog boxes is correct, click FINISH to proceed with the import.

To import data from a different source than in the previous session, click CLEAR LOADED SETTINGS. (This button will not be available the first time that you use PatronPorter.) PatronPorter will clear the previous settings so that you can enter the appropriate settings for the new import file.

Step 1: specifying data type and related information If any of the information shown on the dialog box is incorrect, you should change it.

To specify the data format:

1. From the Step 1 dialog box, under Original Data Type, click FIXED WIDTH.

2. In the Start import at row box, indicate the first row of patron data that you want imported. For example, if the patron information does not start until row three, type 3




Note: If the Step 2 dialog box on your screen does not look like the one shown above, you may have chosen DELIMITED in the previous step. If so, click BACK to return to Step 1 and choose the FIXED WIDTH option.

Step 2: setting field widths Before PatronPorter can import fixed-width data, it needs to know where each field begins and ends.

Notice that previewed data includes vertical lines. These lines are called field separators and indicate where one field ends and the next begins. If the field separators are not in the correct places, you should adjust them. For example, in the dialog box shown above, the separator between the middle initial and the first name fields is missing and needs to be added.

To add a new field separator:

♦ Click the position where you want to place the field separator.

To move an existing field separator:

♦ Use your mouse to drag the field separator to the correct position.



To delete an existing field separator:

♦ Double-click anywhere on the field separator.

When you are certain that the field separators are all in the correct places, click NEXT. You will see the Step 3 dialog box.

Step 3: labeling columns By now, each column in the Data Preview box should show a different field of data. All that remains is to label the columns so that PatronPorter knows what type of information is stored in each column.

The top portion of the dialog box shows all of Athena’s patron field names. If you do not know what type of information a field name refers to, consult the table starting on page 4.

To label a column:

♦ From the Step 3 dialog box, drag the appropriate Athena field name onto the column. For example, if the second column of the import file contains patron ID numbers, drag the field name PatronID from the top box to the second column of data.



Tip If you do not want a particular column of data imported into Athena, do not drag a field name on to it. PatronPorter will import only those columns that have been assigned Athena field names.

If you change your mind and decide not to import data from a column that has already been labeled, you must remove the label.

To remove a field name from a column:

♦ Drag the field name off of the column.

Performing the import 1. From the Step 3 dialog box, click FINISH.

2. Athena will display the Import Patrons dialog box. This dialog box shows messages about duplicate records, the number of records to be imported, the number of records to be updated, and the number of records missing critical information such as surname or patron identification number.

3. Click OK.

Checking the imported data Chapter 3 Using PatronPorter 23


Checking the imported data After importing you should browse the new patron information and make any changes that might be required.

To browse patron information:

1. From the Circulation menu, click ADD, CHANGE, DELETE PATRONS. You will see the Change or Delete patrons screen.

2. Click CHANGEDEL and indicate the patron whose record you want to view.

Appendix A: export worksheet 25


Appendix A: export worksheet

Name of exported data file: ____________________________ Data format (check only one) Delimited Fixed-width Delimiter (delimited format only) ____________________________ Text qualifier (delimited format only) ____________________________ FIELD

ORDER

FIELD LENGTH

(FIXED-WIDTH FORMAT )

STARTING

COLUMN


CONTENT

INTO

ATHENA?

(YES/NO)

1

2

3

4

5

6

7

8

9

10

11

12

13

14

26 Appendix B: sample worksheet - delimited


Appendix B: sample worksheet - delimited

Name of exported data file: PatronPortersmpl.del Data format (check only one) Delimited Fixed-width Delimiter (delimited format only) comma (,) Text qualifier (delimited format only) quotation mark (“) FIELD

ORDER

FIELD LENGTH


STARTING

COLUMN


CONTENT

INTO

ATHENA?

(YES/NO)

1 id number y

2 surname y

3 middle initial n

4 first name y

5 street address y

6 city y

7 state y

8 zip y

9 phone y

10 group 1 (grade) y

11 group 2 (room) y

Appendix C: sample worksheet - fixed-width 27


Appendix C: sample worksheet - fixed-width

Name of exported data file: PatronPortersmpl.fix Data format (check only one) Delimited Fixed-width Delimiter (delimited format only) Text qualifier (delimited format only) FIELD

ORDER

FIELD LENGTH


STARTING

COLUMN


CONTENT

INTO

ATHENA?

(YES/NO)

1 8 1 id number y

2 30 9 surname y

3 1 39 middle initial n

4 30 40 first name y

5 30 70 street address y

6 30 100 city y

7 20 130 state y

8 10 150 zip y

9 10 160 phone y

10 5 170 group 1 (grade) y

11 5 175 group 2 (room) y


Index

—A—Administration system

Export formats, 7 Exporting from, 9

Athena Patron field descriptions, 4 Setting update parameters, 12 Starting the Import Patrons feature, 12

—C—Checking the imported data, 23

—D—Data formats, 7 Delimited ASCII format

Described, 7 Importing data, 15

—E—Export worksheet, 25, 26, 27 Exporting from an outside application

Data formats, 7 Deciding what information to export, 4 Delimited ASCII format, 7 Export worksheet, 9 Fixed-width ASCII format, 8 Overview, 3 Patron data, Athena field descriptions, 4

—F—Field descriptions, Athena patron data, 4 Fixed-width ASCII format

Described, 8 Importing data, 19

—I—Import Patrons feature, starting, 12 Importing

Checking imported data, 23 Delimited data, 15 Fixed-with data, 19 Setting update parameters, 12 Starting Import Patrons feature, 12 Starting PatronPorter, 14

—O—Outside application

Export formats, 7 Exporting from, 9

30 Index


—P—Patron data, Athena field descriptions, 4 PatronPorter

How it works, 2 Importing delimited data, 15 Importing fixed-width data, 19 Requirements, 2 Starting, 14 Unlocking, 2

Product Manager, 2

—R—Requirements, PatronPorter, 2

—U—Unlocking PatronPorter, 2 Update parameters, 12

—W—Welcome, 1

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