Importing Patron Records

You can import patron or student data into Leap using either .csv or .trn file templates.

This section covers the following topics:

• Importing a CSV File

• Importing a TRN File

• Finding Your Polaris Code IDs

For detailed info about file templates, see also:

• TRN File Format

• Patron Import Data Dictionary for TRN Files

• Patron Import Data Dictionary for CSV Files

Importing a CSV File

The .csv file maps the data in your registration system to Polaris data fields. You are responsible for ensuring that it conforms to the necessary format and content.

Creating a unique patron barcode for each patron is mandatory. If you load the data with just one patron barcode, the system will generate one patron record and continue to overwrite it.

For help filling in the appropriate data, refer to Patron Import Data Dictionary for .csv Files.

To import a .csv file

1. Find the Polaris codes set for your system, or contact your Polaris Site Manager for a list of the Polaris codes set for your system.

2. (Optional) Download the .csv template.

   1. Sign in to Leap.

   2. Select Utilities > Background Processing.

      The Background Processing workform opens.

   3. Select the Patron Import view.

   4. Select DOWNLOAD TEMPLATE.

      Polaris downloads a .csv template file.

3. Fill the .csv file with patron info.

   In the .csv template, the row under the Database Value is a collection of translation strings. Do not put any patron data in this row. On import, Polaris ignores the translation string row and does not apply the data to patron records.

   For help filling in the appropriate data, refer to Patron Import Data Dictionary for .csv Files.

4. Import the filled-in .csv file into Leap.

   1. Sign in to Leap.

   2. Select Utilities > Background Processing.

      The Background Processing workform opens.

   3. Select the Patron Import view.

   4. Select IMPORT FILE.

      The Select File dialog appears.

   5. Select the SELECT FILE button to browse to your filled-in .csv file.

   6. (Optional) Select the Suppress Verify Patron Data Block checkbox to skip adding a verify patron data block to each imported patron file.
      If this checkbox is left deselected, Polaris adds a block to every imported patron file so library staff members can verify the patron information manually before they lift the block.

   7. Select IMPORT FROM FILE.

      The system imports the data using a background process. A report appears in the table when the processing is complete.

      Note:
      File size should not exceed 150 MB.

5. (Optional) Select a table row to see the corresponding Patron Import Report.

   If Polaris finds potential duplicate patron records in the database, it lists the potential duplicates in the upload report. You can use the report to find duplicate patron records so you can merge or delete them.

6. (Optional) Delete the patron import report.

   1. Select the checkboxes beside the file names you want to delete.

   2. Select DELETE.

      This also deletes the file on the server.

Importing a .trn File

The .trn file maps the data in your registration system to Polaris data fields. You are responsible for creating the file and ensuring that it conforms to the necessary format and content. For help with file formatting, see TRN File Format.

Creating a unique patron barcode for each patron is mandatory. If you load the data with just one patron barcode, the system will generate one patron record and continue to overwrite it.

For help filling in the appropriate data, refer to Patron Import Data Dictionary for .trn Files.

To import a .trn file

1. Find the Polaris codes set for your system, or contact your Polaris Site Manager for a list of the Polaris codes set for your system.

2. To prepare your .trn file, do the following:

   1. Assign a valid record code (for the .trn file) to each patron’s information.

   2. Use the Polaris codes from the first step to fill in the Patron Code ID field.

   3. Assign a unique patron barcode to each patron’s information and place it in the Patron Barcode field.

      For help filling in the appropriate data, refer to Patron Import Data Dictionary for .trn Files.

3. Import the existing .trn file into Leap.

   1. Sign in to Leap.

   2. Select Utilities > Background Processing.

      The Background Processing workform opens.

   3. Select the Patron Import view.

   4. Select IMPORT FILE.

      The Select File dialog appears.

   5. Select the SELECT FILE button to browse to your .trn file.

   6. (Optional) Select the Suppress Verify Patron Data Block checkbox to skip adding a verify patron data block to each imported patron file. If this checkbox is left deselected, Polaris adds a block to every imported patron file so library staff members can verify the patron information manually before they lift the block.

   7. Select IMPORT FROM FILE.

      The system imports the data using a background process. A report appears in the table when the processing is complete.

      Note:
      File size should not exceed 150 MB.

4. (Optional) Select a table row to see the corresponding Patron Import Report.

   If Polaris finds potential duplicate patron records in the database, it lists the potential duplicates in the upload report. You can use the report to find duplicate patron records so you can merge or delete them.

5. (Optional) Delete the patron import report.

   1. Select the checkboxes beside the file names you want to delete.

   2. Select DELETE.

      This also deletes the file on the server.

Finding Your Polaris Patron Code IDs

You can find the Polaris Code IDs for patrons and organizations in Polaris System Administration (web-based).

To find the Polaris codes set for your system

1. Sign in to Polaris System Administration (web-based)

2. From the home screen, select Settings and Tables.

3. At the System Level, select Tables.

4. Navigate to the Patron Codes table.

5. Use the numbers in the ID column to signify the type of patron in the description column.

To find the Organization ID for your system

1. Sign in to Polaris System Administration (web-based)

2. From the home screen, select Organizations.

3. Navigate through the list or use the Search field to filter organizations.

4. Use the number from the ID column to signify your organization.