Patron Import Data Dictionary for TRN Files

The .trn 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. The table below lists required and optional data fields.

If your patron record system does not include required field data, you must supply a default value. Valid values are shown in the table.

If you don't use an optional field, enter an empty pipe (|) for the field.

For more information on .trn formatting, see TRN File Format.

Column Data Type Max Data Length Valid Codes/Format Data Required?

Record Code

Integer

n/a

5 = New Patron

7 = Update Patron

If you use Record Code = 7 for all patrons in the file, the system will update existing patrons and create new patrons if they do not currently exist in Polaris.

Y

Creation Date

Date

n/a

YYYY-MM-DD

N

Patrons Last Name

String

32

 

Y

Patrons First Name

String

32

Patron First Name might be required depending on the configuration.

Y/N

Patrons Middle Name

String

32

 

N

Patron Name Title

String

8

 

N

Patron Name Suffix

String

4

 

N

Patron Code ID

Integer

n/a

A valid Polaris Patron Code. These are listed in Polaris Administration and available from the Polaris Code Sheet provided by the Polaris Implementation Manager.

Y

Patrons Branch ID

Integer

n/a

A valid Polaris OrganizationID having an OrganizationCodeID of 3 (branch).

Y

Patron Barcode

String

20

Unique identifier; for example,the student identification number from the student database.

Y

Expiration Date

Date

n/a

YYYY-MM-DD HH:MM:SS

Y

Patron Statistical Code ID

Integer

n/a

A valid Polaris Patron Statistical Class Code ID

N

Gender ID

Integer

n/a

1, 2, or 3

N

Password

String

16

 

N

Language ID

Integer

n/a

LanguageID (1=English)

Y

Registration Date

Date

n/a

YYYY-MM-DD

N

Birth Date

Date

n/a

YYYY-MM-DD

N

Permission

Integer

n/a

DO NOT USE

N

Maintain Reading List

Integer

n/a

0 = Do not maintain

1 = Maintain

Y

Former ID

String

20

 

N

User Defined 1

String

64

 

N

User Defined 2

String

64

 

N

User Defined 3

String

64

 

N

User Defined 4

String

64

 

N

User Defined 5

String

64

 

N

Do not delete

Integer

n/a

1 = Staff may not delete the patron

0 = Staff may delete the patron

Y

Exclude from bills

Integer

n/a

1 = Never bill this patron

0 = This patron may be billed

Y

Exclude from collection

Integer

n/a

1 = This patron may not be sent to collection agency

0 = This patron may be sent to collection agency

Y

Exclude from holds

Integer

n/a

1 = This patron may not be sent hold notifications

0 = This patron may be sent hold notifications

Y

Exclude from overdue

Integer

n/a

1 = This patron may not be sent overdue notifications

0 = This patron may be sent overdue notifications

Y

Plain text

Integer

n/a

1 = This patron only wants plain text notification

0 = This patron may be sent HTML notifications

Y

Free Text Address Type Label

String

30

This label must be one of the following:

~Home

~Work

~School

~Primary

~Alternate

~Office

~Other

And must include the ~ character in front of the label. Indicates the start of an address group (street, city, etc.)

Required

for

address

Address Type

Integer

n/a

1 = Generic

2 = Notice

N

Street One

String

64

 

N

Street Two

String

64

 

N

Street Three

String

64

 

N

City

String

32

 

N

State

String

 

2 character abbreviation

N

Postal Code

String

10

5 character postal code

N

Zip Plus Four

String

4

4 character Zip+ code

N

County

String

32

 

N

Country ID

Integer

n/a

Country ID (1 = USA)

N

Address Check Date

Date

n/a

YYYY-MM-DD

N

Email address

String

64

 

N

Alternate Email Address

String

64

 

N

Phone 1

String

20

 

N

Phone 1 Carrier ID

Integer

2

Unique numeric identifier for mobile phone carrier - see the Mobile Phone Carriers database table in Polaris Administration.

N

Phone 2

String

20

 

N

Phone 2 Carrier ID

 

 

Unique numeric identifier for mobile phone carrier - see the Mobile Phone Carriers database table in Polaris Administration.

 

N

Phone 3

String

20

 

N

Phone 3 Carrier ID

String

20

Unique numeric identifier for mobile phone carrier - see the Mobile Phone Carriers database table in Polaris Administration.

N

Fax Number

String

20

 

N

Delivery Option ID

Integer

n/a

1 = Mail

2 = Email

3 = Phone1

4 = Phone2

5 = Phone3

6 = FAX

N

Patron Record ID

Integer

 

Used internally by Polaris, automatically generated when record is created in Polaris

N

SMS Enabled

Bit

n/a

1 = This patron wants text message notification

0 = This patron does not want text message notification

N

eReceipt Option ID

Integer

 

2 = email

8 = text message

100 = both

N

Txt Phone Number

Integer

n/a

Indicates which Phone number (1, 2, 3) should be used for text messages.

N
Exclude from Almost Overdue / Auto Renew

(1) Yes

(0) No

 n/a   Y
Exclude from Patron Record Expiration

(1) Yes

(0) No

 n/a    
Exclude from Inactive Patron

(1) Yes

(0) No

 n/a    
Obfuscated Password

String

256

DO NOT USE

N
Password Hash

String

256

DO NOT USE

N

Patrons Last Name on ID

String

32

 

Y

Patrons First Name on ID

String

32

 

Y

Patrons Middle Name on ID

String

32

 

Y

Patrons Middle Name on ID

String

32

 

Y