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E-Reserves: Import courses and items from other E-Reserves systems

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Required steps for importing e-reserves content

Coming to E-Reserves from another system? No problem! We can import E-Reserves from your previous system. :)

Here are the basic steps. More details around step 2 are below.

  1. Contact the Springy Sales team about the import, if you have not already discussed it when adding E-Reserves to your subscription.
  2. Download the CSV files & fill them out. See below for important details / to download the files.
  3. Once the templates are properly filled out*, email us:
    • Send to support@springshare.com.
    • Subject line: E-Reserves Import for {your institution name}
    • Attach the two properly filled out template files.
    • Provide us with access information for your files via secure FTP.
  4. We will process the data and let you know as soon as it's completed.
  5. Check your system to ensure everything was imported properly.

E-Reserves import templates and instructions

Step 1: Download the Templates

There are 2 files you will need to download, fill out, and return: one for courses and one for items. See the Related Links panel for the latest versions.

Step 2: Fill in the Templates

To ensure a successful import, please carefully review the following:

  • Both the course and import files must be filled out in order to process your import.
  • The templates must be filled in exactly or we cannot process your import.
  • Please do not modify the template layout by moving fields around, adding / deleting fields, combining templates into one file or changing the file type. If the template is modified, we will ask you to fill it in again to match our template.
  • All text fields are processed as isPlease note that we do not further process any of your course or item metadata. (i.e. If you enter "0293-9383; 393x-3837" in an item's ISSN field, "0293-9383; 393x-3837" is exactly what will appear in LibGuides for that item.)
    • For consistency, make sure that all instructor names are in the same format.
    • If you wish to include more than one ISSN or ISBN for an item, separate them with a space.
  • Saving the Files: after adding courses / items, be sure to save the file in the original format (CSV) using UTF-8 encoding.
    • The maximum size of a file is 10 MB. If your saved file exceeds 10 MB, please start a new file using the same template and put the excess data there.
    • We strongly recommend that, before sending them to us, you open the saved CSV files in a text editor to make sure that diacritics and standard numbers haven't been incorrectly formatted or converted by Excel.
    • If you need assistance exporting your data in a format to match our template, please contact your system's vendor. Be sure to let your vendor know that the files must remain as two separate files and the same file type (CSV).

Courses template

  • Fill in the relevant fields for your courses.
  • If you do not wish to use a field, simply leave it blank.
  • ID is required and each course listed must have a unique ID.
  • If you add a term that does not yet exist in your system, it will be created during the import.
    • You will want to go to that term (E-Reserves > Courses > Manage Terms) and set visibility dates after the import has run.

Example: You give a course the ID of 1234 in the import file.

You'd then add 1234 to the course_id field in the item import file for any items you want to associate with that course.

Course template fields

Field Description Field Type / Specific Options
id Unique course identifier.
This relates to the course_id field in the item import template.
If you want to relate an item to a course, use the same id you add for the course.
This is how we match up items to courses.
number The course number. This is different from the unique identifier.
It is the actual course number used at your institution, like MGT101 or EPS3501.
name The name of the course. text
instructor The instructor's name. This can follow whatever format you prefer, such as:
firstname lastname
lastname, firstname
term The name of the semester when the course is being held. text
password Optional password field for the course. text
description A description of the course. text

Items template

  • Required fields:
    • ID: Must be a unique identifier. If multiple items have the same ID, we will send the files back to you for correction.
    • Item Type
    • Name
    • True / False fields
  • Are you relating the item to a course?
    • Add the appropriate ID in the course_id field.
    • This is the unique ID you gave the course in the course import file, not the course number.
    • To associate an item with multiple courses, insert a copy of the item's row in your spreadsheet and change the new row's course_id accordingly.
  • Fill in the other fields as appropriate. For example:
    • Complete fields for only one type per item. For example, if the item is a book, fill out only the fields starting with book_.
    • If there is a related URL, add that to the URL field.
  • If a field does not relate to that particular item, simply leave it blank.
  • The Copyright Status field relates to the statuses entered into your system.
    • Leave this blank if you do not wish to assign a Copyright Status to the item.
    • If the Copyright Status you add does not yet exist in your system, running the import will add it.

Items template fields

Field Description Field Type / Specific Options
id Unique item identifier text
er_item_type The type of item you're adding book
name The item name as it should appear on the E-Reserves Course page text
description The item description as it should appear on the Course page text
course_id The related id (from the Course import file) for the course the item should be associated with text
folder If the item should be in a folder, add the folder name text
url If the item has a related URL, add it here text
enable_proxy Should your system's proxy prefix be added to the beginning of the URL? true
password Optional password field for the item text
attachment Add the path for an associated file (chapter / article pdf, etc.).
A path relative to the root of your secure FTP server is ideal. For example: /data/ereserves/12345/sample.pdf
copyright The copyright status for the item, if any.
If the status you enter does not yet exist in your system, it will be created during the import.
If the item does not have a copyright status, leave that field blank.
book_title The title of the book.
If the item is a book chapter, this should still be the book title, not the chapter title. That can be added later.
book_author The author or editor of the book.
If a chapter, there is a chapter author later in the file.
book_publisher The publisher of the book. text
book_volume The volume of the book, if applicable. text
book_isbn The ISBN for the book. text
book_pub_date The publication date of the book. text
book_call_number The call number of the book, if applicable. text
book_is_ebook Is this book an e-book? true
book_is_personal_copy Is this book a personal copy? true
book_is_chapter Is this item a book chapter vs. an entire book? true
book_chapter_title Title of the chapter, if applicable. text
book_chapter_author Author of the chapter, if applicable. text
book_chapter_pages Page range for the chapter, if applicable. text
article_title The title of the article. text
article_author The author of the article. text
article_journal The journal where the article appears. text
article_volume The volume of the journal where the article appears. text
article_issue The issue of the journal where the article appears. text
article_pages The page range for the article. text
article_pub_date The publication date of the article. text
website_name The name of the website.
(The related URL should be in the URL field earlier in the file.)
media_title The title of the movie, album, song, recording, etc. text
media_director The director, composer, performer, etc. text
media_call_number The call number of the media item, if applicable. text
media_is_personal_copy Is this a personal copy? true
media_database Can this item be found in a library database? If so, provide the database name. text