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A-Z Database List: import or update databases in bulk

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In addition to creating databases manually, you can also import databases -- either from a spreadsheet template, or from your Serials Solutions/Intota system.

If you're just starting out with the LibGuides A-Z list, importing your databases can save you a lot time compared to creating each database individually. You can also use subsequent imports to keep your databases up to date, as well!


Getting to the Import / Update Databases page

  1. Select A-Z Database List from the Content menu.
  2. Under the Databases tab, click on the  Import / Update Databases link (above the filters).
the Import/Update Databases link
To import databases, select A-Z Database List from the Content menu. Then, click the  Import / Update Databases link under the Databases tab.

Importing databases from Serials Solutions or Intota

  1. Choose Serials Solutions from the Import Source drop-down.
selecting the Serials Solutions import source
To import databases from your Serials Solutions / Intota system, select Serials Solutions as the import source.
  1. Select the checkbox next to each database that you wish to import or update
    • To select all databases, click the checkbox at the top of the first column.
    • A note will appear if a database is unable to be imported.
  2. Click Process Selected button at the bottom of the screen.
    • When the update is finished, the list will refresh. 
    • Any action performed on a database will be listed in the Notes column.
selecting databases to process
Use the checkboxes next to each database to select which ones to import. Then, click the Process Selected button at the bottom of the page.

What fields are imported from Serials Solutions / Intota?

When importing from Serials Solutions or Intota, the following fields will be retrieved for each database.

Serials Solutions Field LibGuides Field Notes
DatabaseID hidden field How we identify that the database came from Serials Solutions and which database it is.
CustomDatabaseName Name When provided, CustomDatabaseName is used.
Name Name Used when/if CustomDatabaseName is empty.
URL URL  
DatabaseDescription Description When provided, Database Description is used.
ShortDescription Description Used when/if DatabaseDescription is empty.
LongDescription More Info  
SubscriptionStatus   Controls whether or not we import the database; items marked as "Archived", "Cancelled" or "Subscription Declined" are ignored during the import.
An overview of each field imported from Serials Solutions / Intota.

Can I update databases using this function?

Yes! After you select the import source, you can check the box next to databases you want to update.

What happens if I update a database directly in LibGuides, and then update it later with Serials Solutions?

If you check that database to be updated, then the title, URL, description, and more information will be overwritten. However, if you want to preserve the changes you made manually, just leave that database unchecked.

Custom descriptions added to a mapping of a database in a guide are not overwritten during updates.


Importing databases from a spreadsheet

If you don't have Serials Solutions or Intota, you can still upload your databases en masse by using a spreadsheet. With this option, you can both add and update databases.

  1. Select Excel Spreadsheet as the input source
selecting the Excel Spreadsheet import source
To import databases from a spreadsheet, select the Excel Spreadsheet import source.
  1. Download & complete the import template. Keep in mind that the following fields have character limits:
    • Vendor: 45 characters
    • Type: 50 characters
    • Name: 255 characters
    • URL: 1,000 characters
    • Description: 5,000 characters
    • More Info: 5,000 characters 
    • Friendly URL: 100 characters
    • Library Review: 5,000 characters
    • Internal Note: 1,000 characters
    • Thumbnail: 1,000 characters
downloading and uploading a template
Download and fill in the provided import template. When finished, click the Upload File button to upload it from your computer.
  1. Click the Upload File button!
    • NOTE: if you've added a proxy URL to Admin > System Settings, the import process will check each database URL to see if it's been included. If so, that will be stripped from your imported database URL and the "Use Proxy" option will be enabled instead. This will make it way easier to update your proxy URL if it changes in the future!
  2. Select the databases that you wish to import or update
    • To select all databases, click the checkbox at the top of the first column.
    • Click that checkbox again to deselect all databases.
    • A note will appear if a database is unable to be imported.
  3. Click Process Selected button at the bottom of the screen.
    • When the update is finished, the list will refresh. 
    • Any action performed on a database will be listed in the Notes field.
selecting databases to process
Use the checkboxes next to each database to select which ones to import. Then, click the Process Selected button at the bottom of the page.

Updating existing databases via spreadsheet import

If you need to make changes in batch, you can also update your existing databases during an import. 

  1. Under the Databases tab, you can download an import template containing your existing databases. Click on the Export All Records button and select the TEMPLATE option from the dropdown.
    • This will export a list of all of your databases in the same format as the import template, including their IDs (so you don't have to look them up manually).
    • From here, you can more easily see and edit the info you want to change.
    • If you do not want to update a particular database, simply delete that row from the spreadsheet.
the TEMPLATE export option
You can export your current A-Z Database List in the same format as the import spreadsheet.
  1. In your spreadsheet, a database must have its ID listed in the content_id field in order to be updated.
    • If this is column is empty, a new database will be created for that row.
  2. In the remaining fields, enter only the information you want to change.
    • When you update a field in the template, it will overwrite the data already in LibGuides.
    • If you leave a field blank in the template, no change will be made to that field, except for fields that use binary options like the Proxy, New / Trial / Popular Badges. For these, make sure to specify 0 or 1 as needed.
    • Separate multiple database types with semicolons.
  3. Save your template and import it using the steps listed above in the Importing databases from a spreadsheet section.