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.

Importing databases

  1. Go to Content > A-Z Database List.
  2. Under the Databases tab, click on  Import / Update Databases.
  3. Select Excel Spreadsheet as the input source
  4. 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
  5. Important: Make sure to save your file in CSV format.
    • To preserve CJK, Hebrew, or Arabic characters, be sure to save your file with UTF-8 / Windows CRLF encoding. If you are a Mac user, please be aware that Excel for Mac does not offer options for saving as CSV with UTF-8 encoding. Please save your data using a Windows computer.
  6. 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!
  7. 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.
  8. 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.
Tip: To ensure that your spreadsheet is uploaded successfully...
  • Be sure that the Vendor Name does not have any leading spaces. This will cause the import to fail.
  • Make sure that the text inside of your Description, More Info, and Library Review fields do not contain quotation marks.
  • If you have trouble importing your template, open the CSV file in a text editor and make sure that fields containing commas are enclosed in quotation marks. For example: "Oxford University Press, London". These quotation marks are added by Excel to delimit text in fields.
  • While viewing your import file in Excel, make sure that none of the text breaks onto second lines. Data that has been exported from other systems sometimes contain invisible line breaks after <br> tags which can lead to a "Name not found" error while importing to LibGuides.

Clicking on Import / Update Databases

Selecting Excel Spreadsheet as the import source

Processing selected databases

Updating existing databases

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

  1. Download the import template, or export your A-Z database list using the "Template" option (this will export a list of all of your databases in the same format as the import template).
  2. To update an existing database, enter the database's ID number in the content_id field.
  3. 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.
  4. Save your template and import it using the steps listed above in the Importing Databases section.

Exporting all databases in the Template format

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