FAQ content

Creating an Acquisitions dataset

In this article

Getting there

To create a new dataset, go to Admin > Manage Datasets and click the Add New Dataset button.

Navigating the the Manage Datasets page and adding a new dataset

Step 1. Select dataset type

  1. Select Acquisitions from the dataset type dropdown.
  2. Click the Next >> button to continue.

Example of selecting a dataset type 

Step 2. Describe dataset

  1. Give your dataset a name.
  2. Optionally, add a brief description to help explain the purpose of the dataset (up to 255 characters).
  3. For the Recording Mode option, choose whether you want to record individual transactions or aggregate totals.
    • Choose Individual Transactions if the data you will be importing contains each individual item acquired.
    • Choose Aggregate Count if the data you will be importing contains monthly totals of acquisitions.
  4. Click on the Next >> button to continue. At this point, your new dataset will be created. The following steps will allow you to configure it.

Example of describing a dataset 


Step 3. Define permissions

  1. Who can define metadata and administer this dataset: this determines who can manage this dataset. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names. Each user with this permission will also be able to add and analyze records, as well.
  2. Who can add records to this dataset: this determines which users can add new records to the dataset. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names. This does not automatically give users the ability to analyze records.
  3. Who can use this dataset in analysis and dashboards: this determines who has the ability to analyze this dataset and use it in dashboards. By default, all admin users have this permission. However, you can select one or more regular-level users, as well. To select multiple users, press CTRL and click on their names.
  4. Click the Next >> button to continue. You can always edit this dataset later to modify your permissions.

Example of setting permissions for a dataset 

Step 4. Set up fields

Because Acquisitions datasets only accept uploaded data, it's important for the field names in your dataset to match exactly with the field names in your import files. Fortunately, LibInsight takes the guesswork out of this by allowing you to import your field names directly from an import file.

  1. Select the Excel or CSV file you want to upload.
  2. Click the Analyze File button.
  3. The Field Analysis section will then appear on the page. This will list every field name found at the top of each column of the import file. Use the Type dropdowns next to each field to select the appropriate type of data in that field.
    • System: Entered By: if you have a field indicating who recorded a transaction, this is the best type to use.
    • Unique Item ID: if you are recording individual transactions, then this needs to be assigned to a field containing each item's unique ID number. This field type is required in order to upload individual transactions.
    • Call Number Class: if your import files contain the call number class (not the full number -- just the broad class), you can assign this type to the field. This will allow you to take advantage of the call number analysis report.
    • Text: this is the best to use for descriptive fields, or fields containing data you don't need to analyze (such as ISBN).
    • Numeric: this is best for fields containing numeric values that you would like to analyze. Only use this for fields that will never contain letters or punctuation.
    • Monetary: use this type for fields containing dollar amounts.
    • DateTime: use this for the field containing the date an item was acquired. This will be used in your analytics to filter data and show trends over time.
    • Select Field: use this for fields that have a specified number of options to choose from, such as "Location" or "Fund Code". These fields can be used in group and cross-tab reports to look at the distribution and relationship between types of records.
  4. Click the Continue button.
  5. Click the Import Spreadsheet to Dataset button to finalize your fields. Be sure you're ready to proceed because you won't be able to add any new fields to the dataset once the import is complete. You will only be able to edit or delete fields.
  6. Once finished, click the Import Successful button to refresh the page and see the list of fields.

Example of uploading a file

Example of assigning field types

Example of importing fields

Screenshot of the Import Successful button 

Editing and deleting fields

  1. Click the Edit () button in the Actions column for the field you want to modify.
  2. Make your changes:
    1. The Name option allows you to edit the name of your field. Keep in mind that this needs to match the corresponding field name in your import files, or else your uploads will fail.
    2. The Description option allows you to add notes about the field.
    3. The Type dropdown allows you to change the fields type. You can only do this if your dataset is empty.
    4. If this is a Select field, the Options text box will allow you to add a list of the possible values. For example, if this field was for fund codes, you could list each fund code as an option. Add one option per line.
  3. Click the Update Field button to save your changes.
  4. Or, to delete the field, click the Delete Field button.
    • NOTE: this will permanently remove the field and its data, so be careful!

Screenshot of the Edit button

Example of updating a field