FAQ content

ILL datasets: Record or upload data to a dataset

In this article

Getting there

Via the command bar

To record data to a dataset, click on  Record Data in the command bar.

This will take you to the default dataset selected in your account's settings. If you are currently viewing the Analyze page for a dataset, it will take you to that same dataset's Record Data page instead.

Navigating to the Record Data page from the command bar

Via the homepage

In the Shortcuts box, select a dataset from the  Record Data To dropdown.

Navigating to the Record Data page via the homepage shortcuts

Via the Datasets page

Click on a dataset's Record Data () button in the Actions column.

Navigating to the Record Data page via the Datasets page

Manually entering data

If your dataset is configured to use the Manual Entry recording mode, you can enter data by:

  1. Select the year you want to enter data for. Data is entered as aggregate monthly totals.
  2. Select the request type you want to enter data for.
    • Articles: requests for non-returnable items (e.g. journal articles).
    • Loans: requests for returnable items (e.g. books & A/V).
    • Cancelled requests: requests in your cancelled request categories.
    • Partner institutions: requests in your partner institution categories. When adding data for these categories, record the total number of filled requests for each.
  3. Click the Go button.
  4. For each Process Type (borrowing and lending), enter the monthly totals for each category by clicking on a cell and entering your data.
  5. Click Save or press the Enter key to save.
    • To edit or remove an entered value, just click on it, edit or delete the data, and save.
Example of manually recording data

Upload data

If your dataset is configured to use the File Upload recording mode, you can upload daily or monthly totals for your ILL data. For convenience, you can first download a template CSV file that includes each dataset field name as a column heading. This is a helpful starting point for preparing your data and ensures that your uploaded file uses exact matches for the field names to better ensure a successful upload.

  1. In the Fields List and CSV Template panel, check your CSV file against the Fields List to ensure that the columns match exactly with the listed fields. Otherwise, your upload will fail.
    1. Optionally, click the Download CSV Template button to download a file that automatically inserts each field into its own column as exact matches. This can be helpful as a starting point for creating a spreadsheet to upload, or when correcting or combining with a spreadsheet that was created or output separately.
    • Fields marked "optional" can be excluded from your import file.
    • If you only want to record the total number of article and loan requests (instead of by status), just enter totals in the Article Requests and Loan Requests fields.
    • If you do not want to record the overall totals, but instead want to record requests by status, then enter 0 in the Article Requests & Loan Requests​ columns and enter your data in the categories listed as optional.
  2. Use the Sample Article and Loan Requests File Format examples to ensure that it corresponds to the format of the data in your CSV file.
    • If you are uploading monthly ILL totals instead of daily totals, set each day to the first of the month.
    • For example, if you were uploading data for January, use 2024-01-01; for February, use 2024-02-01; and so on.
  3. In the File Upload panel, choose the Date Format that corresponds with the format used in the data you're importing. Your data will not import if the date formats do not match.
  4. Select the corresponding Data Type (borrowing or lending) for the data you're uploading.
  5. Choose the CSV file you want to upload.
    • Be sure the file is saved using Unicode (UTF-8) encoding without BOM.
    • The upload limit is 18 MB.
  6. For the Upload Type, you can choose how to handle situations where your dataset already contains data for a date in your import file.
    • ​Select Add to existing values if date and category exists to simply add the value from the import file to the value already recorded in your dataset.
    • Select Overwrite values if date and category exists to overwrite the value recorded in your dataset with the value in your import file.
  7. Click the Upload data button.
    • A confirmation message will appear if the file was uploaded successfully. Especially large files may take several minutes before the data is uploaded to your dataset.
    • If there were any issues with your upload, an error message will appear indicating the specific issues. Once you've fixed your upload file, you can try the import again. If you continue to have issues or need any help, contact the Springy Support team.
Example of uploading data

Manage uploaded data

  1. Click on the Uploads List​ tab to view a list of all successfully uploaded files.
    1. Click on the Download File () button in the Action​ column to download a copy of the file.
    2. Click on the Delete​ () button in the Action​ column to delete the file and its data.
      • If the file's Update Type​ is "Add to Existing", the values from the file will be deducted from the totals in your dataset.
      • If the file's​ Update Type​ is "Overwrite if Existing", then the corresponding records from the dataset will be deleted.
Example of managing uploaded files