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Support - EBSCO Help

Holdings Management - Uploading Your Holdings

Upload is a convenient way to add titles that are part of your collection but you could not find in Holdings Management. Upload is also a good method for efficiently updating Custom Coverage or Custom Embargo information for your titles. When using the Upload in this way, we recommend that you work with a file you recently downloaded via the "download" page; be sure to include the KBID to ensure that your collection is updated accurately.

Upload a Resource List

To upload a holdings file:

  1. Click Browse to find your Upload file.

  2. Select to Add/Update to existing holdings OR Replace All existing holdings.

  3. Select an upload Format from the drop-down menu to inform the system how to process your file: Full Text Finder, SFX, or Serial Solutions. Note: A-to-Z formatted files can be uploaded under the Full Text Finder drop down.

  4. Enter an email address in the field provided. When your file has been uploaded, you are notified by email.

  5. Click Upload.

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File Type Requirements

General Rules for Uploading

The following are acceptable file extensions:

  • .txt
  • .csv

Supported Encoding for your upload file:

  • UTF-8, UTF-16, and UTF-32

File Size limitation

  • 2 GB

Upload Zip File Support:

  • Compress your upload into a zipped file for faster upload.

Important Note: Do not upload links containing authentication information if your title list is not restricted to authorized users.

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Required Columns
Managed Titles
  • When uploading managed titles for the first time, your upload file must contain:

    • Title is required, but also include ISSN/ISBN, if available.

    • PackageName

      • MUST contain a value in order for file to be uploaded properly—commonly, PackageName should be the name of the resource providing the title (i.e., Academic Source Premier).

    • IsCustom (with a value of N)

  • When updating information on titles that are already in your title list, each record must contain a KBID (in addition to the above fields) to ensure that the correct title is updated.

Custom Titles
  • You can upload any resource (such as print, microfilm, or microfiche) as a custom title. The administrator is responsible for maintaining custom titles.

    • The required fields listed under "Managed Titles" above are also required when uploading custom titles for the first time.

    • The PackageName column MUST contain a value in order for the file to be uploaded properly--commonly, PackageName should be the name of the resource providing the title (for example, Academic Source Premier).

  • When updating a custom title, each record must also contain a KBID (in addition to the above fields) to ensure that the correct title is updated. You may need additional column headers (listed below) if you are adding titles to your existing list or editing titles within your list.

  • When uploading custom titles, your file must contain the CreateCustom column and that column must contact Y for the item to be added as a custom title.  If the field is null the system defaults to the value of N upload file to indicate you are adding the title. EBSCO then checks for a managed resource or custom resource match in the system. If none is found, your custom title is added. 

Note: Any columns that do not contain any data may affect how the title displays and indexes within your title list.

Supported Columns

You can enter the column headers manually or download a Microsoft® (MS) Excel spreadsheet with all the column headers already entered. The column headers are not case-sensitive.

Note: You can use MS Excel to modify the list, but be sure to save as a tab delimited (.txt) or a comma delimited (.csv) file before you upload it.

View a description of each Supported Column on the following page:

Supported Column Headings for Upload/Download

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Supported Languages

The title list upload accepts files in Unicode Text format. If you have included Unicode titles on your list, be sure to save your upload file in Unicode Text format (.txt).

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Error Messages

When uploading your Holdings file into EBSCOadmin, you may encounter certain error messages. The tables below detail the error messages, what they mean, and any actions you should take (if necessary.)

This table includes all possible errors that could be returned in the upload status file after uploading a file with the holdings system:

Error Message Meaning Action
Date was not recognized as a date

The system expects dates to be in certain formats depending on file format you have selected on the upload screen. Any date formatted in an unacceptable form won’t be recognized as a date by the system and will be disregarded.

Note: When uploading SFX tab delimited files, please check for unsupported characters.  Regarding unsupported quotation marks, double quotes should be single and there should not be leading and ending quotes.

The file is accepted but the date provided is ignored.
Discipline was not recognized You can specify disciplines for custom resources when you upload your holdings. If you attempt to upload a discipline not supported the system disregards the value but continues to upload all other valid values. The file is accepted but the discipline provided is ignored.
Duplicate title match This means that the title you are uploading exists within the Knowledge Base multiple times and the system does not know which one to pick. In the error message, there will be key-value pairs: the KBID (unique identifier) of the resource, and the title of the resource. To resolve the error you should choose the appropriate ID and enter it within the KBID field of your upload. Contact customer support if you are unsure which KBID you should choose.
Embargo was not recognized The system expects embargoes to be in a certain format. Unacceptable custom embargoes will be disregarded. The file is accepted but the embargo provided is ignored.
Exceeded maximum length for <this field>. Truncating to <X> characters This error displays when maximum character length is exceeded for following fields: Package name, Title & URL. All other fields will be truncated upon exceeding maximum character limit but will not produce an error. The file is accepted.
File contains headers but no other data The system found a list of columns (headers) but no other data. The file is rejected.
Invalid ISBN This error is displayed if online or print ISBN exceeds 20 characters. The system doesn’t regard where (or if) there are hyphens. System will also allow for multiple values within field. The file is accepted but the row where the error occurred is ignored.
Invalid ISSN This error is displayed if online/print ISSN exceeds 20 characters. The system doesn’t regard where (or if) there are hyphens. System will also allow for multiple values within field. The file is accepted but the row where the error occurred is ignored.
Invalid Package Content Type The only acceptable values for package content type are: Aggregated Full Text, Abstract and Index, E-book, E-Journal, Print, unknown, Online Reference. The file is accepted but the content type value is set to unknown.
Invalid Resource Type The only acceptable values for package content type are: Audio Book, Book, Book Series, Database, Journal, Newsletter, Newspaper, Proceedings, Report, Streaming Audio, Streaming Video, Thesis/Dissertation, Unspecified, Web site. The file is accepted but the resource type value is set to unspecified.
Missing required column header Required columns are missing. The file is rejected.
Required field cannot be empty Required value contains no data. The file is accepted but the row where the error occurred is ignored.
The Custom Coverage begin date is after the Custom Coverage End date This error is displayed when start and end dates are inversed. The file is accepted but custom coverage dates are ignored.
This was a duplicate of title XXX This means that the title you are uploading is already selected within the customer’s holdings, with the same KBID. You do not need to take further action - your resource should already be selected.
Unable to perform action Create Custom and Delete flags cannot both be enabled for the same record. The file is accepted but the row is ignored.

This table includes all possible errors that could be returned on the upload screen:

Error Message Meaning Action
We were unable to upload your file. Your file has exceeded the 15MB file limit. We recommend separating your file into multiple smaller files. The system has a maximum file size restriction of 15 MB. Files over 15 MB will be rejected. The file is rejected.
We were unable to upload your file. Your file must be saved as a .txt or .csv file. Please try again. The system supports files in .txt or .csv format. The file is rejected.
We were unable to upload your file due to time out error. If this problem persists we recommend separating your file into multiple smaller files. An unexpected error occurred and the upload stopped progressing. The file is rejected.

 

 

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