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ILS Export for NoveList Products and Features

A unique local collection export is required for configuration of various NoveList products and features, including On The Shelf (OTS), NoveList Select for Self-Checkout, and NoveList Select for Mobile. This export can be used for every product or feature that requires a unique export.

We work with ILS vendors to provide our mutual customers with step-by-step instructions for getting this export.  ILS vendor instructions, as available, can be found below.

In order to configure these NoveList products and features, please provide an export that contains:

  • ISBN (in 13-digit form, if possible)
  • Item ID (may also be referred to as barcode id or inventory id)
  • Item CallNo (call number)
  • BibRecord ID (may be referred to as control number or control identifier)
  • Title
Export specifications
  1. You will want your export to be in the order above and to include a header, using the with values "isbn," "itemid," "bibrecordcallno," "bibrecordid," and "title" (do not include quotation marks).  If you cannot export in the above order, the header will allow us to process the file.
  2. The file should be tab delimited (other characters could be in the title field and interfere with processing).
  3. Make sure you get a record for every ISBN in the Bib Record and all of the Item IDs that map to those ISBNs.  For example, a book record with 2 distinct ISBNs for which there are 5 items (5 Item IDs), should result in 10 export records.
  4. ISBNs should be in 13-digit format.  If this is not possible, we can handle the conversion and remove the duplicates.
  5. It is expected that certain fields, such as ISBN or Item ID, will be repeated in your export.
  6. You can omit any Item ID that does not have an ISBN associated with it.
  7. You may have records where Call Number is an empty field.  You can leave this field empty or mark as "null."
  8. Only include one ISBN/Item ID per line.
  9. In your export, please include both MARC fields 020$a and 020$z.
  10. The BibRecord ID field allows patrons to place holds.

Once you have your export, send our Support Team an email at NoveListSelectSupport@ebsco.com and we will send you instructions on how to get the file to us for processing. Please include your library or organization name in the export file name.

If you have questions about this export, please contact our Support Team.  If you need assistance generating your export, please contact your ILS.

Sample Export:

SampleExport_3M_700.gif


Alternatively, we can work with a full MARC export manually sent via FTP to us, if you are unable to retrieve the above export.  With the MARC export you will need to include MARC fields that hold the following data:

  1. Item ID (may also be referred to as barcode id or inventory id)
  2. Item CallNo (call number)
  3. BibRecord ID (may be referred to as control number or control identifier)

Please include your library or organization name in the MARC export file name.

Innovative (III)

Sierra

The easiest way to get the needed ISBN export is to set up our automated harvesting service.  While this approach may take a week or two to get in place, once it is set up you will not have to manually send regular updates to the Support team. To set up automated harvesting, we would need the same web API information noted on this page.  Once you have that information email us at NoveListSelectSupport@ebsco.com.

Alternative Options

NoveList has a Python script that previous customers have used to generate the export needed. Please contact us at NoveListSelectSupport@ebsco.com to get the script and find out how to get the export to us. We also have a SQL query we can pass along that may work for you.  If you are not comfortable working with the Python script or SQL query, and harvesting is not an option (e.g. for connectivity issues), then a full MARC export should be an option. If you do a full MARC export, we will need you to let us know what MARC field/subfields hold the itemID, item callNO, and bibrecordID.

Currently a report can also be created that will provide the basics of what is needed for the integration, however it will be an incomplete output and will provide some data in an improper syntax.  We would only recommend this approach for testing. We will update this information as we hear more from III.  To create this export please see III’s support page at http://csdirect.iii.com/sierra/kb/article.php?cat_id=2&typ_id=2&art_id=1303.

Polaris

The easiest way to get the needed ISBN export to set up our automated harvesting service.  While this approach may take a week or two to get in place, once it is set up you will not have to manually send regular updates to NoveList Select Support.  To set up automated harvesting, we would need the same web API information noted on this page.  Once you have that information email us at NoveListSelectSupport@ebsco.com.

Alternative Options

Polaris has added a SQL job, “3M Novelist Select Export”, which gives up the needed data. This export will work regardless of what vendor you use and was given that name as 3M was the first vendor that offered the integration.

When this job is run, all holdings in the Polaris database are exported in tab-delimited format with the following data: ISBN, item barcode, item call number, bib control number, and title. If the ISBN is not present, the UPC will be exported.

The job is disabled by default. To generate the file, enable the job and change the schedule if necessary.  The job should be available inside of your SQL Management Studio application (expand “SQL Server Agent” and then “Jobs”).  If you do not see this SQL job, contact your Polaris site representative for access.  Hosted sites may need to request this export from their Polaris site representative.

Once you have the export, please FTP it to us for processing.  If you have not already received FTP instructions from NoveList, please contact us at NoveListSelectSupport@ebsco.com.

Millennium

Currently a report can be created that will provide the basics of what is needed for the export, however it will be an incomplete output and will provide some data in an improper syntax.  We would only recommend this approach for testing. To create this export, please see III’s support page at http://csdirect.iii.com/documentation/nl_select_export.shtml.

Moving to Sierra will allow you to generate the needed export.  If you think you may be able to provide the export, please contact us at NoveListSelectSupport@ebsco.com.  III does not plan to offer a web services API for Millennium.  If you are able to generate the needed export, the On the Shelf (OTS) feature will still not be available to you.

Evergreen

Use the below instructions to generate the needed export.  You may need to make some slight adjustments for your export.  While there is an Evergreen API that we can use to automatically harvest your collection (no manual exports needed), it was not designed for such a large scale use and may not successfully pull the needed data.

This report template was created using the "Item" source table.  Below are screenshots of the report creation interface to show which displayed fields and filters were used.

novelistreport_filter.png

novelistreport_display.png

Navigate to where you saved the template (for example, ILS_templates > Bibliographic Records > NoveList Select ISBN and item id list).

  1. When setting up the report, in Output Options select CSV Output.
  2. When you View Output, Save CSV Output file to your computer.
  3. The CSV file has an extension name of .csv. Open the file with Microsoft Excel.
  4. Excel prompts you to convert the file. If you have a newer version of Excel, you may not be prompted to convert your .csv file.  To manually convert the file:
    1. Click the Data tab in the toolbar.
    2. Select the From Text button.
    3. Locate the CSV file on your local computer, and click Open.
    4. The Text Import Wizard should now open.
  5. The file is delimited. Accept double quotes as the text qualifier. Select Other Delimiters checkbox and type in "," (comma). Click Next to Data View.
  6. The first column (ISBN) is highlighted. Change the Data column format from General to Text. Click Finish.
  7. Expand the barcode column to make sure it is display full 14 digit barcode.
  8. The file should be loaded.
  9. Click File > Save As.
  10. In the prompt, type in a new name and choose Text (Tab delimited) in Save type as drop-down list.
  11. Click Save.
SirsiDynix

Symphony

SirsiDynix has built-in a report available for any Symphony site on 3.4.1 sp4 or later.  You will also need to download this patch as revisions are needed for the initial export.  Failure to do so will lead to an export we cannot use.  You can access the report called "Export Brief Holdings" by going to the Reports tab, and clicking on the E-Library tab. Once there, you can qualify the records that need to be considered, name the export file, and enter the info on the FTP server where the file will be placed.

Horizon

SirsiDynix Horizon customers currently have two options for exporting the ISBN file.

There is a SQL script called “EBSCO Novelist Select ISBN list from Horizon” which is available on the Horizon Development Portal at https://support.sirsidynix.com/dev/contrib/53081.  If you do not have access to the Support portal, please ask your System Administrator to grant you access or you can contact SirsiDynix support for help.  The NoveList Select Support team can also pass this script along to you.  This script has been used by other customers to generate the needed export.  Once you have the export, please FTP it to us for processing.  If you have not already received FTP instructions from NoveList, please contact us at NoveListSelectSupport@ebsco.com.

Alternatively, there is a Perl script called “3M NoveList Select Export and Upload,” which is available on the Horizon Development Portal. This script will work regardless of what self-checkout vendor you use. This script will handle the export, as well as the sending of the file and notification email to us.  This file will require some familiarity with Perl, but only a few edits will be needed.  Several of these edits, such as file name, email notification information, and FTP folder destination, will be obvious.  There will also be a custom column used to remove inactive items which are not present in your system.  There is a comment in the code pointing this out.  If you struggle with the Perl script, please try the SQL script mentioned above.

Auto-Graphics VERSO

Auto-Graphics VERSO cannot be enabled with OTS because we are unable to get the needed ILS Web Services API.

Auto-Graphics VERSO customers can use VERSO SmartReports® (Report Writer) to extract the needed export file.  Ensure that your library has purchased SmartReports and that you have permission to run it.

  1. In VERSO SmartReports®, create a new COMBINATION report.
  2. The Starting Search Group is Bibliographic.
  3. The field to search is ISBN.
  4. For Value select GREATER THAN and enter 0000000000 as the starting ISBN.

    VERSO1.gif
     
  5. Click “Select Output Fields” in the upper right corner.
  6. Using the selector, locate the following fields and move them to the Selected Fields column by clicking the Add button after each field is selected.  The following fields should be selected and moved:
    • ISBN
    • Barcode
    • Call Number
    • AGCNTitle
  7. From the Selected Fields list, click on a field and use the Move Up and Move Down buttons to move the fields into the order listed above and in the screenshot below.

    VERSO2.gif
     
  8. Click SAVE REPORT in the upper right corner.
  9. Name the report (for example, NoveList Export)
  10. You will be prompted to schedule the report.   Click YES and choose a time and date to run it and click Schedule.

    VERSO3.gif
     
  11. The report will take several minutes to run. Click View Reports. When it is complete, the report log will look like the following example:

    VERSO4.gif
     
  12. Download the report.
  13. The report will open in Excel.  Depending on the size of your collection, the file may be 15-30 meg large, and it may take several minutes to download.
  14. The raw file will look like the following example:

    VERSO5.gif
     
  15. A couple of formatting changes will need to be made to the data before it can be sent to our Support team.
  16. First, delete the first row (in your file this is the one that contains "Novelist Export").
  17. Some of the fields in Column A and Column B will contain exponents.  You will need format these two columns so that the fields are set to numbers. To do this:
    • Highlight Column A.
    • Right click on Column A.
    • Select Format Cells from the menu.
    • From the Number tab, select ‘Number’ from the Category menu.Set Decimal Places to 0 (zero).
    • Click OK.
  18. Follow the same steps above for Column B.
  19. NoveList Select will need the column headers (row 1) to use the following names: isbn, itemid, bibrecordcallno, bibrecordid, title.  To make changes as follows (use lowercase):
    • Change ISBN to isbn
    • Change Barcode to itemid
    • Change Call Number to bibrecordcallno
    • Change AGCN to bibrecordid
    • Change Title to title
  20. In Excel, select Save As from the File menu.
  21. From the Save As Type drop-down, select Tab Delimited (*.txt).
  22. Name your file and click Save.

    VERSO6.gif
     
  23. Once you have your export file saved, send our Support Team an email at NoveListSelectSupport@ebsco.com and we will send you instructions on how to get the file to us for processing.

 

For all other ILS systems please contact us at NoveListSelectSupport@ebsco.com to see what your current options are.