Use Export Express to export item data

Note: Export Express options are available only if your library has Export Express. See Using Export Express.

To select the data and specify the format of the report

1. Select the Item tab and select the Item list reports subtab. The Item list reports page appears.
2. Double-click one MARC column from the Report output column list to move it to the Columns selected for output column.

Important: You must select one MARC column from the Report output column list (for example, MARC title or LCCN) and move it to the Columns selected for output list when creating export files from the Item list report subtab. The selected columns do not affect the report output, but at least one MARC column must be selected to generate the report preview for an item list report.

3. Select one of the following report output formats under Export Express.

• MARC file - When you select MARC file, you can select one of the following holdings options:

Holdings type - No holdings - Select this option to create a MARC formatted file of bibliographic records without holdings information.

Holdings type - Include holdings - Select this option to create a MARC formatted file of bibliographic records with an 852 tag added for each item attached to the bibliographic record. The item elements are mapped to specific subfields in the MARC record. See Default Holdings Data in 852 Tags.

You can also select an option in the Character encoding box: MARC-8, UTF-8, or LDR/09 for each record.

Tip: If you export MARC records with holdings and do not use a custom profile, the items (holdings) are not limited by the criteria you selected on the Item list reports subtab. If you export MARC records using a custom profile that includes holdings, the items are limited to those that meet the selected criteria. See Holdings data included in the MARC export file.

• MARC file - custom - Select this option to export the file in a custom MARC file, and select an export profile from the Profile list to use to create the custom MARC file. Export profiles can be set up to include MARC holdings or to exclude specific MARC tags when exporting the file. If you select this option, and select a custom profile that includes holdings, the holdings are limited to those specified in the item list report criteria. For example, if you filter the data by branch and collection, the holdings data will include only those items that belong to the selected branch and collection. For more information on profiles, see Custom Profiles for Export Express.

• Other formats - Select this option and then choose one of the following formats for the export file in the Format box.

DublinCore (XML) - The Polaris MARC records are changed to Dublin Core using the Library of Congress MARC to Dublin Core crosswalk. For more information, see MARC to Dublin Core Crosswalk.

MARC XML - The Polaris records are exported in MARC XML format.

LibraryThing (MARC21) - The Polaris MARC records are changed to a LibraryThing representation of the bibliographic records. For more information, see Create an export for LibraryThing.

Tip: For general information on using filters, see Apply filters to limit report output.

4. Apply the appropriate filters to limit the data that is included in the file. For information on specific filters, see the following topics:

• Patron Filters
• Item Filters
• Bibliographic Record Filters

5. Click Submit. The Report Preview window opens displaying the first 1,000 (or fewer) rows in the sort order you specified and the number of records that will be in the export file. For more information, see Preview a report.
6. Select one of the following checkboxes:

• Download report output - Then select Open. The exportable file is generated immediately in the selected format.
• Save the report parameters for later use - Then type a name and a description for the report, and click the save icon. The report will appear on the My Reports subtab and you can run the report from there or schedule it. When you schedule the export report, it automatically creates the exportable file in the format you selected. See Schedule saved reports.
• Create an item record set from report results - Type a name for the record set, any notes to include, and save the record set. See Create a record set from the report output.

Holdings data included in the MARC export file

• MARC File, Include Holdings - If you select this option, the holdings are not limited by the item list report criteria. For example, if you use the data branch and collection filters, SimplyReports finds the bibliographic records linked to items that belong to the specified branch and collection. However, since an 852 tag is included for each item linked to that bibliographic record, the holdings data may include items for other branches and collections.
• MARC File, Custom - If you select this option, and select a custom profile that includes holdings, the holdings are limited to those specified in the item list report criteria. For example, if you filter the data by branch and collection, the holdings data will include only those items that belong to the selected branch and collection.