Formatting Coverage Spreadsheets (Text Files)
Coverage data can be loaded from coverage spreadsheets (files in TXT or CSV format).
The data in coverage spreadsheets must be converted (processed) into a form readable by the Innovative system. To properly convert the coverage spreadsheet data, maintain the Coverage Spreadsheet Conversion Rules file.
Coverage spreadsheet data are comprised of two types of vertical-bar-delimited entries:
The final field of a configuration or data entry does not require a trailing vertical bar delimiter.
The data entries must conform to the format specified by the configuration entry. The system identifies elements in the data entries by referring to the configuration entry. For example, if the second element in the configuration entry is "ISSN," the second element of each data entry is treated as an ISSN. The system copies the data in the second element of each data entry into the ISSN column of the coverage database and/or into the ISSN field of the bibliographic record. The system does not verify that the second element of each data entry is actually an ISSN.
Configuration Entries
The configuration entry is one line of text that specifies the order of elements in data entries. The system identifies elements in the data entries by referring to the configuration entry.
The first line of the coverage spreadsheet must be a configuration entry. For example:
TITLE|ISSN|ALTLOOKUP|START_DATE|END_DATE|PROVIDER|URL|PUBLIC_NOTE|ENUMCAPTION1|ENUMSTART1|ENUMEND1|ENUMCAPTION2|ENUMSTART2|ENUMEND2
The field names used in the configuration entry (TITLE, ISSN, etc.) must be specified in the Coverage Spreadsheet Conversion Rules file.
The standard configuration fields are:
| Field | Purpose |
|---|---|
| PROVIDER | The vendor, supplier, identifier, or provider of the title. |
| TITLE | The title. |
| ISSN | The title's International Standard Serial Number. |
| ISBN | The title's International Standard Book Number. |
| EISSN | The title's Electronic International Standard Serial Number. |
| START_DATE | The start date of coverage for the title. |
| END_DATE | The end date of coverage for the title. |
| embargo | The embargo period for the title. |
| URL | The URL for the title. |
| USER<number> | The values of user-defined fields.
A maximum of four user-defined fields are allowed in each configuration entry. The default Coverage Spreadsheet Conversion Rules do not contain user<number> entries. To use user-defined fields, their names must be specified in the Coverage Spreadsheet Conversion Rules file. See Loading and Editing User-Defined Coverage Table Columns for more information. |
| PUBLIC_NOTE | Used if your library has acquired ERM. The text for the hyperlink in the WebOPAC full record display's resource table. This text automatically appears in the 856 |z field of the holdings record and as hyperlink text (for the URL in the first y-tagged field of the resource record). |
| ALTLOOKUP | The alternative matchpoint used in coverage database updates. For more information about using the alternative matchpoint, see Using Alternate Lookups. |
| ENUMCAPTION<number> | The enumeration caption for the enumeration level.
A maximum of six enumeration caption (e.g., ENUM_CAPTION<number>) fields are allowed in each configuration entry. |
| ENUMSTART<number> | Starting date for the enumeration level.
A maximum of six enumeration start (e.g., ENUM_START<number>) fields are allowed in each configuration entry. |
| ENUMEND<number> | Ending date for the enumeration level.
A maximum of six enumeration end (e.g., ENUM_END<number>) fields are allowed in each configuration entry. |
A maximum of four user-defined fields are allowed in each configuration entry. The names of the user-defined fields must be specified in the Coverage Spreadsheet Conversion Rules file.
Data Entries
Each data entry is one line of text containing the information about a title. The data entries must conform to the format specified by the configuration entry.
The system does not verify that the data in a data entry field is of the type specified by the configuration entry. For example, if an ISSN is mistakenly entered in the TITLE field of a data entry, the ISSN is loaded into the TITLE column of the coverage database and/or the TITLE field of the bibliographic record.
Except PROVIDER, fields with no value can be left blank.
If PROVIDER:
- is an element specified in the configuration entry, it cannot be blank in the data entries.
- is not an element specified in the configuration entry, it cannot be included in the data entries. When you preprocess the coverage spreadsheet, you are prompted to enter a Vendor ID and Database ID in the Vendor and Database Info dialog. The vendor ID and database ID apply to all the data entries.
The following fields have special requirements:
- The vendor ID and database ID in the data entries must be identified as PROVIDER in the configuration entry.
The data can be entered in the data entry field in the format <vendor>:<database>, but this format is not required.
- Dates can be entered in any of the following formats:
MM/DD/YYYY
MM-DD-YYYY
DD/MM/YYYY
DD-MM-YYYY
YYYYMMDD
The system interprets dates from the spreadsheet according to the datefmt entry in the Coverage Spreadsheet Conversion Rules file. It converts dates to YYYYMMDD format for storage in the coverage table. For example, enter "datefmt|DMY| " to interpret 05-06-2005 as 5 June 2005. The system stores this as 20050605 in the coverage table. - The coverage dates in the data entries must be identified as START_DATE and END_DATE in the configuration entry.
To indicate that the coverage is open-ended (that is, coverage is "to present"), leave END_DATE blank. START_DATE and END_DATE are allowed to be blank.
Coverage Spreadsheet Examples
This example shows a text (TXT) file containing a configuration entry and two data entries:
TITLE|ISSN|START_DATE|END_DATE|PROVIDER|URL|EMBARGO|ALTLOOKUP|PUBLIC_NOTE
Angewandte Chemie|0570-0833|19620101|19971231|Wiley InterScience:Angewandte Chemie|http://www3.interscience.wiley.com/cgi-bin/jhome/106572259|3 months ago|1481137|University patrons only
21st century fuels|1075-038X|19950108|19980601|EBSCO Library|http://www.umi.com/pqdauto|||
This example shows a coverage spreadsheet (CSV) containing enumeration captions and levels:
TITLE,ISSN,EISSN,START_DATE,END_DATE,URL,ALTLOOKUP,ENUMCAPTION1,ENUMSTART1,ENUMEND1,ENUMCAPTION2,ENUMSTART2,ENUMEND2,ENUMCAPTION3,ENUMSTART3,ENUMEND3,ENUMCAPTION4,ENUMSTART4,ENUMEND4,ENUMCAPTION5,ENUMSTART5,ENUMEND5,ENUMCAPTION6,ENUMSTART6,ENUMEND6 Acta Biotheoretica,0001-5342,,1994, ,http://www.swetswise.com/link/access_db?issn=0001-5342,63,series,3,53,volume,1,2,volume,1,2,pages,1,2002,foliant,11,22,number,12,23 Acta Psychiatrica Scandinavica,0001-690X,1600-0447,1993,,http://www.swetswise.com/link/access_db?issn=0001-690X,107,ser.,91,112,issue,1,5,pages,1,5 Adsorption,0929-5607,,1997, ,http://www.swetswise.com/link/access_db?issn=0929-5607,125,series,3,11,pages Advances in Physics,0001-8732,1460-6976,1993, ,http://www.swetswise.com/link/access_db?issn=0001-8732,166,volume,43,54,issue,2,3 Affilia,0886-1099,,1999, ,http://www.swetswise.com/link/access_db?issn=0886-1099,192,volume,14,20,issue,1,4 Age and Ageing,0002-0729,1468-2834,1993, ,http://www.swetswise.com/link/access_db?issn=0002-0729,207,volume,24,34,issue,1,5 Agriculture and Human Values,0889-048X,,1998, ,http://www.swetswise.com/link/access_db?issn=0889-048X,223,volume,14,22,issue,1,3 AIDS Patient Care and STDs,1087-2914,0165-2060,1993, ,http://www.swetswise.com/link/access_db?issn=1087-2914,238,volume,8,19,issue,6,10 American Behavioral Scientist,0002-7642,,1993, ,http://www.swetswise.com/link/access_db?issn=0002-7642,291,volume,38,49,issue,2,3