Bulk Uploading Title Data Using Spreadsheets

This article will take you through our process for uploading title data. For more general guidance on best practice in data uploads in Stison, please see here.

When uploading data by spreadsheet upload, it's helpful to remember that some of your data exists at title level, i.e data that applies to all formats of a title, such a Title & Subject, whilst other data exists at format level, such as extents.

We suggest that you begin by creating all known formats of the titles that you wish to upload data for. After that, use the other templates to expand your data in an order that is logical to your products.

Note: The following templates contain notes within them. These will need to be deleted before you upload your file.

1. Starting Point

Upload Template 1: Basic Title Data

Column headings:

• ISBN13
• Title
• Subtitle
• Form* (eg Paperback or Hardback)
• Publication Date

*Note: Match either text or code from Onix Code List 150, e.g. "Hardback" or "BB"

2. Title-Level Data Upload Templates. (These will map to all formats of a title and therefore only need to be uploaded against one ISBN per title.)

Upload Template 2: Descriptions

Column Headings:

• ISBN13
• Main Description
• Short Description
• Long Description

Note: You can use HTML tagging in descriptive text to indicate paragraph breaks and basic formatting of bold and italics.

Upload Template 3: Key Categorisaions (Thema, BISAC, BIC) & Keywords

Column Headings:

• ISBN13
• Thema Code
• BISAC Code
• BIC Code
• Key Words

Notes:

1. Multiple entries must be semi-colon separated
2. If you have no Thema or Bisac codes assigned to a product at the time of upload, you can opt to simply upload Thema and Stison's remapping tool will automatically select BISAC codes based on the selected Thema

Upload Template 4: Additional Categorisations

This is only necessary if relevant / used by your organisation. See here for additional information about these categorisations.

Column Headings:

• ISBN13
• Dewey
• OCLC Number
• Lib Cong. Number
• Lib Cong. Class

If you have created your own subjects and themes in the Categorisation menu, these can also be included using the headings:

• Subject Code
• Theme Code

Notes:

1. For own subjects and themes, use their CODES rather than their names, and multiple entries must be semi-colon separated
2. For more information about setting up own subjects and themes, see here
3. Delete any columns that are not relevant to you and are not required for the upload

Upload Template 5: Contributors

Column Headings:

• ISBN13
• Contributor 1
• Contributor 1 Role
• Contributor 2
• Contributor 2 Role

Notes:

1. When you get to the file mapping screen, you will see a checkbox titled 'Import multiple contributors?'. If you are uploading additional contributors to a title that has pre-existing contributors, you will need to select this. If not, the contributors included in your upload will replace those that already exist.
2. For Contributor Role match either text or code from Onix Code List 17. Eg "By (Author)" or "A01"
3. Using this method, you can upload 7 Contributors at a time.
4. If you are using uploads, but have pre-existing titles and contributors in Stison, you will need to take care over contributor names. If the name uploaded is not an exact match for the contributor record held in Stison, then a new contact record will be created. If you wish to use a different name for a contributor for a particular title, this can be dealt with by using aliases. You can find out more about aliases here.
5. At present, all contributors appear on all formats of a title. If you have format-specific contributors, for example for audiobooks, you may need to consider splitting the formats across two content IDs. This is something that we currently have under review. If you have any questions, please reach out to [e-mail].
6. There are alternative methods for uploading contributor information, should you need them. For more information, see here.

3. Format-level Data Upload Templates (These will map at ISBN level, not Title Level)

Upload Template 6: Product Information

Column headings:

• ISBN13
• Product Form Detail
• Content Type
• Product Packaging
• Height x Width
• Thickness

Notes:

1. For Product Form Detail use the relevant code (not text) from Onix Codelist 175, e.g. "b215" for fuzzy felt book
2. For Content Type use the relevant code (not text) from Onix Codelist 81, e.g. "10" for Text, or "48" for Mathematical Content
3. For Product Packaging, use the relevant code (not text) from Onix Codelist 80, e.g. "01" for No outer packaging, or "08" for Shrink wrapped (biodegradable)
4. For Height x Width and Thickness, the unit that this measurement will be uploaded in will depend on the default units set for your organisation. You can find out here to edit this here.