Uploading Bibliographic Title Data in Bulk Follow
You can upload titles in bulk by using an Onix file, an Excel spread sheet or a CSV file. This page details how to upload via a file other than Onix. For information about uploading ONIX, look at this link.
See here for general guidelines on uploading data.
If you are uploading a few aspects, for example keywords, you can either create one big spreadsheet or create a spread sheet just for keywords, a separate spreadsheet for descriptions, etc. In column A, you should add the ISBN13, then create a column for each data set you want to upload. If there are multiple values for each then these should be separated by a semicolon.
Once your spreadsheet is ready to upload, follow the steps below.
1. Login to your Stison account.
2. Navigate to the Book list window, choosing Title Manager then Books.
3. Click on the Upload button in the top right hand corner.
4. A new window will appear.
5. Click on the Choose File button and browse to find your file on your local machine.
6. Select the file and click Update.
7. The system will import the file and show you the first few rows of the spread sheet. You can then remap columns by clicking in the blue bar. eg: click on the "ignore".
8. Destructive? BEWARE OF THIS!
Destructive mode is used to completely remove a product record from the system and replace it with a new record. It is highly recommended that you do not check this box.
Ticking this item will indicate to the system that you would like the data upload to remove what is previously on the system and replace with what you've uploaded. If you do not tick this, then the upload will be additive, keeping data as is and adding new data beneath it.
We recommend that you leave it un-ticked unless you are looking to deliberately delete records and data. For instance, if I uploaded only subjects, and this was ticked, then ALL other data currently on the system will get deleted too - eg: contributors, bic, bisac, etc. Destructive mode is expecting all data to be supplied at one time. This is why we strongly advise that you do not use this item.
9. You should then map the column headings in your file to match the import headings on the system. You can change what is there by clicking on the heading, bringing up a list of available options.
10. Once you are happy that the mappings are correct, click on the Process file button at the bottom of the screen.
Please be patient as it can take time for the system to process depending on the size of the spreadsheet. The data should be happily uploaded.
NB - you will get a notification on your mail icon when the system has completed the upload. Click on 'Data Upload Report' to view the report.
There could be items listed above the 'All Done' note stating that title records could not be found. This is simply stating the titles were not already on the system, and so the system will create new identifiers for them. This is not an error message at all. Here is a screen shot of what we mean. Even though it appears that there are errors, there really aren't. .
Please note that our recommendation when uploading large amounts of data in bulk via this feature is that you first test out the upload with one or two titles only. Get a sense of how the system works so that when are you comfortable, you can start uploading more data. We also suggest uploading spreadsheets with a few sets of columns at a time to avoid any confusion when mapping the headings on the Stison system.
It is also important to note that you can only add titles or sub titles in bulk on the first upload. So if you try to upload either of them after the titles have been added, the information will not be stored. You will have to do it manually.
We also suggest uploading the following combinations as a starting point and in this order. We have determined this list using the bibliographic data aggregators' required fields. In addition to the items below, best practice is to also have a cover image alongside your biblio data. There is further information available regarding cover images.
- ISBN 13, Title, Sub Title, Publication Date, Publishing Status, Supplier
- ISBN 13, Height, Width, Page count, Illustration note
- ISBN 13, Long Description, Short Description, Main description
- ISBN 13, Contributor Name, Contributor Role, Biographical Statement
- ISBN 13, BISACs, BICs, Themas and other categories (please note that key words must be demarcated on your spreadsheet with commas)
- ISBN 13, Rights, Price Type, Price (USD, for instance), Supplier, Product Availability - please note that when mapping the rights, if you are uploading mixed rights information, that you will need to separate them into different columns that you will then map to the system as one of the following listed in the screenshot:
Please note that titles and subtitles are not amendable through the bulk upload importer once they have been uploaded once. You will have to manually change the title and subtitle in the Title tab.
NOTE: in a multiple worksheet xls, only the first worksheet will be imported.
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