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ASERL Documents Disposition Database: Import Needs

A short guide to using this tool

Description

Most of the same rules apply to importing a list of needs as when adding them individually.  The one difference is that the Auto-Claim feature (Automatically claim the first item that matches this needs specification) is not available for needs-list imports.  The reason for this is to prevent unintended mass claims which must later be reversed.  If desired, needs specs which meet the criteria for auto-claim may be individually edited afterward to add this feature.  Similar to the importing of offers, the spreadsheet validation process is sensitive to both the order of the columns and the validity of the information in each cell. 

A spreadsheet template is provided to assist you with constructing the import file.  Click on the spreadsheet icon (to the right of Step 1) to download this document.  Detailed field requirements can be found by clicking on the double-down icon.

When filling in information about your needs, leave the column headers in row 1 and enter your needs list beginning in row 2.  The import software will provide default values for Include Superseded items in Search (No) and Need in COE scope/responsibility (No) unless you supply a different value.  Other values will be left blank unless you provide a value.  At least one of the following must be included in order to create a needs specification: SuDoc Number or Stem, Word or phrase in title, Publication From Year, Publication To Year, or Item format.  The Display Title should be supplied to provide a human-readable reference for your needs-spec, however, it will not be used when matching offers.

Supplying a value which does not match the Accepted Values list, will cause the item to be kicked back as an error.  You may then correct the item and resubmit it.

When you are finished creating your spreadsheet, remember to save it in CSV format.  This is the only format currently accepted by the database.

How it looks

The Import Needs form

 

 

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