University of Arkansas Libraries
Creating Records for Smeadlink Loads
I.
Millennium Procedures
A.
Create an item record list for the volum es to be transferred.
B.
Highlight it in the list and click on “Export Records.”
C.
In the “Export ITEM Inform ation” window, enter the following. If you m ake an error
and have to export a second tim e, the system will rem em ber all your data except
the text qualifier.
1.
Fields to be exported. Enter lines in the in exact order below. In Line 2, do not
enter any spaces between the MARC tag and the subfield.
Line
1
D.
Type
Field
1
ITEM
BARCODE
2
BIBLIOGRAPHIC
MARC Tag 245|a
3
BIBLIOGRAPHIC
AUTHOR
4
BIBLIOGRAPHIC 1
CALL #
5
ITEM
VOLUME
6
BIBLIOGRAPHIC
ISBN/ISSN
7
BIBLIOGRAPHIC
MARC Tag 001
8
BIBLIOGRAPHIC
RECORD # (81)
9
ITEM
RECORD # (81)
(!)
(!)
For theses and dissertations, take the call number from the item record.
2.
Field delim eter
9 (control character)
3.
Text qualifier
none
4.
Repeated field delim eter
9 (control character)
5.
Maxim um field length
none
6.
File. Enter the file nam e. It m ust have a “.txt” extension. Browse your
com puter to locate the appropriate folder.
W hen all selections have been entered, click “OK” and wait for the file to finish
exporting.
II.
Microsoft Access Procedures
A.
Im porting data from a .txt file
1.
In Access, open a blank database and nam e it. Use extension .m db, as
Sm eadlink will not accept the new er .accdb file form at. Then click
“Create.” (Or you m ay open an existing LISA database, in which you can
create a new table.)
2.
Click on the “External Data” tab at the top of the screen. Then choose “Im port
text file” from the “Im port” group.
3.
Access will display the “Select the source and destination of data” window.
Browse for the file you exported from Millennium , highlight it, and click “Open.”
W hen you are returned to the previous window, select “Im port the source data
into a new table in the current database” and click “OK.”
4.
In the “Im port Text Wizard” window, m ake certain “Delim ited” is selected and
click “Next.”
5.
In the following step, select these options:
a.
b.
c.
6.
Delim iter “Tab”
“First Row Contains Field Nam es” (check the box)
Text qualifier “none”
At this point, the data in the preview window should be correctly aligned in
colum ns. Click the “Next” button, which will place you in the first one. Set the
“Field Options” for each colum n according to the following table, and m ove
between colum ns by clicking in them . The “Do not im port field (Skip)” box
should rem ain unchecked for all colum ns, and the field size will be set in
Design View (step D4 below).
Field Size 1
50
2
Indexed
Data Type
BARCODE
Yes (No Duplicates)
Text
255
TITLE*
Yes (Duplicates OK)
Text
255
AUTHOR
Yes (Duplicates OK)
Text
50
CALL NUMBER 2
Yes (Duplicates OK)
Text
50
VOLUME
No
Text
50
ISBN/ISSN
Yes (Duplicates OK)
Text
OCLC*
Yes (Duplicates OK)
Long Integer
50
Bib Rec Num ber 2
Yes (Duplicates OK)
Text
50
RECORD num ber 2
Yes (No Duplicates)
Text
Long Integer
1
Field Name
Must be set in Design View
Must be renam ed
2
7.
After you have finished setting field options, click “Next.”
8.
Access will now prom pt you to set the prim ary key. Select option “Choose m y
own prim ary key” and choose “BARCODE” from the drop-down m enu. Then
click “Next.”
9.
In the “Import to Table” box, enter a nam e for your table. (If you want to
create a saved im port that can serve as a tem plate for every transfer, use a
generic table nam e such as “LISA.” For m ore information, see step C below.)
Then click “Finish.”
10. Access will ask if you want to “Save im port steps.” Doing so will allow you to
repeat the im port without having to set up everything again, which is useful if
there are errors. Check the box to save, and at the subsequent prom pt enter a
nam e (and description if desired). Then click “Save Im port.” (There is no need
to create an Outlook Task.)
11. Continue with step D below.
B.
Im porting data from an Excel file
If you prefer to im port your .txt file into Excel for editing (see step D below), it is
easy to then im port the Excel file into Access. Give your Excel colum ns the correct
field nam es from the chart in step A6 above. Then follow these steps:
1.
In Access, open a blank database, nam e it, and click “Create.” (Or you m ay
open an existing LISA database, in which you can create a new table.)
2.
Click on the “External Data” tab at the top of the screen. Then choose “Im port
Excel spreadsheet” from the “Im port” group.
3.
Access will display the “Select the source and destination of data” window.
Browse for the file you created in Excel, highlight it, and click “Open.” When
you are returned to the previous window, select “Im port the source data into a
new table in the current database” and click “OK.”
4.
In the “Im port Text W izard” window, m ake certain “Show Worksheets” is
selected and choose the sheet with your data (usually Sheet1). Then click
“Next.”
5.
At the prom pt, check the box “First Row Contains Field Nam es” and click
“Next.”
6.
For each field, enter the correct “Indexed” and “Data Type” from the chart in
step A6. Then click “Next.”
7.
Access will now prom pt you to set the prim ary key. Select option “Choose m y
own prim ary key” and choose “BARCODE” from the drop-down m enu. Then
click “Next.”
8.
In the “Import to Table” box, enter a nam e for your table. (If you want to
create a saved im port that can serve as a tem plate for every transfer, create a
generic table nam e such as “LISA Excel.” For m ore inform ation, see step C
3
below.) Then click “Finish.”
9.
Access will ask if you want to “Save im port steps.” Doing so will allow you to
repeat the im port without having to set up everything again, which is useful if
there are errors. Check the box to save, and at the subsequent prom pt enter a
nam e (and description if desired). Then click “Save Im port.” (There is no need
to create an Outlook Task.)
10. Continue with step D below.
C.
Importing data with a Saved Im port
You m ay create saved im ports for both .txt and Excel files. A saved im port is tied
to a specific .txt file nam e to be im ported and a specific table nam e for output. The
nam e of the im port file m ay be changed at the point of running the Saved Im port.
However, the nam e of the output table will always be the sam e. This is not a
problem if you always start with a blank database, but if you are creating a new
table in an existing database, you run the risk of overwriting the table the next time
you run the Saved Im port unless you renam e it. The following are the steps for
Saved Im ports.
1.
In Access, open a blank database and nam e it. Use extension .m db, as
Sm eadlink will not accept the new er .accdb file form at. Then click
“Create.” Or open an existing LISA database, in which you can create a new
table.
2.
Click on the “External Data” tab at the top of the screen.
3.
Next choose “Save Im ports” from the “Im port” group.
4.
Click on the im port you want to use, and Access will highlight it.
5.
Double click the path/file nam e for the .txt file on your com puter. When the
editing window appears, change it m atch the file you want to im port and press
[Enter].
6.
Click “Run.” If this action would overwrite an existing table, Access will alert
you, at which point you m ay either cancel or com plete the operation.
7.
If the table was correctly created, Access will display the m essage “All objects
were im ported successfully.” Click “OK” and then “Close.”
8.
If you norm ally create new tables in an existing database, rather than starting
with a blank database, renam e your table.
9.
Continue with step D below.
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D.
W orking with your database
1.
After the data has finished im porting, Access will create your table. If there
were any problems, it will also create an error log, which you should display
and print.
2.
Open your table and use the error log to m ake any needed corrections. For
each error, it will give you type, field nam e, and the row in which it occurs.
You m ay have to verify data in InfoLinks–not all things reported as errors are
actually problem s.
3.
Next look to see if there were any other problem s with the data im port. (If
using an Excel file, you m ay have already done this.)
a.
Click in each colum n, and sort both “A to Z” and “Z to A.” Irregularities
such as blank fields should com e to the top.
b.
Look for volum es linked to m ultiple bib records (analytics or serial title
changes). These will have received two title fields–one from the set record
and one from the individual record. Therefore, the data in subsequent
colum ns will not be aligned under the correct headings. Delete the title
inform ation pulled from the individual record and m ove other data to the
appropriate colum ns. You will need to refer to InfoLinks.
4.
Sm eadlink cannot norm alize letters with diacritics for searching. (For instance,
you cannot type “fur” and retrieve “für.”) Rem ove diacritics from title and
author fields.
5.
Right click on the nam e of your table and choose choose “Design view.” Set
the size for each field according to the values in Step A6, m oving between
fields by clicking in each. Then save the table. (Note: Do not perform this
step before looking for other problem s such as analytics, or you m ight lose
data.)
6.
Save your database. Rem em ber that Sm eadlink cannot load Access 2007
databases (.accdb extension), so use the “save as” option to convert it to
Access 2002-2003 (.m db extension) if you did not originally create it in that
form at.
7.
Close your database and the Access program before proceeding to Sm eadlink.
DEK/080331
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