Patron 1

PatronPorter Users Manual
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Copyright 1993-2001 Sagebrush Corporation. All Rights Reserved.
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Contents
GETTING STARTED GETTING STARTED GETTING STARTED GETTING STARTED 1 11 1
Welcome 1
How it works 2
Requirements 2
Unlocking PatronPorter 2
EXPORTING PATRON DAT EXPORTING PATRON DAT EXPORTING PATRON DAT EXPORTING PATRON DATA A A A 3 33 3
Overview 3
Deciding what information to export 4
Acceptable export formats 7
The delimited ASCII format 7
The fixed-width ASCII format 8
Performing the export 9
ii Contents

USING PATRONPORTER USING PATRONPORTER USING PATRONPORTER USING PATRONPORTER 11 11 11 11
Getting ready 11
Starting Athenas Import Patrons feature 12
Setting update parameters 12
Importing 14
Importing delimited data 15
Step 1: specifying data type and related information 16
Step 2: specifying the delimiter and text qualifier 17
Step 3: labeling columns 18
Performing the import 18
Importing fixed-width data 19
Step 1: specifying data type and related information 19
Step 2: setting field widths 20
Step 3: labeling columns 21
Performing the import 22
Checking the imported data 23
Appendix A: export worksheet 25
Appendix B: sample worksheet - delimited 26
Appendix C: sample worksheet - fixed-width 27
INDE INDE INDE INDEX X X X 29 29 29 29

Chapter 1
Getting Started
In this chapter:
Welcome
Requirements
Unlocking PatronPorter
Welcome
Welcome to PatronPorter!
If your school or business uses an administrative program, it
likely contains the names, addresses, and phone numbers of
your patrons. PatronPorter will help transfer this and other
patron information into Athena. Whether you want to convert
patron data from a school administration system, a payroll
application, or anywhere else -- PatronPorter can help.
Although PatronPorter is a separate product, it works by
enhancing Athena rather than as a stand-alone application.
Except for the added functionality, you will probably not even
know where Athena ends and PatronPorter begins.
2 Chapter 1 Getting Started Requirements

How it works
Bringing patron data from an outside application into Athena is
a two-step procedure:
1. Exporting the data. Exporting copies patron information
from the outside application to a file that can be used by
PatronPorter. For more information about exporting, see
Chapter 2, Exporting Patron Data.
2. Importing the data. PatronPorter uses the data from the file
created in step 1 to add or update Athenas patron records.
For more information about importing, see Chapter 3, Using
PatronPorter.

Requirements
PatronPorter will run on any computer capable of running
Athena v9.1 or higher.
Unlocking PatronPorter
Before you use PatronPorter, you must unlock it using Product
Manager. For instructions, refer to Chapter 1 Getting Started in
your Athena Users Manual.

Chapter 2
Exporting Patron Data
In this chapter:
Overview
Deciding what information to export
Acceptable export formats
Performing the export
Overview
Most computer applications store data in a proprietary format
unique to that particular application. Since each application
needs data to be in its own particular format, different
applications cannot easily share data. To get around this,
developers design applications so that they can duplicate, or
copy, their data to a standard format. This is called exporting.
Before you can use PatronPorter to bring patron information
into Athena, you must export the information from the other
application. This chapter will help you decide what information
to export and what export format to use. It also provides tips to
help you export successfully.
4 Chapter 2 Exporting Patron Data Deciding what information to export

Deciding what information to export
You must export patron ID numbers and patron surnames. This is because
Athena will reject any records that do not include this information.
When deciding what other information to export from the outside application,
you should keep in mind Athenas data requirements and capabilities. This
table shows the patron information that Athena can store. Aside from patron
ID number and patron surname, you can export as much or as little of this
information as you like.
DATA ELEMENT TYPE
*
key at end of
table
WIDTH REQUIRED ATHENA
FIELD NAME
Unique patron ID number. C 20 Y PatronID
Alternate ID. C 40 N AlterID
Surname. C 30 Y Surname
First name. C 30 N Firstname
Salutation. C 30 N Salutation
First line of the street address. C 40 N Street1
Second line of the street address. C 40 N Street2
Third line of the street address. C 40 N Street3
Fourth line of the street address. C 40 N Street4
City. C 40 N City
State or province. C 20 N ProvState
ZIP or postal code. C 20 N PostalZIP
Phone number in any format. C 20 N Phone
Second phone number in any
format.
C 20 N Phone2
Email address. C 50 N Email
First line of alternate street address. C 40 N AStreet1
Deciding what information to export Chapter 2 Exporting Patron Data 5

DATA ELEMENT TYPE
*
key at end of
table
FIELD NAME
Second line of alternate street
address.
C 40 N AStreet2
Third line of alternate street
address.
C 40 N AStreet3
Fourth line of alternate street
address.
C 40 N AStreet4
Alternate city. C 40 N ACity
Alternate state or province. C 20 N AProvState
Alternate ZIP or postal code. C 20 N APostalZIP
Alternate phone number in any
format.
C 20 N APhone
Alternate second phone number in
any format.
C 20 N APhone2
Alternate email address. C 50 N AEmail
Patron group 1. C 10 N Group1
Date patron was added to the file.
Format CCYYMMDD
D 8 N RecordDate
Card expiration or graduation date.
Format CCYYMMDD
D 8 N ExpiryDate
Date of this patrons most recent
circulation transaction. Format
CCYYMMDD
D 8 N LastUsed
Amount of the fine that this patron
owes.
N 10 N FinesOwing
6 Chapter 2 Exporting Patron Data Deciding what information to export

DATA ELEMENT TYPE
*
key at end of
table
FIELD NAME
If present, this message is
displayed whenever the patron is
identified during a circulation desk
activity.
C 100 N Message
If present, this message is
displayed whenever the patron is
identified during a circulation desk
activity. Athena will also stop the
circulation transaction.
C 100 N BlockMsg
The Other fields can be used to
store any additional information.
C 40 N Other1,
Other2,
Other 10

* Field Type key: C indicates character data
D indicates date data
N indicates number data

Acceptable export formats Chapter 2 Exporting Patron Data 7

Acceptable export formats
The file of exported data should be in either of these formats:
Delimited ASCII.
Fixed-width ASCII.
The delimited ASCII format
The delimited format has these characteristics:
All the data for a single patron is stored on one line. A more
technical way of saying this is: there cannot be a carriage-
return line-feed pair within a record.
Each line contains information for only one patron. In
technical terms: each record ends with a carriage-return line-
feed pair.
Within a single line, each piece of information (field) is
separated from the next field by a delimiter. Often, a comma
is used as a delimiter, but the delimiter can be a semicolon, a
space, a tab, etc.
The data contained within a field is usually enclosed by a
pair of text qualifiers. Most often, a double quote is used as
the text qualifier.
For example, your administration system might store surname,
given name and phone number for every person in the system.
If you exported this information to a delimited format, the data
in the exported file might look like this:

"Jones","Steve","(608) 555-8987"
"Johnson","Fred","(608) 555-7878"
"Kennel","Elaine","(608) 555-6342"...
Notice that the delimiter is a comma, and that the information
within each field is enclosed in quotation marks. Also notice that
the information for each person is stored on a separate line.
Text qualifier
Delimiter
8 Chapter 2 Exporting Patron Data Acceptable export formats

The fixed-width ASCII format
The fixed-width format has these characteristics:
All the data for a single patron is stored on one line. A more
technical way of saying this is: there cannot be a carriage-
return line-feed pair within a record.
Each line contains information for only one patron. In
technical terms: each record ends with a carriage-return line-
feed pair.
Data is stored in columns. Each column holds one character.
Each piece of data is allocated a certain amount of space
(number of columns). Furthermore, each piece of data starts
at a specific position in the line and ends at a specific
position.
The fixed-width format does not use delimiters. Instead, it uses
a columnar arrangement to separate data. For example, surname
might start at column 1 and be 15 characters (columns) long,
given name might start at column 16 and be 11 characters long,
and phone number might start at column 27 and be 14
characters long.
Obviously, actual data will not be this consistent. For example,
surnames vary in length. Some may be shorter than 15
characters, others longer. The fixed-width format gets around
this by padding values that are too short with extra spaces and
truncating values that are too long. For example, the surname
Jones is only five characters long. With the fixed-width format,
this surname would be padded with 10 extra spaces to fill up the
entire 15 characters.
Performing the export Chapter 2 Exporting Patron Data 9

The next example shows data in a fixed-width format. The
numbers at the top are provided to help you keep track of the
columns. Spaces are represented by the symbol #.
123456789012345678901234567890123456789012345
Jones##########Steve######(608)#555-8987
Johnson########Fred#######(608)#555-7878
Kennel#########Elaine#####(608)#555-6342
Performing the export
Someone who is familiar with the administration application
should perform the export. This person needs to know:
How to export the required information to either a fixed-
width or a delimited ASCII format file.
The symbols used as the delimiter and text qualifier
(delimited format only).
The order that each piece of information appears in the data.
The starting column and length allocated to each piece of
information (fixed-width format only).
This person should fill out the Export Worksheet shown in
Appendix A. When completed, this worksheet will contain the
information that PatronPorter needs to perform the conversion.

Chapter 3
Using PatronPorter
In this chapter:
Getting ready
Importing
Checking the imported data
Getting ready
After the data has been exported from the administration
system, you can use PatronPorter to import it into Athena. The
file that you are importing is called the import file.
PatronPorter will ask you to provide information about the
import file. When you exported the patron information from
your administration system, you probably filled out the Export
Worksheet provided in Appendix A. If you did, this worksheet
will contain most of the information PatronPorter needs. Keep it
handy while importing. This will help you provide PatronPorter
with the necessary information.

12 Chapter 3 Using PatronPorter Getting ready

Starting Athenas Import Patrons feature
PatronPorter simply enhances Athenas Import Patrons feature.
Before you can access PatronPorter, you must start the Import
Patrons feature.
To start the Import Patrons feature:
From Athenas Circulation menu, click I MPORT
PATRONS/I MPORT PHOTOS. You will see the Import Patrons
screen.
Setting update parameters
If a record in the import file has the same surname and ID
number as an existing Athena patron, Athena will assume that
the incoming record refers to this patron. Consequently, Athena
will use the new information to update the patrons information
rather than creating a new record. Note: matching is case
sensitive. For example, Athena will not match Smith with
SMITH. They will be interpreted as two different surnames.
You can specify exactly which information in the existing
patrons record should be updated.
To specify which information in an existing record should be
updated:
1. Click the UPDATE PARAMETERS tab. You will see the Update
Parameters screen.

Getting ready Chapter 3 Using PatronPorter 13

2. Notice that this screen lists the different types of patron
information. To update a piece of information, select its
check box. If you do not want a piece of information
updated, clear the check box.
3. Return to the Import Patrons screen by clicking the I MPORT
PATRONS tab.
Tip To turn off the update feature so that new records are added
but existing records are not updated, clear all the check
boxes on the Update Parameters screen.
14 Chapter 3 Using PatronPorter Importing

Importing
Warning! Before importing patron data, back up your Athena circulation files.
This will ensure that you can revert to your original data should it be
necessary. For help backing up circulation files, refer to your Athena
Users Manual.
To start PatronPorter:
1. If you have not already done so, from Athenas Circulation
menu, click I MPORT PATRONS/I MPORT PHOTOS. You will
see the Import Patrons screen.

2. Click the BROWSE button. When you see the Locate Patron
Import File dialog box, click the file containing the data that
you want to import. Then click OPEN. (If you cannot find
the import file, you probably need to choose different
options in the Look in and Files of type lists.)
3. Under Import File Format, click PATRONPORTER. Note: this
option will be available only if you have purchased
PatronPorter.
4. Click I MPORT. You will see a message warning that you
should have a current circulation backup before proceeding.
PatronPorter option
Browse button
Importing Chapter 3 Using PatronPorter 15

5. If you have a current circulation backup, click OK. Athena
will start PatronPorter and display the Step 1 dialog box.

Note: The end of each patron record is indicated by a small rectangle.

Importing delimited data
This section explains how to import delimited data. If you are
importing fixed-width data, see Importing fixed-width data
starting on page 19.
Note: PatronPorter will remember the settings from the last import
session and automatically enter them for you. This means that if
you always import from the same data source, you will need to
enter information only the first time that you import data. For
subsequent imports, simply verify that the information on the
Step 1 dialog box is correct, and then click NEXT to move to the
next dialog box. After verifying that the information on the
remaining dialog boxes is correct, click FI NI SH to proceed with
the import.
To import data from a different source than in the previous
session, click CLEAR LOADED SETTI NGS. (This button will not be
available the first time that you use PatronPorter.) PatronPorter
will clear the previous settings so that you can enter the
appropriate settings for the new import file.
PatronPorter shows
the import data at
the bottom of the
screen.
The end of a record is depicted by
a small rectangle.

Step 1: specifying data type and related
information
If any of the information shown on the Step 1 dialog box is
incorrect, you should change it.
To specify the data format:
1. From the Step 1 dialog box, under Original Data Type, click
DELI MI TED.
2. In the Start import at row box, indicate the first row of patron
data that you want imported. For example, if the patron
information does not start until row three, type 3
or
Use the scroll bar to position this row at the top of the
Preview box.
3. Click NEXT. You will see the Step 2 dialog box.

Note: If the Step 2 dialog box on your screen does not look like the
one shown above, you may have chosen FI XED WI DTH in the
previous step. If so, click BACK to return to Step 1 and choose
the DELI MI TED option.

Step 2: specifying the delimiter and text
qualifier
PatronPorter will assume that the import file uses a comma as
the delimiter and double quotation marks as the text qualifier. If
this is not the case, you should change the values shown on the
Step 2 dialog box.
To specify the delimiter and text qualifier:
1. From the Step 2 dialog box, under delimiters, select the
delimiter used in the import file. If this delimiter is not one
of the listed options, select OTHER and type the delimiter in
the adjacent box.
2. Open the Text Qualifier list, and click the text qualifier used
in the import file. (If the import file does not use a text
qualifier, click NONE.)


Step 3: labeling columns
By now, each column in the Data Preview box should contain a
different type data. All that remains is to label the columns so
that PatronPorter knows what type of information is stored in
each column.
The top portion of the dialog box shows all of Athenas patron
field names. If you do not know what type of information a field
name refers to, consult the table starting on page 4.
To label a column:
From the Step 3 dialog box, drag the appropriate Athena
field name onto the column. For example, if the second
column of the import file contains patron ID numbers, drag
the field name PatronID from the top box to the second
column of data.
Tip If you do not want a particular column of data imported into
Athena, do not label it. PatronPorter will import only those
columns that have been assigned Athena field names.
If you change your mind and decide not to import data from a
column that has already been labeled, you must remove the
label.
To remove a column label:
Drag the field name off of the column.
Performing the import
1. From the Step 3 dialog box, click FI NI SH.
2. Athena will display the Import Patrons dialog box. This
dialog box shows messages about duplicate records, the
number of records to be imported, the number of records to
be updated, and the number of records missing critical
information such as surname or patron identification
number.
3. Click OK.

Importing fixed-width data
This section explains how to import fixed-width data. If you are
importing delimited data, see Importing delimited data on page 15.
Note: PatronPorter will remember the settings from the last session
and automatically enter them for you. This means that if you
always import from the same data source, you will need to enter
information only the first time that you import data. For
subsequent imports, simply verify that the information on the
Step 1 dialog box is correct and then click NEXT to move to the
next dialog box. After verifying that the information on the
remaining dialog boxes is correct, click FI NI SH to proceed with
the import.
To import data from a different source than in the previous
session, click CLEAR LOADED SETTI NGS. (This button will not be
available the first time that you use PatronPorter.) PatronPorter
will clear the previous settings so that you can enter the
appropriate settings for the new import file.
Step 1: specifying data type and related
information
If any of the information shown on the dialog box is incorrect,
you should change it.
To specify the data format:
1. From the Step 1 dialog box, under Original Data Type, click
FI XED WI DTH.
2. In the Start import at row box, indicate the first row of patron
data that you want imported. For example, if the patron
information does not start until row three, type 3


Note: If the Step 2 dialog box on your screen does not look like the one
shown above, you may have chosen DELI MI TED in the previous
step. If so, click BACK to return to Step 1 and choose the FI XED
WI DTH option.
Step 2: setting field widths
Before PatronPorter can import fixed-width data, it needs to
know where each field begins and ends.
Notice that previewed data includes vertical lines. These lines
are called field separators and indicate where one field ends and
the next begins. If the field separators are not in the correct
places, you should adjust them. For example, in the dialog box
shown above, the separator between the middle initial and the
first name fields is missing and needs to be added.
To add a new field separator:
Click the position where you want to place the field
separator.
To move an existing field separator:
Use your mouse to drag the field separator to the correct
position.

To delete an existing field separator:
Double-click anywhere on the field separator.
When you are certain that the field separators are all in the
correct places, click NEXT. You will see the Step 3 dialog box.

Step 3: labeling columns
By now, each column in the Data Preview box should show a
different field of data. All that remains is to label the columns so
that PatronPorter knows what type of information is stored in
each column.
The top portion of the dialog box shows all of Athenas patron
field names. If you do not know what type of information a field
name refers to, consult the table starting on page 4.
To label a column:
From the Step 3 dialog box, drag the appropriate Athena
field name onto the column. For example, if the second
column of the import file contains patron ID numbers, drag
the field name PatronID from the top box to the second
column of data.

Tip If you do not want a particular column of data imported into
Athena, do not drag a field name on to it. PatronPorter will
import only those columns that have been assigned Athena field
names.
If you change your mind and decide not to import data from a
column that has already been labeled, you must remove the
label.
To remove a field name from a column:
Drag the field name off of the column.
Performing the import
1. From the Step 3 dialog box, click FI NI SH.
2. Athena will display the Import Patrons dialog box. This
dialog box shows messages about duplicate records, the
number of records to be imported, the number of records to
be updated, and the number of records missing critical
information such as surname or patron identification
number.
3. Click OK.

Checking the imported data Chapter 3 Using PatronPorter 23

Checking the imported data
After importing you should browse the new patron information
and make any changes that might be required.
To browse patron information:
1. From the Circulation menu, click ADD, CHANGE, DELETE
PATRONS. You will see the Change or Delete patrons screen.
2. Click CHANGEDEL and indicate the patron whose record
you want to view.
Appendix A: export worksheet 25

Appendix A: export worksheet
Name of exported data file: ____________________________

Data format (check only one) Delimited Fixed-width
Delimiter (delimited format only) ____________________________
Text qualifier (delimited format only) ____________________________

FIELD
ORDER

FIELD LENGTH
(FIXED-WIDTH FORMAT )
STARTING
COLUMN

CONTENT
INTO
ATHENA?
(YES/NO)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
26 Appendix B: sample worksheet - delimited

Appendix B: sample worksheet - delimited
Name of exported data file: PatronPortersmpl.del

Delimiter (delimited format only) comma (,)
Text qualifier (delimited format only) quotation mark ()

FIELD
ORDER

FIELD LENGTH
STARTING
COLUMN

CONTENT
INTO
ATHENA?
(YES/NO)
1 id number y
2 surname y
3 middle initial n
4 first name y
5 street address y
6 city y
7 state y
8 zip y
9 phone y
10 group 1 (grade) y
11 group 2 (room) y
Appendix C: sample worksheet - fixed-width 27

Appendix C: sample worksheet - fixed-width
Name of exported data file: PatronPortersmpl.fix

Delimiter (delimited format only)
Text qualifier (delimited format only)

FIELD
ORDER

FIELD LENGTH
STARTING
COLUMN

CONTENT
INTO
ATHENA?
(YES/NO)
1 8 1 id number y
2 30 9 surname y
3 1 39 middle initial n
4 30 40 first name y
5 30 70 street address y
6 30 100 city y
7 20 130 state y
8 10 150 zip y
9 10 160 phone y
10 5 170 group 1 (grade) y
11 5 175 group 2 (room) y

Index
A
Administration system
Export formats, 7
Exporting from, 9
Athena
Patron field descriptions, 4
Setting update parameters, 12
Starting the Import Patrons feature, 12
C
Checking the imported data, 23
D
Data formats, 7
Delimited ASCII format
Described, 7
Importing data, 15
E
Export worksheet, 25, 26, 27
Exporting from an outside application
Data formats, 7
Deciding what information to export, 4
Delimited ASCII format, 7
Export worksheet, 9
Fixed-width ASCII format, 8
Overview, 3
Patron data, Athena field descriptions, 4
F
Field descriptions, Athena patron data, 4
Fixed-width ASCII format
Described, 8
Importing data, 19
I
Import Patrons feature, starting, 12
Importing
Checking imported data, 23
Delimited data, 15
Fixed-with data, 19
Setting update parameters, 12
Starting Import Patrons feature, 12
Starting PatronPorter, 14
O
Outside application
Export formats, 7
Exporting from, 9
30 Index

P
Patron data, Athena field descriptions, 4
PatronPorter
How it works, 2
Importing delimited data, 15
Importing fixed-width data, 19
Requirements, 2
Starting, 14
Unlocking, 2
Product Manager, 2
R
Requirements, PatronPorter, 2
U
Unlocking PatronPorter, 2
Update parameters, 12
W
Welcome, 1

Patron 1

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Patron 1

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PatronPorter Users Manual

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