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Create purchase requests with file import

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Discover how to create new purchase requests by importing OCLC numbers directly into WorldShare Acquisitions.

Overview

Use the File Import screen to upload a list of OCLC numbers in CSV format and automatically create purchase requests from the data. This feature works with exported query data from Choreo Insights.

Important notes:

  • Each OCLC Number is validated against WorldCat before creating a purchase request
  • If an OCLC Number has been merged, the system will use the current OCLC Number

(Optional) Prepare Choreo Insights export file

If you are using this feature in conjunction with Choreo Insights, the first step is to export your desired data. When preparing your export file, ensure the following:

  • Export titles from Choreo as a CSV file. Make sure to include the OCLC Numbers in the export.
  • Ensure the file contains OCLC Numbers in a single column.
  • If the file has headers, make sure the OCLC Number column is clearly labeled.

For full instructions on exporting from Choreo Insights, see Export query data.

Import file in Acquisitions

  1. From the left navigation, click Purchase Requests > File Import.
  2. Click Upload file.
  3. The File upload dialog opens.
  4. Click Choose a file and select your Choreo Insights export file.
  5. Choose whether your file contains headers:
    • File does not contain headers - Select the column number (Column 1, Column 2, etc.)
    • File contains headers - Select the column containing OCLC Numbers from the dropdown
  6. Add any notes you want applied to all generated purchase requests.
  7. Click Upload to begin processing.

Monitor import progress

Processing time depends on the number of OCLC Numbers in your file. You can check on the import progress at any time on the File Import page. There are four status indicators available for progress:

  • Green checkmark (Green icon with a checkmark and the word "Success" inside) - Import completed successfully
  • Yellow warning (Yellow icon with a caution symbol and the word "Completed" inside) - Import completed with some issues
  • Red exclamation (Red icon with an exclamation point and the word "Failed" inside) - Import failed
  • Purple hourglass (Purple icon with an hourglass icon and the word "Processing" inside) - Import still processing

Review results

After a file has completed importing, you can view it in the list of imports on the File import page at any time. Click the eye icon in the Details column to view details about the import, including:

  • Link to the newly created purchase request
  • Total OCLC Numbers processed
  • Number successfully imported
  • Any warnings or errors
  • Processing time

Processing details:

  • If a purchase request already exists for a title, a warning message appears in the upload details, and another purchase request is created for that OCLC number
  • Notes included in the upload are hidden beneath the Configuration options in the import details page
  • Additional Log data can be viewed by toggling the switch within the Configuration options
  • View Debug details for details on why OCLC numbers failed to upload