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Customer data files

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Learn about the requirements for customer data files.

This documentation describes the requirements for customer data files. For information about formatting, naming and sending this file, see Data migration process.

Customer data file criteria

The customer file data must meet the following criteria:

  • Provide data files in UTF-8 encoding (without BOM) file format. Please ensure your data files do not include any HTML tags.
  • File naming must follow specific rules:
    • Filenames can contain letters, numbers, periods and underscores.
    • Filenames cannot contain spaces or special characters.
    • If you are using a non-Windows machine, save the file as a Windows-formatted text file.
      Example: OCLCsymbolpatrons.txt

Send the file

Once your data is prepared, you will send it to OCLC.

  1. Send your customer data to your File Exchange account. An open-source FTP client (e.g., Filezilla or WinSCP) is recommended, as it works consistently with multiple operating systems.
  2. Enter the host and port for your institution (supplied by your Implementation Manager).
  3. Enter your institution's username and password (supplied by your Implementation Manager).
  4. Expand the folders in the Remote site pane to display full names.
  5. In the Local site pane, navigate to the directory folder from which you will be sending files.
  6. Select the files to upload and drag-and-drop them to the related local folder on the remote site pane. 
  • FTP directory to use for uploading file:  /xfer/wise/in/patron/full

We will communicate results or, if errors are found, we will ask that you resubmit the file.

Columns

Use the following criteria to create columns for your data:

  • The text file must contain all 66 tab-delimited columns in the order listed in the table below.
  • The first line of the text file is the header and must contain column names separated by tabs.
  • All column names must be spelled correctly.
  • Each line in the tab-delimited file must contain 65 tab characters, which function as column separators.
  • All values in columns are strings (text string, numeric string, etc.).
  • If you have no data to put in a column, leave it empty. Do not enter NULL in blank fields.
  • Do not include any carriage returns in the data. A carriage return signifies a new record.

File template

File Description
Wise_Patron_Template.xlsx (Last updated 1/12/24) Contains 66 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).

 Note: Do not send staff administrative accounts used in your current ILS in the customer file as these will be manually created in OCLC Wise.
Wise_Patron_Cards_Template.xlsx (Last updated 12/2/20) Contains 5 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).
Wise_Patron_Notes_Template.xlsx (Last updated 12/2/20) Contains 2 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).

Customer file fields

If no data is available for an optional field column, leave the column empty.

Column number Column name Required for Wise libraries Description Character limit
1 accountId Required Customer account ID 40
2 authorizationStatus Optional Library card status. Indicate:
  • Active
  • Blocked
  • Old

 Note: If no value is provided in this field, Wise will default to a status of Active. 

 7
3 blockType Optional Indicate if the customer should be blocked from specific activities:
  • ALL - General block. The default block type if set to block with no block value provided
  • CRD - Card reported missing by the customer. When a customer reports that they have lost their library card, this block can be used to prevent another person from trying to use the account
  • INT - Online membership block. When a customer registers online for an account, this block is automatically set until the account is verified
  • POS - Address block. Blocks the customer when the address is incorrect or unknown for the customer
  • PUB - Block the customer from using the web catalog (OPAC) and self-service features of the library 
  • SLF - Self-service block. Blocks the customer from borrowing materials via self-service stations.

 Note: This field should only be populated if:

  • authorizationStatus = Blocked
  • A full block is not desired

For more information regarding customer blocks, see Properties fields.  

 3
4 blockMessage Optional List reason for a customer block.
 

 Note: 

  • Should only be populated if authorizationStatus = Blocked.
  • If blockType is not populated, blockMessage is applied to the full block.
  • If blockType is populated, blockMessage is applied to that blockType.
 20
5 blockDate Optional

Format: YYYY-MM-DD (enter the date that the block started).

 Note: If there is a block and this field is not populated it will default to the date that it is processed through the migration software.

  
6 deliveryMethod Optional Indicate the delivery method for customer holds. 20
7 selcCode Optional An identifying tag for the customer (County, School name, etc.)
 

 Note: Consult with your Implementation Manager to determine the best SELC code to apply to your data.

 20
8 namePrefix Optional Customer title (Mr, Ms, Mrs, etc.) 10
9 firstName Required Customer first name
 

 Note: firstName or lastName is required

 80
10 middleName Optional Customer middle name 80
11 lastName Required Customer last name
 

 Note: firstName or lastName is required

 255
12 nameSuffix Optional Customer suffix (Sr., Jr., I, II, PhD, etc.) 7
13 additionalFirstName Optional Preferred customer first name 80
14 additionalLastName Optional Preferred customer last name 80
15 relationship Optional

Valid values are:

  • CHILD
  • PARENT

 Note: Both the relationship and relationshipAccountid fields are optional, but if one is populated the other will need to be provided as well.

 6
16 relationshipAccountid Optional

Enter the accountId for the account that will have a relationship with the patron. Different child accounts can have the same parent accountId entered in this field.

Example: Account for child patron will have CHILD entered in the relationship field and the parent's accountId will be entered in relationshipAccountid field. 

 Note: Both the relationship and relationshipAccountid fields are optional, but if one is populated the other will need to be provided as well.

 25
17 idNumber Optional Proof of identification 80
18 typeOfId Optional

The type of identification. Either the code or the exact name of the identification type can be used. The following values are accepted:

  • D - Military ID
  • I - European Identity Card
  • P - Passport
  • R - Driver’s License or Drivers License
  • U - Unknown
  • V - Immigration document
 25
19 issuingState Optional The state from which the identification was issued. 

 Note: The values in this field must be a US state, US territory name, or an abbreviation of a US state or territory name. If an unknown state or abbreviation is found, it will default to Unknown. 

 15
20 contactPerson Optional Used for guardian names 40
21 contactPersonPhone Optional Phone number for contactPerson 20
22 dateOfBirth Optional
  • Format: YYYY-MM-DD
  • Default value if no date of birth is provided is 0001-01-01
  
23 gender Optional Customer gender. Indicate:
  • Male
  • Female
  • Institute
 7
24 language Optional Language, ISO 639-3 20
25 readingDisability Optional Indicate if the customer has a reading disability:
  • Y (yes)
  • N (no)
 10
26 libraryOrganization Optional Indicate the library organization that the customer belongs to. This field is only needed for consortial organizations.  50
27 patronType Required   30
28 subscriptionStartDate Optional
  • If this column is filled, a subscriptionEndDate must also be provided
  • Format: YYYY-MM-DDD
  
29 subscriptionEndDate Optional
  • If this column is filled, a subscriptionStartDate must also be provided
  • Format: YYYY-MM-DDD
  
30 registrationDate Optional
  • Date the customer was added to the system
  • Format: YYYY-MM-DD
  
31 lastActivityDate Optional
  • Date of the customer's last activity.
  • Format: Format: YYYY-MM-DD hh:mm:ss
  
32 pin Optional   4
33 mainBranch Required   50
34 homeBranch Optional   50
35 primaryStreetAddressLine1 Optional   60
36 primaryStreetAddressLine2 Optional Apartment/PO Box number 20
37 primaryCityOrLocality Optional City, town, etc. 60
38 primaryStateOrProvince Optional Province, region, state, etc. 60
39 primaryPostalCode Optional Postal code, zip code (allows for +4) 10
40 primaryCountry Optional Country 30
41 primaryPhone Optional   255
42 fax Optional   255
43 mobilePhone Optional   255
44 emailAddress Optional   255
45 blindCopyEmailAddress Optional Blind copy email address for email notifications 255
46 mailingStreetAddressLine1 Optional   60
47 mailingStreetAddressLine2 Optional Apartment/PO Box number 20
48 mailingCityOrLocality Optional City, town, etc. 60
49 mailingStateOrProvince Optional Province, region, state, etc. 60
50 mailingPostalCode Optional Postal code, zip code (allows for +4) 10
51 mailingCountry Optional Country 30
52 billingStreetAddressLine1 Optional   60
53 billingStreetAddressLine2 Optional Apartment/PO Box number 20
54 billingCityOrLocality Optional City, town, etc. 60
55 billingStateOrProvince Optional Province, region, state, etc. 60
56 billingPostalCode Optional Postal code, zip code (allows for +4) 10
57 billingCountry Optional Country 30
58 alternateStreetAddressLine1 Optional   60
59 alternateStreetAddressLine2 Optional Apartment/PO Box number 20
60 alternateCityOrLocality Optional City, town, etc. 60
61 alternateStateOrProvince Optional Province, region, state, etc. 60
62 alternatePostalCode Optional Postal code, zip code (allows for +4) 10
63 alternateCountry Optional Country 30
64 secondaryPhone Optional   255
65 showLoanHistory Optional Indicate if the customer title history should be visible:
  • Y (yes)
  • N (no)

 Note: If showLoanHistory is set to Y (Yes), removeLoanHistory must be set to N (No).

If showLoanHistory is set to N (No), removeLoanHistory may be set to either Y (Yes) or N (No).

 3
66 removeLoanHistory Optional Indicate if the customer title history should be removed/anonymized after 90 days:
  • Y (yes)
  • N (no)

 Note: If showLoanHistory is set to Y (Yes), removeLoanHistory must be set to N (No).

If showLoanHistory is set to N (No), removeLoanHistory may be set to either Y (Yes) or N (No).

 3

Cards file fields

Column number Column name Required for Wise libraries Description Character limit
1 accountId Required Customer account ID 40
2 cardNumber Required Customer library card number 16
3 cardType Required Indicate the type of library card associated with the library card number:
  • M (Main) - Main card number
  • F (Follow) - Secondary card number
 6
4 cardStatus Optional Library card status. Indicate:
  • A (Active)
  • B (Blocked)
  • O (Old)

 Note: The default library card status will be Active if no value is given.

 7
5 lostDate Optional
  • Date the customer's library card was lost.
  • Format: Format: YYYY-MM-DD hh:mm:ss
  

Notes file fields

Column number Column name Required for Wise libraries Description Character limit
1 accountId Required Customer account ID 40
2 note Required Customer notes will be concatenated in the order they are received, separated by a new line.

The combined size of the notes in the file cannot exceed 4,000 characters. If the character limit is exceeded, the text will be truncated to 4,000 characters.		 4,000

 

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