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OCLC Wise Support EN

Circulation data files

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Learn about the requirements for circulation data files.

This documentation describes the requirements for circulation data files. For information about formatting, naming, and sending this file, see Data migration process. Circulation data consists of four data sets:

Circulation data file 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: circ_data.txt

Send data files

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

  1. Send your circulation data to your File Exchange account. An open-source FTP client (e.g., Filezilla or https://winscp.net/eng/index.phpWinSCP) 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 customer data local on the remote site pane.
  • FTP directories to use for uploading circulation data:
    • Circulation data itemstatus: /xfer/wise/in/circdata/loans
    • Circulation data historical loans: /xfer/wise/in/circdata/loans
    • Circulation data holds: /xfer/wise/in/circdata/holds
    • Circulation data fees: /xfer/wise/in/circdata/fees

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 tab-delimited columns in the order listed in the tables below. Each line in the tab-delimited file must contain tab characters, which function as column separators.
    File Tab-delimited columns Tab characters
    ItemStatus file 9 8
    Loan history file 5 4
    Holds file 12 11
    Financial file 8 7
  • 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.
  • 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 include any carriage returns in the data. A carriage return signifies a new record.

File templates

File Description
Wise_ItemStatus_Template.xlsx (Last updated 6/29/21) Contains 11 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).
Wise_Loan_History_Template.xlsx (Last updated 6/29/21) Contains 6 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).
Wise_Hold_Template.xlsx (Last updated 2/16/22) Contains 12 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).
Wise_Financial_Template.xlsx (Last updated 12/2/20) Contains 8 columns. Save as a tab-delimited text file (an Excel file cannot be used to send data).

ItemStatus file fields

 Note: The Itemstatus data file should include:

  • A line entry for every single item in your system that includes the current status for the item.
  • At a minimum, items currently on loan should include the patronBarcode and dueDate in addition to the itemBarcode and status.
Column number Column name Required for Wise libraries Description Character limit
1 lendingBranch Optional Branch location where the last action took place on the item. 50
2 itemBarcode Required Item ID in the system. 16
3 accountId Optional

Customer account ID

 Note: This value is not required but strongly recommended. If this is not included on an item associated with a customer, that item will not be linked to any customer or customer financial transaction in Wise.

For items with a hold status, Wise will assume it is the previous borrower of the item and migrate into Wise as "last borrower ID."

 40
4 lastActivityDate Optional

The date of any type of last activity. In some cases, it may be the same as lastDischargedDate.

Format: YYYY-MM-DD hh:mm:ss

If no time stamp is available, enter time as 00:00:00

  
5 lastDischargedDate Optional

Date the item was last checked in.

Format: YYYY-MM-DD hh:mm:ss

If no time stamp is available, enter time as 00:00:00

  
6 loanDate Optional Date the item was loaned or the last checkout date of the item.

Format: YYYY-MM-DD hh:mm:ss

If no time stamp is available, enter time as 00:00:00		  
7 dueDate Optional If the item is checked out, this should indicate the date the item is due to be returned. For any other statuses, include the date the item was last returned.

Format: YYYY-MM-DD hh:mm:ss

If no time stamp is available, enter time as 00:00:00		  
8 renewalDate Optional Date of item renewal.

Format: YYYY-MM-DD hh:mm:ss

If no time stamp is available, enter time as 00:00:00		  
9 timesRenewed Optional

Number of times the item has been renewed.

 Note: This number cannot be higher than 127.

  
10 status Required The current status of the item. 20
11 notes Optional

Notes about the loan.

 Note: If notes are already included in items from the bibliographic file, the notes in Wise will be duplicated.

 120

Historical loan file fields

 Note:

  • The historical loan data file should include current, active loan information and historical loan information. Wise supports loading a maximum of twenty years of historical data. Wise displays the last four years of historical data, and the previous sixteen years is loaded into an archive table. 
  • You should populate as many columns as possible in the file as it is used to generate the various historical loan data counters and histories.
Column number Column name Required for Wise libraries Description Character limit
1 accountID Required Customer account ID 40
2 itemBarcode Required Item barcode 16
3 controlNumber Required

Bib control number

 Note: Either itemBarcode or controlNumber are required. The system will look for the itemBarcode field first. If it is not present or not found, controlNumber is used. 

 30
4 action Required Use to indicate if the item was CHECKEDOUT, RENEWAL or CHECKEDIN  
5 actionDate Required Date that the action took place

Format: YYYY-MM-DD		  
6 actionBranch Optional Branch where the action took place 50

Holds file fields

Column number Column name Required for Wise libraries Description Character limit
1 accountId Required Customer account ID 40
2 itemBarcode Required

itemBarcode or controlNumber is required

Item barcode

 Note: Either itemBarcode or controlNumber are required. The system will look for the itemBarcode field first. If it is not present or not found, controlNumber is used. 

 16
3 controlNumber Required

itemBarcode or controlNumber is required

Bib control number

 Note: Either itemBarcode or controlNumber are required. The system will look for the itemBarcode field first. If it is not present or not found, controlNumber is used. 

 30
4 holdType Optional Indicates whether the hold is at the item level (I) or title level (T) 5
5 deliveryMethod Optional Indicate the delivery method for customer holds. 20
6 creationBranch Optional Branch at which the hold was generated 50
7 pickupBranch Optional Branch at which the hold will be picked up 50
8 ownerBranch Optional Branch which owns the requested item 50
9 creationDate Required
  • Date on which the request was created
  • Format: YYYY-MM-DD hh:mm:ss
  • If no time stamp is available, enter time as 00:00:00
  
10 startDate Optional
  • Date to begin fulfilling the hold (may be the same as creationDate)
  • Format: YYYY-MM-DD
  
11 expiryDate Optional
  • End date of when customer indicates the hold is no longer needed
  • Format: YYYY-MM-DD
  
12 note Optional Note about the request 50

Financial file fields

 Note: The financial data file should only include active fines or credits. Historical fines are not migrated and should not be included.

Column number Column name Required for Wise libraries Description Character limit
1 accountId Required Customer account ID 40
2 itemBarcode Optional Item ID in the system
  • Please include item ID if fine is associated with an item.
  • Even if an item is not found, the charge still goes into Wise but with no associated item.
 16
3 branch Optional Branch to which the fines are accounted 50
4 fineAmount Required
  • Total fine amount
  • Up to two decimal places: xx.xx
  • Do not include the dollar sign ($) in the data.
  • Amount must be greater than zero
 More than the amountOutstanding
5 amountOutstanding Required
  • Total amount outstanding
  • Up to two decimal places: xx.xx
  • Do not include the dollar sign ($) in the data.
  • Amount must be greater than zero
  
6 fineDate Optional
  • Date the fine was posted
  • YYYY-MM-DD hh:mm:ss
  • If no time stamp is available, enter time as 00:00:00
  
7 billReason Required Bill description 50
8 description Optional Fee description 20
9 notes Optional Notes 85

 

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