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Retrieve WMS data extract files with SFTP

Retrieve WMS data extract files for all inventoried items, current patrons for an institution, and patrons that have been modified over the last week using SFTP.

Introduction

This document provides detailed information about available WMS data extract files including:

  • Naming conventions
  • Frequency
  • Data outputs
  • Date restrictions

Reconciliation data extract files are placed on an SFTP server as delimited text documents that can be downloaded and imported into other software as needed. Data extract files are retained 90 days. Data extract files older than 30 days are subject to zipping. 

WMS data extract files can be found under the /xfer/wms/reports file exchange directory and can be downloaded using an open-source SFTP client.

Row limit

All data extract files can be used with Microsoft Excel, regardless of size; however, depending on your version of Excel, there may be a row limit per sheet. Consequently, several sheets are generated if a data extract file exceeds the row limit.

Field names and order

Any fields (data extract file columns) that have been added or field names that have been updated are identified in bold formatting. The field names are listed in the order that the columns appear in the data extract file.

Available data extract files

Circulation Item Inventories

Description: All inventoried items.
Frequency: Weekly (every Sunday)
Time (EST): 22:00
Date restrictions (UTC): None
Other restrictions: None

Output

Institution_Symbol

Item_Holding_Location

Item_Permanent_Shelving_Location

Item_Temporary_Shelving_Location

Item_Type

Item_Call_Number

Item_Enumeration_and_Chronology

Author_Name

Title

LHR_Item_Materials_Specified

Material_Format

OCLC_Number

Title_ISBN

Publication_Date

Item_Barcode

LHR_Item_Cost

LHR_Item_Nonpublic_Note

LHR_Item_Public_Note

Item_Status_Current_Status

Item_Due_Date

Item_Issued_Count

Issued_Count_YTD

Item_Soft_Issued_Count

Item_Soft_Issued_Count_YTD

Item_Last_Issued_Date

Item_Last_Inventoried_Date

Item_Deleted_Date

LHR_Date_Entered_on_File

LHR_Item_Acquired_date

Language_Code

File name examples

<OCLC Symbol>.Circulation_Item_Inventories.yyyymmdd.txt

Additional information: As of September 30, 2018, this report replaced the Item Inventories Report.

Circulation Patron Full

Description: All current patrons for an institution.
Frequency: Weekly (every Sunday)
Time (EST): 23:00
Date restrictions (UTC): None
Other restrictions: None

Output

Inst_Symbol

Patron_Given_Name

Patron_Family_Name

Patron_Gender

Patron_Date_of_Birth

Patron_Barcode

Patron_Borrower_Category

Patron_Home_Branch_ID

Patron_Street_Address1

Patron_Street_Address2

Patron_City_or_Locality

Patron_State_or_Province

Patron_Postal_Code

Patron_Phone_Number

Patron_Email_Address

Patron_Verified_Flag

Patron_Total_Fines

Patron_Created_Date

Patron_Source_System

Patron_Expiration_Date

Patron_User_ID_At_Source

Patron_Blocked_Flag

Patron_Username

Patron_Last_Activity_Date

Patron_Last_Modified_Date

Patron_Custom_Category_1

Patron_Custom_Category_2

Patron_Custom_Category_3

Patron_Custom_Category_4

Patron_Country

Patron_Public_Notes

Patron_Staff_Notes

File name examples

 Note: IST = Institution Symbol

IST.Circulation_Patron_Report_Full.YYYYMMDD.txt

IST.Circulation_Patron_Report_Full.YYYYMMDD.csv

Additional information: This report replaced the Patron_Report_Full report.

Circulation Patron Week

Description: All patrons that have been modified over the last week.
Frequency: Weekly (every Sunday)
Time (EST): 22:00
Date restrictions (UTC): Only covering last week of activity (05:00-05:00)
Other restrictions: None

Output

Inst_Symbol

Patron_Given_Name

Patron_Family_Name

Patron_Gender

Patron_Date_of_Birth

Patron_Barcode

Patron_Borrower_Category

Patron_Home_Branch_Name

Patron_Street_Address1

Patron_Street_Address2

Patron_City_or_Locality

Patron_State_or_Province

Patron_Postal_Code

Patron_Phone_Number

Patron_Email_Address

Patron_Verified_Flag

Patron_Created_Date

Patron_Source_System

Patron_Expiration_Date

Patron_User_ID_At_Source

Patron_Blocked_Flag

Patron_Last_Modified_Date

Patron_Custom_Category_1

Patron_Custom_Category_2

Patron_Custom_Category_3

Patron_Custom_Category_4

Patron_Country

Patron_Public_Notes

Patron_Staff_Notes

File name examples

 Note: IST = Institution Symbol

IST.Circulation_Patron_Report_wk.YYYYMMDD.txt

IST.Circulation_Patron_Report_wk.YYYYMMDD.csv

Additional information: This report replaced the Patron_Report_wk report.

Download a WMS data extract file with SFTP

OCLC supports secure SFTP for institutions to retrieve data extract files from OCLC. You may retrieve your files using an open source SFTP client. FileZilla is recommended, as it works consistently with multiple operating systems. FileZilla is freely available from the web and can be found here.

Quick connect to the server

  1. Open Filezilla.
  2. Enter your Host, Username, Password, and Port in the quick connect bar.
  3. Click Quickconnect. If this is your first time connecting to the server, the Unknown host key dialog will appear.
  4. (Optional) From the Unknown host key dialog, select the Always trust this host, add this key to the cache checkbox to bypass this dialog in the future.
  5. Click OK to finish connecting to the server.

Download data extract files

  1. In the Remote pane, click / > xfer to open the xfer directory.
  2. From the xfer directory, double-click wms > reports.
  3. Select the file(s) to download and drag-and-drop them from the Remote pane to the Local pane. The files will be added to the transfer queue at the bottom of the window. See Available data extract files above for file name examples.

Import a text file into Excel

You can import your Circulation Item Inventories data file into an Excel worksheet.

  1. Open a new Excel file and navigate to File > Open > Browse.
  2. From the Open dialog window, navigate to the data extract file and click Open. The Text Import Wizard dialog window opens.
     Note: Select Text Files from the file type drop-down list to help locate the file.
  3. From the Text Import Wizard dialog window:
    1. Select Delimited as the file type that best describes your data and then click Next.
    2. Under Delimiters:
      1. Deselect Tab.
      2. Select Other and enter a pipe character ( | ) in the text field.
      3. Click Next.
    3. Click Finish.
  4. In the Excel worksheet, sort, filter, format, and save the file as needed.

 

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