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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.
 

 Caution: After an item is deleted, its status in WMS is Withdrawn. The item may still appear in the Circulation Item Inventories file for a period of time, depending on the time configured in your library's Deleted Items policy. For a withdrawn item, the following fields will be empty:

  • LHR_Item_Materials_Specified
  • LHR_Item_Nonpublic_Note
  • LHR_Item_Public_Note
  • LHR_Date_Entered_on_File
  • LHR_Item_Acquired_date
  • LHR_Item_Call_Number_Normalized
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

LHR_Item_Call_Number_Normalized

File name examples

<OCLC Symbol>.Circulation_Item_Inventories.yyyymmdd.txt

Additional information:
  • As of September 30, 2018, this report replaced the Item Inventories Report.
  • No data will appear in the LHR_Item_Call_Number_Normalized when the circulation item does not have an associated LHR item, e.g. a temporary item (Item Type = TEMPORARY or CIRC_MANAGED) or a withdrawn item.

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

User_Account_Roles

File name examples

 Note: IST = Institution Symbol

IST.Circulation_Patron_Report_Full.YYYYMMDD.txt

IST.Circulation_Patron_Report_Full.YYYYMMDD.csv

Additional information:
  • The User_Account_Roles feature is available in files produced on and after March 20, 2022.
  • The User_Account_Roles column displays system role names.
  • Users that are a member of a group and have cross-institution roles will have @<institution symbol> appended to their cross-institution role name in the User_Account_Roles column (e.g., a user who has the ACQUISITIONS_ADMIN role at their institution as well as at another institution in their group (institution symbol XYZ) will have ACQUISITIONS_ADMIN^ACQUISITIONS_ADMIN@XYZ).
  • Apply a filter to the User_Account_Roles column in Microsoft Excel to search and view specific account roles.

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

User_Account_Roles

File name examples

 Note: IST = Institution Symbol

IST.Circulation_Patron_Report_wk.YYYYMMDD.txt

IST.Circulation_Patron_Report_wk.YYYYMMDD.csv

Additional information:
  • The User_Account_Roles feature is available in files produced on and after March 20, 2022.
  • The User_Account_Roles column displays system role names.
  • Users that are a member of a group and have cross-institution roles will have @<institution symbol> appended to their cross-institution role name in the User_Account_Roles column (e.g., a user who has the ACQUISITIONS_ADMIN role at their institution as well as at another institution in their group (institution symbol XYZ) will have ACQUISITIONS_ADMIN^ACQUISITIONS_ADMIN@XYZ).
  • Apply a filter to the User_Account_Roles column in Microsoft Excel to search and view specific account roles.

Circulation patron files - Display and system role names

The display name that you see when assigning roles in the WorldShare Admin module differs from the role's system name that appears when you hover over a display name. The Circulation Patron Full and Circulation Patron Week files use the system name in the User_Account_Roles column. The following table maps the display to the system name for all available roles.

Display and system role names - Table
Display role name System role name
Acquisitions Admin ACQUISITIONS_ADMIN
Acquisitions Budget Manager Acquisitions Budget Manager
Acquisitions Budget Staff Acquisitions Budget Staff
Acquisitions Cataloging Staff Acquisitions Cataloging Staff
Acquisitions Exchange Rates Manager Acquisitions Exchange Rates Manager
Acquisitions Legal Deposit Receipts Admin ACQ_LEGAL_DEPOSIT_RECEIPTS_ADMIN
Acquisitions Order Staff ACQ_ORDER_STAFF
Acquisitions Read Only User ACQ_READ_ONLY_USER
Acquisitions Receive Staff ACQ_RECEIVE_STAFF
Acquisitions Request Creator ACQ_REQUEST_CREATOR
Acquisitions Request Manager ACQ_REQUEST_MANAGER
Acquisitions Request Reviewer ACQ_REQUEST_REVIEWER
Acquisitions Senior Order Staff ACQ_SENIOR_ORDER_STAFF
Acquisitions Senior Staff ACQ_SENIOR_STAFF
Acquisitions Settings Staff Acquisitions Settings Staff
Alert Admin ALERT_ADMIN
Alert Sender ALERT_SENDER
Alert User ALERT_USER
Analytics Report Admin ANALYTICS_REPORT_ADMIN
Analytics Report Author ANALYTICS_REPORT_AUTHOR
Analytics Report Author Admin ANALYTICS_REPORT_AUTHOR_ADMIN
Analytics Report Scheduler ANALYTICS_REPORT_SCHEDULER
Analytics Report Staff ANALYTICS_REPORT_STAFF
Analytics User ANALYTICS_USER
App Reviewer APP_REVIEWER
App Staff APP_STAFF
Authorities Canadiana Names French AUTHORITIES_CANADIANA_NAMES_FRENCH
Authorities Canadiana Names French Deletes AUTHORITIES_CANADIANA_NAMES_FRENCH_DELETES
Authorities Canadiana Subjects AUTHORITIES_CANADIANA_SUBJECTS
Authorities Canadiana Subjects Deletes AUTHORITIES_CANADIANA_SUBJECTS_DELETES
Authorities LC NACO Name Authority File AUTHORITIES_LC_NACO_NAME_AUTHORITY_FILE
Authorities Search Export AUTHORITIES_SEARCH_EXPORT
Authorities Search Export Canadiana AUTHORITIES_SEARCH_EXPORT_CANADIANA
Cataloging Admin Cataloging INST Admin
Cataloging Agent Cataloging_Agent
Cataloging BIBCO Cataloging BIBCO
Cataloging Bulk Edit CATALOGING_BULK_EDIT
Cataloging CONSER Cataloging CONSER
Cataloging Export CATALOGING_EXPORT
Cataloging Full Cataloging Full
Cataloging Limited Cataloging Limited
Cataloging National CATALOGING_NATIONAL
Cataloging Simplified Cataloging Simplified
Circulation Admin CIRCULATION_ADMIN
Circulation Desk CIRCULATION_DESK
Circulation Desk Privacy CIRCULATION_DESK_PRIVACY
Collection Evaluation Admin COLLECTION_MANAGEMENT_ADMIN
Collection Evaluation Analytics Admin ANALYTICS_COLLECTION_MANAGEMENT_ADMIN
Collection Evaluation Group Admin GROUP_COLLECTION_MANAGEMENT_ADMIN
Collection Evaluation Group User GROUP_COLLECTION_MANAGEMENT_USER
Collection Evaluation Public User PUBLIC_COLLECTION_MANAGEMENT_USER
Collection Evaluation User COLLECTION_MANAGEMENT_USER
Collection Manager Admin KB_ADMIN
Collection Manager Staff KB_STAFF
Collection Manager Supervisor KB_SUPERVISOR
Course Reserves Maintainer COURSE_RESERVES_MAINTAINER
Course Reserves Manager COURSE_RESERVES_MANAGER
Everyone Everyone
License Manager Admin ERM_ADMIN
License Manager Staff ERM_STAFF
License Manager Supervisor ERM_SUPERVISOR
Payments Admin Payments Admin
Payments Manager Payments Manager
Payments Tester Payments Tester
Serials Admin SERIALS_ADMIN
Serials Binding Staff Serials Binding Staff
Serials Claim SERIALS_CLAIM
Serials Receive SERIALS_RECEIVE
Service Config User CONFIG USER
Student Worker STUDENT_WORKER
Student Worker Circulation STUDENT_WORKER_CIRCULATION
Student Worker Restricted STUDENT_WORKER_RESTRICTED
User Admin USER_ADMIN
User Manager USER_MANAGER
Vendor Administrator VIC Vendor Administrator
Vendor Manager VIC Vendor Manager
WMS Group Acquisitions Admin WMS_GROUP_ACQUISITIONS_ADMIN
WMS Group Cataloging Admin WMS_GROUP_CATALOGING_ADMIN
WMS Group Circulation Admin WMS_GROUP_CIRCULATION_ADMIN
WMS Group EResources Admin WMS_GROUP_ERESOURCES_ADMIN
WorldCat Discovery Admin WC Discovery Admin
WorldCat Discovery Staff WorldCat Discovery Staff
WorldShare ILL Admin WORLDSHARE_ILL_ADMIN
WorldShare ILL User WORLDSHARE_ILL_USER
WSKey Admin WSKEY_ADMIN

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.