Retrieve WMS data extract files with 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 Caution: After an item is deleted, its status in WMS is Withdrawn.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 For a withdrawn item, the following fields will be empty:
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| Frequency: Weekly (every Sunday) | |||
| Time (EST): 22:00 | |||
| Date restrictions (UTC): None | |||
| Other restrictions: None | |||
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Output
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File name examples <OCLC Symbol>.Circulation_Item_Inventories.yyyymmdd.txt |
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| 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 | |||
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Output
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File name examples IST = Institution Symbol IST.Circulation_Patron_Report_Full.YYYYMMDD.txt IST.Circulation_Patron_Report_Full.YYYYMMDD.csv |
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| 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 | |||
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Output
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File name examples IST = Institution Symbol IST.Circulation_Patron_Report_wk.YYYYMMDD.txt IST.Circulation_Patron_Report_wk.YYYYMMDD.csv |
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| 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
- Open Filezilla.
- Enter your Host, Username, Password, and Port in the quick connect bar.
- Click Quickconnect. If this is your first time connecting to the server, the Unknown host key dialog will appear.
- (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.
- Click OK to finish connecting to the server.
Download data extract files
- In the Remote pane, click / > xfer to open the xfer directory.
- From the xfer directory, double-click wms > reports.
- 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.
- Open a new Excel file and navigate to File > Open > Browse.
- 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. - From the Text Import Wizard dialog window:
- Select Delimited as the file type that best describes your data and then click Next.
- Under Delimiters:
- Deselect Tab.
- Select Other and enter a pipe character ( | ) in the text field.
- Click Next.
- Click Finish.
- In the Excel worksheet, sort, filter, format, and save the file as needed.