Loading MARC Records into Aleph: Amalivre

Scope: Workflow for loading incoming Amalivre vendor records into Aleph

Contact: Heather Baker

Unit: Metadata & Discovery Strategy

Date last reviewed: 07/31/23

Date of next review: 07/31/24

• Invoice files and record files come from two different sources via email. Save all to L:>Departments>MADS>MADS>Vendor MARC Loads>Amalivre folder.

• Match PDF invoice number to record file number. If there is not an invoice for every record file, email the vendor to get missing files. If files are missing, move any waiting files to "missing PDF" or "missing marc file" folders in Amalivre folder to keep them separate while waiting.
• If there are multiple marc files with the same invoice date, MarcJoin can be used to join them into one file. 

To begin,

• Open previously saved vendor marc file. This will open MarcEditor (files come in MARC8 format), click Execute on the right side, note the number of records in the bottom left corner.

• Add number of records to Box>MADS>MonthlyReports_QuarterlyReports>Vendor Marc Monthly Worksheet> P22-23 MARC loads spreadsheet. This spreadsheet keeps track of record totals per vendor for each month.
• Go back to the Amalivre folder and open the invoice to confirm that the USD price matches the 980 $f price in USD. If not, contact the vendor for an updated MARC file.
• In MarcTools (small box) click Edit Records on the right side.

To run MarcEdit Tasks,

• Select Tools in the menu bar, Assigned Tasks, Currently Available, Amalivre, Run. (To review tasks before running, click Tools, Manage Tasks, Edit, View Tasks for Review)

• After running, go to the File dropdown menu and click Save.
• Next, go to File, Compile File into Marc.

Name the file using the naming convention 'ama' and the invoice number found in 980 $f. (Example: ama29001218)

*if working from a MarcJoin file, use the file name from the joined file (use 'ama' and the date, but use a different date format than the one used for MarcJoin) Example: MarcJoin file is ama091922, so use ama09192022 for the new file when compiling.
*if there is an uppercase letter in the 980$f invoice number, remove it from the file name (Example: ama2A000154 changes to ama000154)

• Save to L:>Departments>MADS>MADS>Vendor MARC Loads>Amalivre folder.
• Close all MarcEditor windows.
• Go to Vendor Marc Loads Amalivre folder and copy the new file (Ctrl-C or right click, copy).
• Paste the file in the L:>Departments>Aleph>FilesToMove (Ctrl-V or right click, paste).

To run custom-17 in Aleph,

• Sign in to the Aleph production server (alephprod.lib.duke.edu).

If not in production, log out and use Server Switch to change to production.
For 1^st time run of custom-17 for Amalivre,

• Go to Services, Load Catalog Records, Record Loading Super Service (custom-17). This service is a combination of custom-03, file-01, file-02, and manage-36.

• In the custom-17 form, the defaults stay the same, with the following updates:
  • File Name to Move to Aleph Server = file name add to the FilesToMove folder, with the extension .mrc (Example: ama29001218.mrc) – no uppercase letters or spaces
  • File Name on Aleph Server = same .mrc name used above (Example: ama29001218.mrc)
  • File Name after First Conversion = copy/paste file name used above
  • File Name for Aleph Sequential File = copy/paste file name
  • Output File 1 = copy/paste file name but change extension to .new (Example: ama29001218.new)
  • Output File 2 = copy/paste file name but change extension to .match (Example: ama29001218.match)
  • Output File 3 = copy/paste file name but change extension to .multi (Example: ama29001218.multi)
  • Match Section = ISBNA
  • Click 'Add to History' box (right side)
  • Submit (top right)

If custom-17 has previously been run for Amalivre,

• Go to Services, Load Catalog Records, Record Loading Super Service (custom-17).
• Click View History (right side), scroll down to most recent Amalivre file, and open file. This will pre-populate most fields. The only changes to be made are to the new file name. (Note there are 7 places where the file name should be updated)
• After renaming files, click Add to History, Submit.

Next,

• Go to the Task Manager (pencil cup icon on left) and click on Batch Log.
• Select 'Only Mine' as Type in top pane.
• Look at the list of jobs to find the most recent. Look for the custom-17 that was just run. If it is not there, click Refresh on the right until it appears. Continue to click Refresh until the job is done and the status is 'Success.'

• • *If status is 'Done with errors' there are a few things to check:
    • Highlight the file and click Service Form (right side). Confirm that the file name is correct in each instance, with no missing or incorrect letters, numbers, period, or extension.
    • Confirm that the correct file was added to FilesToMove (file should have purple MARC icon) and that the file name matches all instances of the name used in the custom-17.
    • After fixing any errors, re-run the custom-17.
• In the bottom pane, click on the second tab, Log File.

• Scroll to the bottom and look for the final number of files. The total number of zero matches should equal the original number of records entered into the spreadsheet.

• If there is a match, go to Aleph Custom-17 Match Process for further instructions. 
• If there are no matches, continue to next service, file-96.

For 1^st time run of file-96 for Amalivre,

• Go to Services, Load Catalog Records, Generic Vendor Records Loader (file-96).

• Make updates to the following fields:
  • Input file should be the file name used in the custom-17, changing the extension to .new (Example: ama29001218.new)
  • Default Values Input File = tab_amalivre_def
  • ADM Library = DUK50
  • Create Item Records = yes
  • Create Order Records = yes
  • Create ENC Records = yes
  • Fix Routine = OCLCY
  • Update Database = yes
  • Runtime = keep default unless running a very large file, then push to the evening
  • Click Add to History, Submit.
    
    If file-96 has previously been run for Amalivre,
• Go to Services, Load Catalog Records, Generic Vendor Loads (file-96).
• Click View History (right side), scroll down to most recent Amalivre file, and open file. This will pre-populate most fields. The only change to be made is to the new file name. (Note there is only one place where the file name should be updated)
• After renaming file, click Add to History, Submit.

Next,

• Go to the Task Manager (pencil cup icon on left) and click on Batch Log.

• Select 'Only Mine' as Type in top pane.
• Look at the list of jobs to find the most recent. Look for the file-96 that was just run. If it is not there, click Refresh on the right side until it appears. Continue to click Refresh until the job is done and the status is 'Success.'
• In the bottom pane, click on the second tab, Log File.
• Scroll to the bottom and confirm the final number of files matches the number of records. (For this service, the number will always be one higher than expected because it starts counting from the last record and adds these new records)

After running all services,

• Go back to the L:>Departments>MADS>MADS>Vendor MARC Loads>Amalivre folder.
• Copy the pdf invoice to Box>Batch Loaded Invoices>Amalivre.
• Move all finished files in Vendor MARC Loads, Amalivre to FY22-23. There should be four files with corresponding file names.