Webform [2.0] Exporting Titles
- Shuvanjan Karmaker
- Ainsley Sparkes
Webform allows you to export your catalogue's data in three ways
Export your ONIX data directly to BiblioShare or other trading partners.
Export as an ONIX record in XML format[SHORT or REF] and download to your computer.
Export your metadata in an Excel file.
You can export a single, multiple, or all title/records in your catalogue.
Exporting/Transmitting a Full ONIX file to BiblioShare
Exporting/Transmitting a Full ONIX file refers to a predictable answer, an ONIX file with all of your titles/records. Data aggregators like BiblioShare will often ask their clients to provide a full file annually to make sure all bibliographic data is up to date.
To transmit a Full ONIX file follow these steps:
Step 1
Go to your Catalogue Manager page. Select all your titles by clicking on the check box on the first row of your Titles List.
Hot tip:
If you have more than 25 titles, click the Page size tab. You can select up to 500 titles a page. If you have more than 500 titles than it’s best to break your file into parts and send upto 500 titles per file.
Step 2
Once you have all your titles/records selected, click the Actions menu and select Transmit to Partners.
Step 3
In the pop-up you will see an FTP partner listed as BNC BiblioShare - [Your Publisher Name]. To select this partner click on the checkbox next to the Partner Name.
Step 4
Once you have selected a partner, the Transmit X titles to selected partners button on the top right of the pop up will become active.
Click Transmit X title(s) to selected partners to start transmission/export.
Once the transmission is completed you will see a notifications on your Catalogue Manager page. If there is an error you will also see a notification.
Exporting a Delta ONIX file to BiblioShare
A Delta file contains only a select portion of your data. For example, you can export an ONIX file for all the titles/records by a particular author, a mix of titles/records of your choice, or even just a single title. Delta files are shared to communicate ongoing changes to title(s) with your trading partners, such as BiblioShare.
Step 1
Select the title(s) you want by clicking on the checkbox by the title listing.
Step 2
Once you have your desired titles/records selected, click the Actions menu and select Transmit to Partners.
Step 3
In the pop-up you will see an FTP partner listed as BNC BiblioShare - [Your Publisher Name]. To select this partner click on the checkbox next to the Partner Name.
Step 4
Once you have selected BiblioShare, the Transmit X titles to selected partners button on the top right of the pop up will become active.
Click Transmit X title(s) to selected partners to start transmission/export.
Once the transmission is completed you will see a notifications on your Catalogue Manager page. If there is an error you will also see a notification.
Adding a New Partner to Export/Transmit ONIX and Image Assets
We have added a new feature to Webform. Now you can send both ONIX and image assets to other trading partners besides BiblioShare. It does require you to have the FTP credentials of the desired trading partner. And of course they should be expecting your data or else it might not be processed as you expect.
Step 1
Once you have secured FTP credentials of your trading partner go to Catalogue Manager page on Webform, click on the Actions menu, and select Transmit to Partners.
Step 2
Once the pop-up window appears, click on Add new partner. You will see another pop up window appear which will have fields to enter FTP credentials.
Step 3
Make sure to…
Enter a Recipient Name — company name works best.
Enter the FTP Address, Username, and Password (provided to you by your trading partner).
Choose Explicit FTP over TLS (if applicable).
Enter ONIX and Image path provided to you by your trading partner. Use Tokens to keep your filenames unique.
Default port is 21 and it does not have to be defined/entered into Webform.
If the port number given to you is of a different value kindly enter it at the end of the address.
Example, if the port number is 39 enter it like this, ftp.biblioshare.org:39
Step 4
Test Connection is a very useful function that allows you to test the FTP connection ahead of sending the files. Click Test Connection. If the credentials entered are correct you will receive a “Successful Connection” notification. Then click OK. You will now go back to the Transmit to Partners pop-up, and see the Recipient Name of the new connection. Select by clicking the checkbox and then click Transmit X titles to Partner.
If there are any errors in the credentials or connection you will get an error message. Please go back and check all the fields entered. If they match the information provided by the third party trading partner then get in touch with their support team, there may be a connection/permission issue, or in some cases wrong credentials.
If all credentials have been confirmed to be correct and you still cannot connect/send files then get in touch with our Webform Team and we will be happy to help you.
Exporting Titles to Spreadsheet
Step 1
Go to Catalogue Manager page and select the titles/records you want to export by clicking on the checkbox to the left of the Title tab.
Step 2
Once you have selected the title(s)/record(s) go to the Actions menu, and scroll to Export selected products to Excel. This will start the process of downloading your spreadsheet.
Step 3
Once the spreadsheet is ready to be downloaded you will see a notification on the top right of your screen. Click the icon to reveal the list of notifications. You will now see a check mark by the Export to Excel task. Click on PublisherName.zip filename to download it into your computer.