Webform [2.0] Adding/Importing Titles from [BiblioShare or, ONIX file]

There are several ways to add new titles to your Webform catalogue. You can create a title from scratch, add a title by using the Webform interface from BiblioShare, or you can import title data from an ONIX file or a spreadsheet.

1 Creating/Adding a Title using Webform
2 Advanced Form
3 Importing a Title from an ONIX file
4 Adding Titles from Excel Template

Creating/Adding a Title using Webform

After logging into Webform you will be directed to the Catalogue Manager page, image below.

The Catalogue Manager screen provides a handy overview of all the titles currently listed in your catalogue, the ONIX validation status for each title, Actions dropdown menu, Search, Edit, Duplicate, Delete, and various other functions. Please visit this page to learn more about the functions available on your Catalogue Manager page.

To begin, click Add New Title located in top right of your Catalogue Manager page to access the Main Title page of your title/record. You can find an example in the image below.

Step 1

Enter your title's ISBN13.

Webform will automatically check to see if metadata for that ISBN already exists in our BiblioShare database and will fill in the form with that data. It's like magic!

As long as your data is available in BiblioShare, Webform will automatically import an ISBN's data from BiblioShare when you try adding a new record.

Image assets will also be imported into Webform if they already exist in BiblioShare.

There is unfortunately no way to import more than one title at a time from BiblioShare. This restriction has been put in place out of kindness to our hard-working server.

Step 2

Enter data for all required fields – marked in red throughout the form.

Whether you're pulling data from BiblioShare or manually entering it, make sure to fill in all fields that are marked RED. These fields are required by your trading partners like BiblioShare, for ONIX schema validation.

Step 3

If you have entered all required fields Click Save to save your edits and return to the Catalogue Manager page.

The new title will be added to your catalogue on the Catalogue Manager page.

Advanced Form

A new addition to Webform, Advanced Form will help you add more subject codes, supply detail composites, marketing details and other useful ONIX datapoints to create a “full” ONIX file.

To access the Advanced Form click the dropdown menu on the top left of your Main Title page titled Simplified Form.

Choose Advanced Form from the menu and you will now see the metadata fields that will allow you to create a “full” ONIX file.

Remember, wrong/mismatched values/entries in the metadata fields can cause your ONIX file to fail the strict schema validation most trading partners like BiblioShare have in place for processing ONIX files.

Use Show help fields option, Webform User Documentation and Editeur Codelist Issue 36 [PDF] to help you create a valid & useful ONIX file for your trading partners.

Importing a Title from an ONIX file

If you have an XML file with ONIX data of your books you can upload the XML file to Webform.

Step 1

Select Import an ONIX file from the Actions drop-down menu in the Catalogue Manager page, circled with the red dot in the image below. Then select Import an ONIX file from the menu.

A small pop-up window will appear as seen in the image below. Please click Browse to use the file browser and upload an ONIX file from your computer.

To select an ONIX file, double-click the file, or click once and press open on your browser window. Then, click Upload to start the import.

Hot tip:

You can add/update multiple titles by importing an ONIX file with multiple titles in it.

Step 2

When the "File imported successfully" message appears, close the pop-up window.

If your file is corrupted or locked then you will get an error message.

The title(s) in your ONIX file have now been added to your catalogue. You can view imported title(s) on the Catalogue Manager page.

If titles in your ONIX file are already in your catalogue, Webform will update those titles with the information from the imported ONIX file.

Adding Titles from Excel Template

Step 1

There an excel template available for you. You can download this template by clicking on the Actions dropdown menu and selecting Download the Excel template.

Step 2

Open the Excel Template and complete the form with your book’s data. Refer to the ONIX Mapping to BiblioShare document as guide if necessary. There are instructions and code lists inside the template file.

Excel Template

Save the changes in your excel file.

Step 3

Go back to Catalogue Manager page on your Webform. Click on the Actions dropdown and select Import metadata from Excel Template from the list.

Once the metadata is processed you will see them in your catalogue. You can use the Refresh Product List button on the top right of your screen.