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.
Available data extract files
Inventarios de artículos de circulación
Description: All inventoried items. Deleted Items policy. For a withdrawn item, the following fields will be empty: Caution: After an item is deleted, its status in WMS is Withdrawn.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
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Frequency: Weekly (every Sunday) | |||
Time (EST): 22:00 | |||
Date restrictions (UTC): None | |||
Other restrictions: None | |||
Output
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File name examples <OCLC Symbol>.Circulation_Item_Inventories.yyyymmdd.txt |
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Additional information:
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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
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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:
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Circulation Patron Week
Description: All patrons that have been added 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
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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:
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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.
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.