How to Add Data to a Field Automatically During Import

Products | Solutions | Support | Download | Order

Knowledge Base

How to Add Data to a Field Automatically During Import - March 3, 2004

When import references using Biblioscape import filter, you may want to add some text to all the records being imported. For example, you may want to add certain keywords to all the records. Or you may want to add availability status during the import. It is true you can always add those information later using tools like "Edit | Replace" or "Tools | Utility | Global Edit...", adding them during import is more handy.

Adding data to Keywords fields during import:

1. In Biblioscape, go to "File | Import". Select the file to import and the import filter to use.

2. Go to the "Options" tab, type the extra keywords you want to add to the "Additional keywords" list. Go back to the "Import" tab and click the "Start" button to import.

Adding data to any field during import:

The above example only show you how to add extra data to the Keywords field. If you want to add data to other field, more work is needed. In the following example, we will show to how to make Biblioscape add "Not in File" to the "Availability" field for all the records during import.

1. In Biblioscape, go to "File | Import Filters...". Select the import filter you are going to use and double click it to edit.

2. Go to the "Replace or Remove" tab. Under Available "Field" label, select field "Availability" using the combo box. Click the left arrow <- button to transfer the selection to edit box Limit changes to "Tag" or "Field". Leave the edit box "Find what:" blank. For the edit box "Replace with:", enter text "Not in File". Click the "+" button to add it to the list. You can add more than one replacement rule to the list. Click the OK button once finished.

3. Now, when you use this modified import filter to import references into Biblioscape, all records will have text "Not in File" added to the field "Availability".

Note: the above example just shows you the way to do it. Each user's need is different, once you understand how to achieve this, you may find other uses for this tip.