Docs: Job profiles

Mon, 01 Jan 0001 00:00:00 +0000

How to create job profiles

How profiles work together

Job profiles are assembled from several different types of sub-profiles. These components lay out a logical order of actions on incoming records. Incoming data for job profiles must be either in MARC or EDIFACT format. A job profile takes a file of MARC or EDIFACT data and processes it per each step specified by the match, action, and field mapping sub-profiles.

Example job profile structures

Overlay on an instance and create attached holdings and item records (incoming MARC record)

In this scenario, a suppressed instance already exists for the title, created by the Acquisitions team and linked to a purchase order line (POL) in the Orders app. The cataloger is overlaying this instance with the finalized catalog record while simultaneously creating holdings and item data for it.

Match profile (instance) — Incoming 949$a to instance HRID
Action profile (instance) — Update instance (uses default MARC-Instance mapping)
- Field mapping (instance) — Set Instance status to “Cataloged”; enter today’s date in Cataloged date
Action profile (holdings) — Create attached holdings record
- Field mapping (holdings) — Set permanent location to “Main”; map 050_4 to Call number
Action profile (item) — Create item record attached to holdings
- Field mapping (item) — Assign Can Circulate as permanent loan rule

Remove existing 856 fields from a batch of e-resource records (incoming MARC record)

In this scenario, Acquisitions is creating an order and then creating a suppressed instance to link to that order. See the Field mapping section for more details about the specific placement of field mapping profiles that modify incoming MARC.

Action profile (MARC SRS) — Modify incoming MARC data
- Field mapping profile (MARC SRS) — Delete all existing 856 fields
Action profile (instance) — Create instance (uses default MARC-Instance mapping)
- Field mapping (instance) — Set Instance status to “Uncataloged” and mark Suppress

Overlay existing instances to transform call numbers in holdings (incoming MARC record)

In this scenario, a group of titles needs new call numbers. The record subset is identified in Inventory or Lists, exported from Data Export (using a profile that puts holdings HRIDs in the 960$f), modified in MarcEdit, and imported back into Data Import to effect the change.

Match profile (MARC to instance) — Incoming 001 to instance HRID
- Match profile (MARC to holdings) — Incoming 960$f to holdings HRID
  - Action profile (holdings) – Update holdings
    - Field mapping (holdings) – Map 050_4 to call number field

Types of sub-profiles

Match profiles

Optional — Only needed if job profile operates on existing records in Inventory
Designates a match point between incoming data and a FOLIO record or SRS field, which allows overlay on or updates to existing records
Can be nested for cascading logic
- Example: An initial match on an instance HRID can implement an action profile/field mapping pair to update an instance, then a secondary match profile can match on an attached holdings record and implement another action profile/field mapping to update the holdings

Action profiles

Required — Defines what operation to perform and on what type of record
- Example: Create item record, Update instance
Must be paired with a field mapping profile that specifies how to handle the incoming data
- Example: a field mapping for a holdings record can be combined with an action profile that updates holdings records
Action profiles can only be associated with one field mapping profile so must be created for each specific scenario

Field mapping profiles

Required — Highly customizable mappings that can insert incoming data into Inventory record fields
Insert incoming data into Inventory record fields
- Example: a field mapping for a holdings record can take location information from a 999 in an incoming MARC record and use that to set the permanent location of a resource in a FOLIO holdings record

Note: Data export profiles can be an important counterpart to field mappings. For instance, a Data export job profile could map the holdings permanent location code to a 960$a and a related Data import job would then use that 960$a as a match point for a match profile

Must be paired with an action profile
Can be associated with more than one action profile
Each of these must be created and saved separately, then they are combined into an overarching job profile

Note: It can be a helpful practice to give each component part a shared name element so they are more easily searched on and identifiable

Creating a job profile

All sub-profiles must be created before creating a job profile. Detailed guides for sub-profile creation are forthcoming.

TIPS

Establish a naming convention for job profiles (i.e. ERM1, ERM2, CAT1, CAT2) that indicate their purpose and make them easier to refer to
Make descriptions detailed (e.g., “Matches on holdings HRID in 960$f; updates holdings electronic access from 960$c; Used for transfer workflow”)
You can edit existing job profiles, but you cannot reorder sub-profiles - sub-profiles can only be added or removed

For steps to create a job profile see Settings documentation

FOLIO Documentation – Additional topics (Data import)