Importing

You can import

• Accelerated Reader (either from desktop version of the program or Renaissance Place) export files

• AR BookGuide desktop export files

• MARC record files

Depending upon the type of file you exported, your file may include the following:

• The user fields you defined (if an .exp file from desktop AR BookGuide)

• The values assigned to your titles in the columns for your user fields, Have RP Quiz/Have Test, Have Book, and Have Voice

Follow these steps to import your files into AR BookGuide.

You can create a list from the results of the MARC record import. When you create a list, you can use it to print book labels. You can create a list of the books in the MARC record(s) you are importing, but you must create the list as part of the import process.

1. From the AR BookGuide Home page, click Imports.

2. On the Imports tab, under Select an Import Type, click the kind of import you want.

3. On the Imports page, click Browse to browse to and select the file you want to import. Click Open.

4. Imports can take some time when the files are large. MARC records are usually imported overnight. AR BookGuide can send you an email with the results of the import (successful or failed).

To enable/disable the Email notification feature, check the Send Email Notification When Complete box. If needed, change the email address.

5. For MARC record or AR BookGuide desktop imports:

Select a book location from the Choose Book Location drop-down list.

Click Add new location to add a new location, then click Save.

6. For MARC records only, see MARC records (in this help topic).

7. To import the file, click Import File or Request Import (for a MARC records import).

To return to the Imports tab without importing a file, click Cancel.

8. You may see a scroll bar, indicating the import is taking place. You will not see a scroll bar if the import occurs overnight.

You will see an Import page, which indicates whether the import was uploaded successfully or not.

You may also receive an email indicating that the import succeeded (or failed).

To import more files, click OK to go back to the Imports tab.

9. To view your Import status/history, go to the AR BookGuide Home page. Click Imports.

In the Import History table, click the import you want to view.

Since imports can take some time to upload, you may want to wait awhile before checking your Import History. You can be notified via email when the import process is complete. To receive an email notification, check the Send Email Notification When Complete box.

After trying to import an invalid file, you may get a message telling you that your file type was invalid. Try importing again with a correct file type.

If while trying to import you receive a message saying "System Error Occurred," click Try Again to have the program try importing the same file over again.

If you do not want to try again and want to return to the Imports tab, click Cancel. If you still have problems, contact technical support at support@renlearn.com for more help.

1. Create a list of the book information you are importing at this time.

Use this list to print book labels and/or a book list for the imported books.

To enable/disable the Create List feature, check the Create New List from Results of import box.

The box is checked by default.

Enter a name for the list in the List Name field. Give the list a meaningful name and remember it.

The default list name is: your email address_date of the import_time of the import.

2. Enter any comments or notes about the list in the Comments field.

3. Enable/disable Only include books that are not marked as Owned already.

Check this box to exclude any books you already own (books must be marked as owned in your database). This box is checked by default. The new list will not include every book being imported.

Three criteria are used when matching records. They are listed in the order they are used by the program.

a. ISBN (International Standard Book Number)

b. LCCN (Library of Congress Control Number

c. Title and author last name

To include every book being imported, do not check the Only include books that are not marked as Owned already box.

4. Use the Call Number Field Tag drop-down list to select a value.

Call Numbers

A call number is a series of letters and numbers used to identify a particular book, journal, or item and to determine the order in which the item is placed on the bookshelves of a library.

The call number information is included in the Call Number Field Tag of a MARC record. Usually, you select Default to allow AR BookGuide to automatically find the call number information. However, if your MARC records use a unique field for the call number, use the Call Number Field Tag drop-down list to select the Field Tag.

The Call Number Field Tag during the import is shown on the MARC records Import results page.

If you experience problems with call numbers during a MARC records import, try importing your file again, but use a different value for the Call Number Field Tag. If that does not work, contact Renaissance Learning.

For more information on printing, see Book Lists and Book Labels.

Continue with step 7, in "How to Import Files" (above in this topic).