Import Collection Items

Use Collection Manager > Collections > Import when you need to add many catalogue records or copies from a file.

Libcodesk asks for the material type first so the import rows are interpreted with the right collection fields. In Libcodesk WebApp and the Standalone app, the import popup can validate the selected file, show a row preview, export issues, and import only the valid rows.

On phones and narrow windows, the popup places Download Template below the title so the heading, close control, and template action remain readable without overlap. The popup body scrolls when its steps are taller than the available screen.

Collections import is for non-periodical materials. If your file contains newspapers, magazines, journals, newsletters, bulletins, or another periodical material type, open Collection Manager > Periodicals > Import instead so the rows go through the periodical workflow.

Supported Files

The supported file types depend on where you are working:

Product	Supported Files
Libcodesk WebApp	CSV, JSON, XLSX, XLS, ODS
Standalone app	CSV, JSON, XLSX, ODS

For day-to-day work, XLSX or CSV is recommended. If you have an older XLS file and the Standalone app does not accept it, save the file as XLSX and import again.

Sample Files

Use these samples when preparing a new import. Each file has 10 example rows and can be opened in Excel, LibreOffice, Google Sheets, or another spreadsheet editor. You may keep the file as CSV, or save it as XLSX or ODS before importing.

Sample	Best for	Download
Detailed copy rows	Libraries that already maintain one row per accession, barcode, or RFID item.	Download detailed copy-row sample
Simple copy count	Libraries that want one catalogue row and want Libcodesk to create the copies automatically.	Download simple copy-count sample
Simple accession list	Libraries that keep accession numbers but prefer one catalogue row with accessions pasted together.	Download simple accession-list sample

Before You Import

Check these first:

1. Open Collection Manager > Material Types and confirm the material type you need is visible for cataloging.
2. Confirm the required fields for that material type.
3. Check the library or branch names in Library Manager.
4. Prepare accession numbers, barcode / QR code values, RFID values, and shelf locations if your copy fields require them.
5. Use the organization date format for date columns such as publication date or acquisition date.

Recommended Columns

Column order does not matter. Libcodesk matches headers by supported names and aliases.

How Column Matching Works

Libcodesk reads the header row and uses the header text to understand each column. A column can be placed anywhere in the file as long as the header is recognized.

For example, all of these layouts can import the title correctly:

ISBN	Library	Title
9782600000017	Main Library	Complete English Literature Practice Book

Cover Image	Status	Name	ISBN-13
book_cover_0001.jpg	Available	Complete English Literature Practice Book	9782600000017

For title matching, use Title when possible. Libcodesk also accepts Material and Name for the same purpose. Header capitalization is flexible, so Title, title, and TITLE are treated the same.

Extra unsupported columns are ignored safely. Rows must still include either a title or an identifier such as ISBN; otherwise Libcodesk cannot build a useful catalogue record from that row.

Common catalogue columns:

Purpose	Example Headers
Title	Title, Material, Name
ISBN	ISBN, ISBN-13, ISBN-10
Author	Author, Authors
Publisher	Publisher
Subject	Subject, Subjects
Language	Language
Edition	Edition
Publication year	Publication Year, Year
Publication date	Publication Date, Date
Classification	Local Classification, Classification, DDC, LCC, UDC
Material type	Material Type, Material Type Key
Libraries	Libraries, Library, Library ID, Add To
Cover image	Cover Image, Cover File, Image, Photo

Common copy columns:

Purpose	Example Headers
Accession number	Accession, Accession Number
Barcode / QR code	Barcode QR Code, Barcode, QR Code
RFID UID	RFID, RFID UID
Shelf location	Shelf, Shelf Location
Status	Status
Lending restriction	Lending Restriction, Restriction
Copy count	Copy Count, Copies, Quantity, Number of Copies
Accession list	Accessions, Accession List, Accession Numbers
Acquisition source	Acquisition Source, Source, Received From
Vendor	Vendor, Supplier
Price per copy	Price Per Copy, Price, Cost
Remarks	Remarks, Notes, Note

Digital access columns:

Purpose	Example Headers
Digital file name	File Name, Digital File, EBook File, Document File
File type	File Type, Format
External access link	External URL, Download URL, Link

Blank optional columns are allowed. Rows with neither title nor identifier are ignored because Libcodesk cannot build a useful catalogue record from them.

Two Import Styles

Libcodesk supports both detailed and simple import styles.

Detailed copy-row import

Use this when each row already represents one physical or digital copy. This is the best format when your old register already has one accession number, barcode, QR code, or RFID value per row.

Example:

Title	Accession Number	Shelf Location
Modern English Grammar	ACC-00001	A2
Modern English Grammar	ACC-00002	A2

Simple catalogue-row import

Use this when one spreadsheet row should create the catalogue title and all copies for that title.

You can enter a copy count:

Title	Copy Count	Shelf Location
Modern English Grammar	5	A2

When Copy Count is used without accessions, Libcodesk generates basic accession numbers for the created copies. If accession entry is normally manual in your setup, the preview shows a warning so staff know why generated accessions will be created for this import.

You can also paste accessions in one cell:

Title	Accessions	Shelf Location
Modern English Grammar	ACC-00001; ACC-00002; ACC-00003	A2

For CSV files, wrap the accession list in quotes if your editor does not do it automatically:

Title,Accessions,Shelf Location
Modern English Grammar,"ACC-00001; ACC-00002; ACC-00003",A2

If your CSV uses semicolon as the file delimiter, use the pipe character inside the accession list:

Title;Accessions;Shelf Location
Modern English Grammar;"ACC-00001 | ACC-00002 | ACC-00003";A2

If both Copy Count and Accessions are present, the accession list is treated as the more exact instruction. When the numbers do not match, the preview shows a warning and uses the number of accessions.

Do not place more than 1000 copies in one catalogue row. For larger imports, split the title into smaller batches.

Duplicate Handling

Libcodesk checks whether the catalogue already exists before writing a new record.

• If a valid identifier such as ISBN already exists, Libcodesk treats it as the same catalogue.
• For records without ISBN, Libcodesk compares the main title and publication details that are available in the row.
• If the same catalogue is already present, Libcodesk reuses it and adds only the library/copy information that belongs to your library.

This keeps the catalogue cleaner and avoids creating a second title record when the real task is to add more copies.

Copy Information

Imported copy values are stored as copy information, not as catalogue metadata.

Use copy columns for values that can differ by physical or digital item:

• accession number
• barcode / QR code
• RFID UID
• shelf location
• item status
• condition
• lending restriction
• acquisition information

Accession numbers, barcode / QR code values, and RFID values must be unique inside the relevant library. If the same value already exists in that library, the row is marked with an error instead of silently overwriting another copy.

Cloud Setup And Local Setup

In Cloud setup, imported records are saved to the selected organization and library or branch.

In Local setup, imported records stay in the Standalone app's local database. Local inventory is not silently uploaded to the cloud. If online catalogue contribution is used later, only common bibliographic details are submitted for enrichment; local copy details such as accession, barcode, RFID, shelf, vendor, price, and remarks remain local.

Import Steps

1. Open Collection Manager > Collections.
2. Select Import.
3. Select the material type for this import. The selected material type applies to the rows in the import. Periodical material types are managed from Periodicals > Import.
4. Choose the import file.
5. If the file references cover images, choose a cover images ZIP when prompted or select it before validation.
6. For digital or media material types such as ebooks, audiobooks, audio, video, or DVD, choose a digital files ZIP when the import file references files. This option is hidden for ordinary book imports.
7. Select Validate and review the row preview.
8. Fix the source file if required rows have errors, or export the issue list if you need a working copy.
9. Select Import Valid Rows to create the valid catalogue and copy rows.

For large imports, split very large spreadsheets into practical batches. Smaller batches are easier to review, retry, and troubleshoot.

Optional ZIP Files

Cover images and supported digital files are selected as separate ZIP files so the spreadsheet remains small and easy to check.

• The spreadsheet should contain the file name, such as example-cover.jpg or example-ebook.pdf.
• File names inside the ZIP are matched by name, including files stored inside folders.
• Matched cover images are attached to the imported row when the image is small enough for the import package.
• Matched digital file names are validated and recorded as digital access metadata for review only when the selected material type supports digital or media files.
• A missing optional file creates a validation warning so you can decide whether to continue or correct the ZIP.
• If the image or digital file is optional, you can ignore the warning for that row or ignore all image warnings of the same type and continue importing the catalogue data.
• The collection data import can still proceed when optional ZIP references only need later cleanup or digital file storage is handled outside the spreadsheet import.

Troubleshooting

Problem	What To Check
File is not accepted	Use CSV, JSON, XLSX, or ODS. In the Libcodesk WebApp, legacy XLS is also accepted.
Cannot choose a file	Select the material type first, then choose the import file.
Rows are ignored	Confirm each row has at least a title or supported identifier such as ISBN.
Cover or ebook file warning appears	Confirm the spreadsheet file name exactly matches a file inside the selected ZIP.
I want to import without optional images	Open the row warning and choose to ignore that warning, or ignore all image warnings of the same type.
Duplicate warning appears	The catalogue already exists. Add copies instead of creating another catalogue record.
Accession duplicate error appears	Use a different accession number for that library, or use the saved auto-accession workflow when entering copies manually.
Required field error appears	Check the material type setup and fill every required visible field.
Date is rejected	Use the date format configured for the organization.
Local import is not visible in cloud	Local setup is separate from Cloud setup. Local inventory is not synced silently.