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SUMMARY

Because it is not always desirable to implement a newly installed ILLiad system on January 1, it is possible to import year-to-date Copyright information into your ILLiad database for reporting purposes. This will allow the Copyright List to display in the Copyright form of the ILLiad client for these imported titles once five or more of them have been requested. As the fee information being imported is not accurate, some adjustment to the data will need to be made for Copyright Clearance Center reporting.

To do this, create an Excel spreadsheet containing the information to be imported. This information may be pulled from whatever automated system you are currently using.

This Excel file should contain one entry in the file for each article request that has been successfully filled during the current calendar year. The following fields MUST exist in the Excel file for this process to work properly:

Things to Remember:

• The first row of the Copyright file should contain the Field Names for each column. These field names must match exactly the field names in the Transactions table of the ILLiad database.
• The above fields must be in the same order that they appear in the Transactions table of your ILLiad database.
• Additional fields from the Transactions table may be included in the Copyright file for import if you wish to retain that information, but the correct field order of the Transactions table must be maintained in the Copyright file.
• Any Transactions table field that does not exist in the Copyright file will be blank in the Transactions table after the import.

Before Importing The Copyright File:

For hosted ILLiad systems, send the Copyright file to be imported to Atlas Systems for importing.

For self-hosted ILLiad systems, once the Copyright file exists in the appropriate format, perform the following actions:

• Register a new customer using the ILLiad web pages with a username of 'Copyright' to match the transactions in the Copyright file. This is only used to allow the copyright report and the client to work properly. These transactions will not be used for statistics. If you are using a shared server ILLiad system, the username should be something like "CopyrightABC", where ABC is the NVTGC code of the appropriate site. This way each site can have its own easily identifiable set of imported Copyright requests.
• Change the initial TransactionNumber value in the Copyright file to a number greater than the largest ILLiad TransactionNumber in the Transactions table (the other TransactionNumber entries in the file should change as well) and save the file. The largest TransactionNumber in the table may be determined by running the following query in the SQL Query Analyzer:

Select Max(TransactionNumber)
from Transactions

• Disable the ILLiad Web Pages and the Connection Manager Service, and inform the staff to stay out of the ILLiad Client until after the copyright file is imported. This prevents any duplication of TransactionNumbers as new requests are entered into the system. Everything can be re-enabled and staff can re-enter the system as soon as the import is completed.
• Back up the ILLiad Database (ILLData). This is always recommended when running any SQL Query or Data Import. If you encounter problems with the import for whatever reason , you should be able to restore the system to its prior condition if necessary.

Importing The Copyright File:

• Open the SQL Enterprise Manager and navigate to your ILLData database. Right click on ILLData and select All Tasks and then Import Data. This will Open the SQL DTS Wizard.
• Click Next to begin setting up the import.
• You will be asked to select a Data Source type and file name. Set the type using the dropdown provided. Then use the ... button to navigate to the Copyright file you created in Excel. Once this is complete, click Next.
• You will be asked to select a Destination. This should be set to the ILLData database. Once this is complete, click Next.
• Next you will be asked to select a radio button indicating the method of data transfer. Select "Copy table(s) and view(s) from the source database". Once this is complete, click Next.
• Specify the Source from the Excel Copyright file (if appropriate) and Select the Destination table in the ILLiad database. This should be the Transactions table. Once this is com

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