LP#1848524: Docs: section fixes

[Evergreen.git] / docs-antora / modules / admin_initial_setup / pages / migrating_patron_data.adoc

= Migrating Patron Data =
:toc:

== Introduction ==

This section will explain the task of migrating your patron data from comma
delimited files into Evergreen. It does not deal with the process of exporting
from the non-Evergreen system since this process may vary depending on where you
are extracting your patron records. Patron could come from an ILS or it could
come from a student database in the case of academic records.

When importing records into Evergreen you will need to populate 3 tables in your
Evergreen database:

* actor.usr - The main table for user data 
* actor.card - Stores the barcode for users; Users can have more than 1 card but 
only 1 can be active at a given time; 
* actor.usr_address - Used for storing address information; A user can
have more than one address.

Before following the procedures below to import patron data into Evergreen, it
is a good idea to examine the fields in these tables in order to decide on a
strategy for data to include in your import. It is important to understand the
data types and constraints on each field.

. Export the patron data from your existing ILS or from another source into a
comma delimited file. The comma delimited file used for importing the records
should use Unicode (UTF8) character encoding.

. Create a staging table. A staging table will allow you to tweak the data before 
importing. Here is an example sql statement:
+
[source,sql]
----------------------------------
    CREATE TABLE students (
         student_id int, barcode text, last_name text, first_name text, email text, 
                 address_type text, street1 text, street2 text, 
        city text, province text, country text, postal_code text, phone text, profile 
        int DEFAULT 2, ident_type int, home_ou int, claims_returned_count int DEFAULT 
                0, usrname text, net_access_level int DEFAULT 2, password text
    ); 
----------------------------------
+
NOTE: The _default_ variables allow you to set default for your library or to populate 
required fields in Evergreen if your data includes NULL values.
+
The data field profile in the above SQL script refers to the user group and should be an 
integer referencing the id field in permission.grp_tree. Setting this value will affect 
the permissions for the user. See the values in permission.grp_tree for possibilities.
+
ident_type is the identification type used for identifying users. This is a integer value 
referencing config.identification_type and should match the id values of that table. The 
default values are 1 for Drivers License, 2 for SSN or 3 for other.
+
home_ou is the home organizational unit for the user. This value needs to match the 
corresponding id in the actor.org_unit table.
+
. Copy records into staging table from a comma delimited file.
+
[source,sql]
----------------------------------
    COPY students (student_id, last_name, first_name, email, address_type, street1, street2, 
        city, province, country, postal_code, phone) 
        FROM '/home/opensrf/patrons.csv' 
                WITH CSV HEADER;  
----------------------------------
+
The script will vary depending on the format of your patron load file (patrons.csv). 
+
. Formatting of some fields to fit Evergreen filed formatting may be required. Here is an example 
of sql to adjust phone numbers in the staging table to fit the evergreen field:
+
[source,sql]
----------------------------------
    UPDATE students phone = replace(replace(replace(rpad(substring(phone from 1 for 9), 10, '-') || 
    substring(phone from 10), '(', ''), ')', ''), ' ', '-');
----------------------------------
+
Data ``massaging'' will be required to fit formats used in Evergreen.
+
. Insert records from the staging table into the actor.usr Evergreen table:
+
[source,sql]
----------------------------------
     INSERT INTO actor.usr (
        profile, usrname, email, passwd, ident_type, ident_value, first_given_name, 
        family_name, day_phone, home_ou, claims_returned_count, net_access_level) 
        SELECT profile, students.usrname, email, password, ident_type, student_id, 
        first_name, last_name, phone, home_ou, claims_returned_count, net_access_level 
        FROM students;
----------------------------------
+
. Insert records into actor.card from actor.usr .
+
[source,sql]
----------------------------------
    INSERT INTO actor.card (usr, barcode) 
        SELECT actor.usr.id, students.barcode 
        FROM students 
                INNER JOIN actor.usr 
                        ON students.usrname = actor.usr.usrname;
----------------------------------
+
This assumes a one to one card patron relationship. If your patron data import has multiple cards 
assigned to one patron more complex import scripts may be required which look
for inactive or active flags.
+
. Update actor.usr.card field with actor.card.id to associate active card with the user:
+
[source,sql]
----------------------------------
    UPDATE actor.usr 
        SET card = actor.card.id 
        FROM actor.card 
        WHERE actor.card.usr = actor.usr.id;
----------------------------------
+
. Insert records into actor.usr_address to add address information for users:
+
[source,sql]
----------------------------------
    INSERT INTO actor.usr_address (usr, street1, street2, city, state, country, post_code) 
        SELECT actor.usr.id, students.street1, students.street2, students.city, students.province, 
        students.country, students.postal_code 
        FROM students 
        INNER JOIN actor.usr ON students.usrname = actor.usr.usrname;
----------------------------------
+
. Update actor.usr.address with address id from address table.

[source,sql]
----------------------------------
    UPDATE actor.usr 
        SET mailing_address = actor.usr_address.id, billing_address = actor.usr_address.id 
        FROM actor.usr_address 
        WHERE actor.usr.id = actor.usr_address.usr;
----------------------------------

This assumes 1 address per patron. More complex scenarios may require more sophisticated SQL.

== Creating an sql Script for Importing Patrons ==

The procedure for importing patron can be automated with the help of an sql script. Follow these 
steps to create an import script:

. Create an new file and name it import.sql
. Edit the file to look similar to this:

[source,sql]
----------------------------------
    BEGIN;

    -- Remove any old staging table.
    DROP TABLE IF EXISTS students;

    -- Create staging table.
    CREATE TABLE students (
        student_id text, barcode text, last_name text, first_name text, email text, address_type text, 
                street1 text, street2 text, city text, province text, country text, postal_code text, phone 
                text, profile int, ident_type int, home_ou int, claims_returned_count int DEFAULT 0, usrname text, 
        net_access_level int DEFAULT 2, password text, already_exists boolean DEFAULT FALSE
    ); 

    --Copy records from your import text file
    COPY students (student_id, last_name, first_name, email, address_type, street1, street2, city, province, 
        country, postal_code, phone, password) 
        FROM '/home/opensrf/patrons.csv' WITH CSV HEADER;  

    --Determine which records are new, and which are merely updates of existing patrons
    --You may with to also add a check on the home_ou column here, so that you don't
    --accidentally overwrite the data of another library in your consortium.
    --You may also use a different matchpoint than actor.usr.ident_value.
    UPDATE students
        SET already_exists = TRUE
        FROM actor.usr
        WHERE students.student_id = actor.usr.ident_value;

    --Update the names of existing patrons, in case they have changed their name
    UPDATE actor.usr
        SET first_given_name = students.first_name, family_name=students.last_name
        FROM students
        WHERE actor.usr.ident_value=students.student_id
        AND (first_given_name != students.first_name OR family_name != students.last_name)
        AND students.already_exists;
        
    --Update email addresses of existing patrons
    --You may wish to update other fields as well, while preserving others
    --actor.usr.passwd is an example of a field you may not wish to update,
    --since patrons may have set the password to something other than the
    --default.
    UPDATE actor.usr
        SET email=students.email
        FROM students
        WHERE actor.usr.ident_value=students.student_id
        AND students.email != ''
        AND actor.usr.email != students.email
        AND students.already_exists;

    --Insert records from the staging table into the actor.usr table.
    INSERT INTO actor.usr (
        profile, usrname, email, passwd, ident_type, ident_value, first_given_name, family_name, 
        day_phone, home_ou, claims_returned_count, net_access_level) 
        SELECT profile, students.usrname, email, password, ident_type, student_id, first_name, 
        last_name, phone, home_ou, claims_returned_count, net_access_level
        FROM students WHERE NOT already_exists;

    --Insert records from the staging table into the actor.card table.
    INSERT INTO actor.card (usr, barcode) 
        SELECT actor.usr.id, students.barcode 
        FROM students 
                INNER JOIN actor.usr 
                        ON students.usrname = actor.usr.usrname
        WHERE NOT students.already_exists;

    --Update actor.usr.card field with actor.card.id to associate active card with the user:
    UPDATE actor.usr 
        SET card = actor.card.id 
        FROM actor.card 
        WHERE actor.card.usr = actor.usr.id;

    --INSERT records INTO actor.usr_address from staging table.
    INSERT INTO actor.usr_address (usr, street1, street2, city, state, country, post_code) 
        SELECT actor.usr.id, students.street1, students.street2, students.city, students.province, 
        students.country, students.postal_code 
        FROM students 
        INNER JOIN actor.usr ON students.usrname = actor.usr.usrname
        WHERE NOT students.already_exists;


   --Update actor.usr mailing address with id from actor.usr_address table.:
    UPDATE actor.usr 
        SET mailing_address = actor.usr_address.id, billing_address = actor.usr_address.id 
        FROM actor.usr_address 
        WHERE actor.usr.id = actor.usr_address.usr;

    COMMIT;
----------------------------------

Placing the sql statements between BEGIN; and COMMIT; creates a transaction
block so that if any sql statements fail, the entire process is canceled and the
database is rolled back to its original state. Lines beginning with -- are
comments to let you you what each sql statement is doing and are not processed.

== Batch Updating Patron Data ==

For academic libraries, doing batch updates to add new patrons to the Evergreen
database is a critical task. The above procedures and import script can be
easily adapted to create an update script for importing new patrons from
external databases. If the data import file contains only new patrons, then, the
above procedures will work well to insert those patrons. However, if the data
load contains all patrons, a second staging table and a procedure to remove
existing patrons from that second staging table may be required before importing
the new patrons. Moreover, additional steps to update address information and
perhaps delete inactive patrons may also be desired depending on the
requirements of the institution.

After developing the scripts to import and update patrons have been created,
another important task for library staff is to develop an import strategy and
schedule which suits the needs of the library. This could be determined by
registration dates of your institution in the case of academic libraries. It is
important to balance the convenience of patron loads and the cost of processing
these loads vs staff adding patrons manually.