Surpass Cloud's standard patron import and export format consists of a CSV (comma-separated values) file with a specific set of columns, using specific column labels, in a specific order.
Details are Important
Many applications, including Microsoft Excel and Google Sheets, can create CSV files, but that doesn't mean that Surpass Cloud can import patron record from any CSV file you might create. The file must have the columns that Surpass Cloud expects and in a specific order.
Tip
Perhaps the best way to see what Surpass expects in patron import files is to use Surpass Cloud to create a patron export file from Patrons : Export and view that file in a text editor such as Windows Notepad, which will allow you to view raw text file without any formatting. You can also open it in a spreadsheet app such as Microsoft Excel to see it formatted into nice rows and columns.
Column Layout
Surpass Patron Import Files have the following columns:
| Name | Contents | Notes |
|---|---|---|
| Number | Patron number | Used for matching to existing patron records for updating. Required. |
| AlternateId | Alternate ID | |
| Surname | Surname | |
| GivenName | Given name(s) | |
| Street | Street address | |
| City | City | |
| State | State | |
| PostalCode | Postal code | Formated to 99999 or 99999-9999 |
| EmailCC | Additional Email for Notices | |
| MobilePhone | Cell phone | |
| HomePhone | Home phone number | |
| WorkPhone | Work phone number | |
| OtherPhone | Other phone number | |
| HomeLibrary | Home library code | An numeric code that uniquely identifies a library to Surpass. |
| LocalAddress | Patron's local address | Address within the facility, such as home room, office floor, etc. |
| ExpireDate | Patron card expiration date | Must be in yyyy-mm-dd format. |
| UserDef1 | Custom patron field #1 | See Custom Patron Fields |
| UserDef2 | Custom patron field #2 | See Custom Patron Fields |
| UserDef3 | Custom patron field #3 | See Custom Patron Fields |
| UserDef4 | Custom patron field #4 | See Custom Patron Fields |
| UserDef5 | Custom patron field #5 | See Custom Patron Fields |
| UserDef6 | Custom patron field #6 | See Custom Patron Fields |
| UserDef7 | Custom patron field #7 | See Custom Patron Fields |
| UserDef8 | Custom patron field #8 | See Custom Patron Fields |
| UserDef9 | Custom patron field #9 | See Custom Patron Fields |
| UserDef10 | Custom patron field #10 | See Custom Patron Fields |
| TypeId | Patron type ID | A unique identifier used within Surpass Cloud to identify a patron type (see below). If unknown, use TypeShortCaption field instead. |
| TypeShortCaption | Patron type caption | Patron type short caption as defined on the Settings : Patrons : Types page. |
Notes
- Phone numbers are converted to
(999)999-9999format. - Custom Patron Fields are according to the settings on the Settings : Patrons : Custom Fields page. Number-type fields must contain only digits. Currency-type fields must contain only digits and a decimal point. Yes/No fields must contain either
Y,N,T,F,0,1,Yes,No,True, orFalse. - Columns that you do not need can be omitted.
- The only required field is Number (the first field).
Limited Support
Please keep in mind that Surpass Support cannot provide specific support for massaging your data into this format. The field definition used by Surpass Central patron data files is subject to change at any time without notice. The header names used above reflect the most current field definition.
An Easier Way!
Most Surpass users find it well worth the cost to have a custom patron import template created for them. A custom-created import template will allow you to very easily and quickly import your data directly into your Surpass system. Custom patron import templates can be used by your entire organization and can be reused as often as you like so your Surpass patron records are always up to date! While the specifications for patron data files used by Surpass Cloud may change, your template is based on your specifications and as such is not subject to change.
Patron Type IDs
The following are the standard internal Patron Type IDs used in Surpass Cloud. Please refer to this list when using TypeId to specify patron type. Note that the captions for these may have been changed in Settings : Patrons : Types, but they are assumed to have the same meanings.
| ID | Patron Type |
|---|---|
| 1 | 1st Grade |
| 2 | 2nd Grade |
| 3 | 3rd Grade |
| 4 | 4th Grade |
| 5 | 5th Grade |
| 6 | 6th Grade |
| 7 | 7th Grade |
| 8 | 8th Grade |
| 9 | 9th Grade |
| 10 | 10th Grade |
| 11 | 11th Grade |
| 12 | 12th Grade |
| 13 | Pre-K |
| 14 | Kindergarten |
| 890 | Staff |
| 899 | Admin |
| 990 | Other |
| 989 | Normal |
| 999 | Inactive |