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did some smart lessons training with Mary Jane but I'm back this week it's ok we're doing some patron important training today okay you [Music] hey guys don't ya welcome back to another new admin training last week if you tuned in you would have seen we did some smart lessons training with Mary Jane on back this week it's okay we're doing some patron importing training today okay so that'll be from a anding patrons one by one into smarts we will be using our smart patron input running let's get into it so as I said in the intro there are two ways to add patrons to smarts wait the first is manually adding them via the patron management page okay that's where you add patron one by one the second is our patron import which you'll use a CSV file that you've extracted from your admin system where you can bulk import all patrons at the same time okay so first we'll go through the manual process from your menu patron patron management now there are a few fields that must be filled out when adding a patron by manual process and that follows on to the patron important as well so when you first load up patron management it'll load up the information for the patron you're logged in as okay so I'm logged in as Mary Jane because I stole that computer and you can see here all her informations here okay so always whenever you're adding a patron make sure you don't edit in these fields always come down to the right where it says new click on the new button okay we've got a pop-up just saying that any unsaved fields won't be saved so make sure you save it before you make any more changes if you've just loaded it up that's fine too just click OK alright you can see here patron IDs Grady out that's because the system will give it a patron ID after you've created the patron okay so you can ignore the very first field the field you do need to fill out the bar code okay so you'll scan in the bucket that you have for them some sauce like to use their student ID in that field as well so it's totally up to you guys and what you want to put in their first name it's always going to be patrons first name so name and then tell your class grade which is a year level from the drop-down select what year they're in okay that's very important that you do select this because it's where it will grab the patron loan limits from room is their home rooms new 10 home rooms 10 a site is always gonna be a school so you can always leave that blank leave that filled out sorry because you're not gonna have more than one site there security again will be taken from the classification so once we save that it'll populate if there is a security set on the classification of grade 10 you can add further information if you like but the minimum fields that we need filled out our bar code first name surname class grade and room okay if you wanted to you can add an email okay make sure it's a valid email address this is not a valid email address okay you can have any other information that you want as well once I filled out this information on the right hand side you have can borrow ok this simply allows the patron to borrow in circulation so if it's disabled and you scan their barcode or type in their name in circulation you'll get a validation that appears and says that they aren't allowed to borrow okay so make sure I enable that go into the Save button and hit save writing new patron is created close that little pop-up now this patron is ready to circulate if I copy out the barcode go to circulation and I scan in or paste the barcode ready to be loaned items okay so that's how easy it is to manually add a patron just don't forget you do need to fill out those mandatory fields which again the barcode first name surname class grade which is there you level and homeroom which is their specified class all right so now we've done that we want to talk about bulk adding patrons to smart sweet so the you have 30 to 40 new patrons let's go about adding them all at once again from your menu patron smart patron import variety from this page few opportunities you have to select from your delimiter okay we have two options comma and tab delimiter that just is asking you what separates the fields in your CSV file by default it's always a comma delimited but if you get a CSV file with tab delimited spaces then you have the option to select from there but normally they'll come through as a comma delimited CSV you have a has header field here this just means if your CSV file contains a header so at the start of each line says say first name surname so on then make sure this is ticked if it does not have a header simply unclick that and away you go okay so my CSV file does have a header so I will leave that ticked then you've got your upload file button find where your file is saved mine is inside patron imports okay and here is my CSV file alrighty so you can see a few colors here right anything marked as green means the system has seen the header which you can see here at the top of each field student ID first name surname homeroom classification address so on okay the system will automatically try and map the fields together for you okay so if student ID is your head up okay it'll try and match it to whatever it can in the system okay so for this one it's matched it to the external ID now I know for a fact that this student ID is also the barcode okay so all I have to do let's click on this field it drops down has a list for me to select from you notice there's a tick box on each one okay so I know that's the barcode as well so I'm gonna take that as barcode alright I can then go across and see any other fields okay you can see this here it hasn't picked up the header because the head is spelt incorrectly okay well I can click on here I can type what the field is classification which is their year level okay click on the drop-down it's going yellow meaning a changes been made I can scroll further across and double check that all these are correct street that is correct suburb correct and again state correct so I'm happy with this okay I can also change the merge by okay the merge by is located up at the top here okay and the merge by means it will search the database for what we have selected which is barcode okay so I've said this very first field is barcode so it's going to search the database for this number okay if it can find a patron with that number it means it's gonna merge those two together okay if I know for in fact these are new students that don't exist with this number as the barcode it'll create new patrons for me okay so with this I'm going to leave it as barcode but you do have few other options to select from email external ID full name which is first and last name and the username field okay so I'm gonna leave it as a barcode okay once I'm happy with the merge by and the auto-mapping I can load more more results if I wanted to this is we file only has three patrons so that will be pointless for me to click the button but if you had say your 500 students you can go through a double check that they're all correct by clicking the load more it'll list more out you can go through them there once you're a completely happy hit next step this gives you a preview okay so because it can't find these barcodes in the system already it's going to create new patrons for me alright if I was to go back let's see if I merge it by full name which is the first sensor name hit next step alright so you can automate let's see it's different it's found that there's already a Donald Hopson Tom it's already in each on Fernando and there's already a Robert van Dyken okay well it's telling me it is going to update these patrons so it's not creating a new patron it's overriding the existing patron it tells you what the current value is so for this my barcode is Donald test it's going to update it to this number okay there is no external ID on the current patron but it's going to change it to this number okay I'm currently in 10a as a homeroom it's going to change me to ten F because that's what the CSV file says it's going to update my Street to fifteen awesome Vine Street suburb awesome State Victoria okay so this is a very important page to keep an eye on to make sure that the information that it's showing and what it's going to change to is correct all right so if I see that and I say yes that's perfect I'm very happy with that I've got the perform changes button on the bottom right if I hit that okay requires a security code and the security code is sent to your mailbox okay it is also emailed to you so if I hit menu mail box right click open a new tab always open it in the new tab the very first option here is my security import code all I have to do is double click that right click copy go back to my original tab I click paste hit confirm toesies import cannot be undone oh you really sure you want to perform the import yes I am hit OK and I'll start the import for you all right you can see patron imports can play if you did run into some issues during the patron import say it created duplicate patrons you would get a notification on your left here you can see here mine says all validations passed meaning the import went through with no issues whatsoever but if there were issues it would have a red wording here you could click on that and we'll show what has gone wrong you can then fix that up in patron management come back hit recheck on the right here it'll run that same import validations script ok if everything was perfect it'll come through with the all validations pass you can also import another file so if you've just on your students you want to do your teachers hit that import another file right and it just starts the process all over again all right so that's how easy it is to import a CSV file ok again please note that there are minimum fields that are required to run a patron import and it's the same fields as adding a patron manually ok so again that is your barcode first name surname classification which is their year level and homeroom ok so they're the five fields we always need in the CSV file to have that CSV file run through well as always thanks for stopping by don't forget subscribe to our youtube channel so you don't miss out on any of the videos that are coming up next week we have Mary Jane back with some more smart lessons training again we really appreciate you guys stopping by cheese guys [Music] you you