Updating Patrons using Patron Import

This article will detail how to use the Patron Import function to update Patron information in SmartSuite. 

NOTE: This process (by which patrons are updated using the Patron Import function) assumes that Patrons already have a profile in SmartSuite. If patrons don't have a profile in SmartSuite, you can read more information about this in Bulk Importing Patrons.

If you are wanting to bulk update patron information in SmartSuite, you can do this using the Patron Import function. In this process, you will need to upload a csv file that includes your updated information and the following details for each patron: 

- First Name

- Surname

- Email Address

- Homeroom

- Classgrade

- Barcode 

(If you want to update one of the details above, you can just include the updated information in the csv file. You don't need to include the old/current information)

It is important that the information you include in the CSV file matches the information you have listed on SmartSuite (unless it's the information you are wanting to update). If the information on the csv file does not match up with the information in SmartSuite, the system will identify this as a new user and create a duplicate profile. 

From here, you can complete the import as usual. 

Using Patron Import to update the Patron Barcode

If you are wanting to bulk update a patron's barcode, this process changes slightly. When you reach the Template Mapping Page, you will need to adjust the 'merge-by' category from Barcode to a different identifier. 

NOTE: The merge-by option needs to be as unique to the patron as possible. Selecting a patron's full name is the weakest option as Patron's are more likely to have the same name in comparison to other identifiers. 

 Example: Updating a Patron's barcode & adding an External ID

An example of this process is if you want to update a patron's barcode (a csv file pre-requisite) and add an External ID (updating user profile with new information).

1. Create a csv file with patron details that are consistent with their details on SmartSuite, including new information.

In these screenshots, the only information that is different on the csv file is the barcode & External ID, everything else is the same. SmartSuite will assume from this data that you want to update the barcode (field is populated on SmartSuite) and you want to add an External ID (field is empty on SmartSuite). 

2. Head to the Patron Import module and upload your csv file as usual. 

3. On the Template Mapping page, adjust the Merge-By option from the default option Barcode to a different identifier. 

4. In this case, Email is chosen as the merge-by category. 

This means SmartSuite will use the email address on the csv file to find a patron's profile in the system. Once the patrons are matched, SmartSuite will replace all the data on SmartSuite with data from the csv file. 

From here, the Patron Import will continue as normal. If you encounter any issues, contact the Support Team via the mailbox module for more help.