The ExportForImport listview works well for entering new records in TMS or updating fields in existing records. I have used it for both functions.

However, there is a limited number of fields that can be updated in TMS using the listview.

If you need to move more data to TMS than the available fields in the listview, there are a number of methods.

1. Cut and paste from Excel to TMS (tedious I know, but sometimes the best method).

2. Hire Gallery Systems or a local SQL server expert to import the data into TMS. It can be done, but it is not for the faint of heart.

First step is to evaluate just how much data you have to import to TMS. That analysis will determine whether it is more efficient to manually cut and paste or hire someone to import the data.

I am assuming that the TMS records already exist, if not then the ExportForImport is a good method for creating the records and getting some of your data into TMS.

You don't mention the size of your collection, so I can't advise which is the best method.

Since you appear to be photography orientated, I would expect you to have a lot of photo metadata, which cannot be imported with ExportForImport.

Please let me know if you have further questions.


David Parsell 
Systems Manager Collections Information and Access
Yale Center for British Art
[log in to unmask]
britishart.yale.edu
2034329603







-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Edward McCain
Sent: Thursday, November 08, 2012 1:16 PM
To: [log in to unmask]
Subject: Importing from Excel or csv spreadsheets

I'm a newbie at TMS and trying to figure out what the options for importing/exporting data to/from TMS are. In the case of objects, it appears that there is only one list view named "ExportForImport" that is meant to be used for this purpose. I have a number of spreadsheets in Excel / csv format that do not exactly match the fields that are provided in the ExportForImport list view. Is there a way to get all or most of my data from the csv files into TMS? If so, how is this done? Do I need to create a special kind of list view, edit the existing list view or perhaps import the records directly in the the SQL database?

Thanks for any and all guidance you can provide.

Edward McCain
Library Assistant Senior
Center for Creative Photography
University of Arizona
Tucson, AZ

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