Ongoing User Loads

After a library is live on FOLIO, ongoing user updates can be applied to the system. That is the process being discussed here. 

• At Index Data, we use https://github.com/folio-org/mod-user-import

  • How Matching Works

    • FOLIO's mod-user-import module matches on two fields: username and externalSystemId.

    • If a username and externalSystemId already exist in FOLIO, then the record gets overlaid.

    • If the incoming record does not find a matching username and externalSystemId in FOLIO, then a new record gets created.

    • If only one of those fields (username or externalSystemId) match but not the other, then the record is rejected.

    • Barcode MUST be unique or the record will get rejected. Barcode is not required.

  • If Index Data is loading your records, you will send us a CSV.

    • If Index Data will be performing your ongoing loads, please send a CSV. We will transform it into JSON and load it. Your CSV must match the template format attached to this article.

  • If you are loading your own records, you will need to generate your own JSON to post to the appropriate endpoint.

    • You are also welcome to post your users yourself if you have that ability. If you use mod-user-import, your JSON should use this schema: https://github.com/folio-org/mod-user-import/blob/master/ramls/schemas/userdataimport.json

    • You may also develop your own user loads using any standard FOLIO API, available here: https://dev.folio.org/reference/api/

  • If neither option suits your situation, please speak to your Index Data analyst.

Considerations before you start ongoing loads:

• Should users missing from the file be deactivated or left alone? (Will each file contain all users, or only updates? Updates is more common.)

  • Note: there is no "delete" using this process--there is only "deactivated". Users in FOLIO become inactive either through their expiration date, or by being set to inactive.

• Timing: how often should users be updated? How frequently will the file be delivered? What specific time will the file be delivered? We will need to consider the impact of daylight savings time in advance, in order to make sure that the cadence of file delivery and script running do not cause problems.

• File Transfer: If Index Data is loading your records, how and where will the files be delivered?

• Notifications: who should receive reports of user load statistics? (Errors, users updated, users created, etc.)