Library: Import library items

If you have lots of library items and want to quickly input them into Charms, use the Import Library Items template.

In this article:

General import template information
Import library items
Fix import errors
Template field definitions

General import template information

The template contains several columns. If the column heading font is red, the field is required.
Do not move, delete, or rename columns.
Do not change the template name.
Do not re-import a template. After an import, if you need to make changes to the data, do that manually in Charms.
For money fields, do not add currency signs.
For measurement fields, enter a number. No need to add the word inches or pounds/lbs.
For date fields, use mm/dd/yyyy format.
If there is a number in parentheses after the column name, that is the maximum number of characters you can enter for that field.
If there is a pound sign in parentheses after the column name (#) enter a number in that field.

Import library items

NOTE: Before you import library items, it is helpful (but not required) to set up your library categories and instrumentations in Charms. Then, in the import template you can assign the library items to those categories and instrumentations.

On the Main Sections menu, click Imports.
At the top right, for Select Upload Type, select Import Library Items.
Click
.
Open the CharmsLibraryTemplate and save it with the same name. Remember where you saved the template.
In the template, fill in the required fields (shown in red) and as many of the other fields as you wish.
- Title is the only required field.
- For field explanations, see the Template field explanations table.
Return to Charms and click
.
Navigate to your template and select it.
1. You can click in the Drop Files or Click to Upload area and select your template.
2. As an alternative, you can drag your template from its location and drop it into the Drop Files or Click to Upload area.
Charms uploads the information and if there are no errors, you receive an import successful message. Click
.

Your library inventory is updated in Charms. To see library data, go to Main Sections > Library.

Fix import errors

If there are import errors, Charms displays a failed error message and no records are uploaded.

To see the errors, click View Data. Errors are shown in red so you can easily spot the problem.
Go back to your template, correct the errors, and save the template. Remember to use the same template name.
Return to Charms, and on the Import Library Information page, click
.
Navigate to your template and select it.
1. You can click in the Drop Files or Click to Upload area, and select your template.
2. As an alternative, you can drag your template from its location and drop it into the Drop Files or Click to Upload area.
Continue this process until the template loads successfully.

Template field definitions

Field	Definition
Title	This is the title of the piece and is the only required field.
Composer	Music composer's name.
Arranger	Music arranger's name.
Category	If you set up categories prior to importing, use the exact name and case as you used in Charms.
Voicing/ins	If you set up instrumentation prior to importing, use the exact name and case as you used in Charms.
Library Num	You can use any numbering system you want. We recommend using a 5-digit number as this gives you plenty of available numbering.
Num Copies	Indicate the number of parts/copies for the piece. To be able to see and print barcodes, the number must not be zero.
Cost Per Copy	Enter the cost per part/copy, without currency signs. This field is helpful if you want to bill students for lost copies.
Grade	Indicate the grade level for the potential recipient.
State ID	This is the ID number for states that have contest music.
Accompaniment	This is the type of accompaniment the title requires. For example, Full Orchestra.
Solo	Indicate if the piece is a solo or contains a solo.
Lang	Language the piece is written in. Only valid for choirs and all-music accounts.
Sacred-Secular	Indicate if Sacred or Secular. Only valid for choirs and all-music accounts.
Period	Time period for the piece. Only valid for choirs and all-music accounts.
Publisher	Publisher of the piece.
Copyright	Indicate of the piece is copyright protected.
Catalogue Num	This is the publisher's catalogue number.
Date Purch	Date you purchased the piece.
Condition	Use these codes for the condition field: New, Good, Fair, Poor.
Performance History	Date(s) of previous performances.
Comments	This is for entering performance comments.
Out of Print (Yes)	If out of print, enter Yes.
Timing	Duration of the piece.
Major Work	Indicate if the piece is major work.
Text Author	Enter the author of the work's text.