Importing old Athenaeum Light data into version 7.0.3

Athenaeum Light 7 is a complete rewrite of the earlier version software and uses a completely new storage format. Importing data from the older versions into version 7.0.3 or higher requires conversion of the old files into the new format and then import of the data. You only need to do this once.

The following is not particularly hard, but it does have a number of steps. Registered owners of Athenaeum Light 7 may make arrangements with SumWare Consulting for import of their data. Please email SumWare Consulting to discuss.

Quit and Backup your existing copy of Athenaeum Light

Backing up should be part of your daily computer usage. Backups only take a few minutes and should be to removable media (not a second copy on the same computer). If your back procedure only takes a few seconds, then it is probably not correct. If you are not sure, then please chat to your computer administrator. It is probably advisable to make a semi-permanent backup of your old version 6 or earlier data to a CD-R or similar device.

Copy your Athenaeum Light 6 ".FMS" files into the conversion folder inside the Athenaeum Light folder.

The files whose names end with the extension .FMS contain your Athenaeum Light data.

Start Athenaeum Light 7.0v3

Start the new version by double clicking the Athenaeum Light icon and using the Admin account and password (see the included accounts and passwords.txt document for more information).

At the main menu, click the Administration button near the lower left and then click the "miscellaneous" tab to display a variety of utilities.

Convert the old files into a readable format

Athenaeum Light 7 uses a different storage format to version 6 so first we must convert the old files into the new format. We do this by selecting each file, in turn, converting them but not opening them.

Click the "convert athlight .FMS files" button.

You will be asked to confirm that you have copied the files to the correct place before continuing.

Athenaeum Light 7 will then convert each file in the folder. However, after converting the files, it will ask you for an account name and password. At this stage, we don't wish to open the files.

Click the cancel button. You will need to do this for the converted borrower, catalogue, catalogue archive, circulation, circulation archive and reserve files.

When the conversion process is complete, a dialog is displayed showing start time and the name of each file and a "1" after each file (indicating you cancelled the open converted file), followed by the completion time.

If you look at the conversion folder now, you will see there are copies of most files, with a " 1" appended to their name.

Please note that Athenaeum Light expects exactly these file names.

These screen shots are from a Macintosh computer, but they are very similar to their Windows counterparts.

Import the data

You are now ready to import your data.

Click the import data button at the middle right of the miscellaneous screen

You are prompted to confirm the import process.

Click the Yes button.

Because this button is also used to import "merge" or "XML" format data, you are explicitly asked if you are importing from an old converted copy of Athenaeum Light.

Click "Yes" so that Athenaeum Light will process the borrower and catalogue files correctly.

So that Athenaeum Light can open the file called "al_catalog 1.FMS", it needs your old password, so clear the "Account" field in the dialog and type library%% in the password box (note that Athenaem Light 6 and earlier has no concept of "accounts", just passwords).

Athenaeum Light 7 might display a number of error messages like this:

Click the OK button when you see these messages.

An import Field Mapping dialog box is displayed. Just click the Import button and then again when you are prompted for Import Options.

A summary of the number of records imported into the catalogue is displayed, click the OK button.

Rinse and Repeat

The process is repeated for the borrower file. Athenaeum Light will import "al_borrower 1.FMS", simply specify the default options.

After the borrower, Athenaeum Light asks you to import Catalogue Archive, then Catalogue Media (new to Athenaeum Light 7), circulation, history (circulation archive), reserves and suppliers.

For these, you must select the source file (e.g. the source for the circulation will be al_circulation 1.FMS) and specify the import order and align the data fields. You will need to align the fields from your source file to your destination table (see note 21 for information on our field naming conventions)

Problems?

Don't hesitate to email SumWare Consulting.