There is no fixed order for importing inter-related information. For example, if you are importing Titles, you can specify the author’s name as part of the title import, and this will create a new author wherever necessary. Alternatively, you can import the authors first and include more detailed information such as the author’s address. Then import the titles and simply reference the author – either by name or now by code since they have already been imported.
The same is true for Companies, People, Titles and so on, all of which can be imported independently, or created when referenced in an import of Contracts, Editions, Licenses, Permissions, Submissions or Titles.
Codes vs Names
The main entities in EasyRoyalties – i.e. Authors, Editions, Titles, etc. – all have unique identifiers or codes. When importing you can specify your own codes or allow EasyRoyalties to automatically assign a code.
When importing information that will be linked to other information already in the database – such as importing new titles, but which will be linked to existing authors – you can reference the related information either by name or by its code; however it is more reliable to work with codes instead of names wherever possible, otherwise you risk to create duplicates where the names do not exactly match the information in the database.
In the following example, two titles both by the same author are to be imported. The author – “William Shakespeare” – has an author code of A00001.
The following – an import file which uses the author code – will correctly match the titles with their author:
The following however – an import file which uses the author’s name – will correctly match the first title, but will erroneously create a new author for the second title, resulting in a duplicate entry for this author:
|Twelfth Night||William Shakespeare|
The same principle holds true when referencing Companies (“Publishing House Inc” vs “Publishing House, Inc”), Titles (“My favourite things” vs “My favorite things”, “Time to Sleep” vs “Time to Sleep!”, etc.) and so on.
Matching by name/description can work fine, so long as care is taken to ensure that the spelling is correct. Note that when matching this way, the comparison is not case-sensitive (“john doe” will match with “John Doe”), and names of authors or people can be presented in either format: Doe, John or John Doe (both will match the same item in the database).