Note fields in FOLIO are identified by the Note Type ID (a field UUID) when exported from FOLIO, making exported data difficult top identify. In addition, all Note fields are assigned to a single element/field in CSV files exported from FOLIO Lists or Bulk Edit. The following process uses a formula in Excel to identify the Note field(s) you want to work with and extract the field values from the data string.
Instructions for List creation are given elsewhere.
In this example, the Item barcode, HRID, and UUID fields are being exported, along with the Item Note fields
1. Select the List from which you are exporting fields
2. Click Actions > [check the following boxes; uncheck the rest] > Export selected columns (CSV)
3. Save the file to your local drive
Excel 2016 used for this document, your mileage may vary.
1. Open Excel (new worksheet)
2. Click on Data
3. Click on From Text
4. Locate and select the CSV file downloaded in step 2
5. Click on Import
6. In the Text Import Wizard:
a. Confirm that Delimited is selected
b. Check the box for “My data has headers”
c. Click Next
d. Uncheck the box for Tab
e. Check the box for Comma
f. Click Next
g. Make sure the first column (Items – Barcode) is selected
h. Select Text
i. Click Finish
j. Click OK
In the Excel file used for this document, the columns are as follows:
1. Right-click on Column D (Items – Notes)
2. Click Cut
3. Right-click on Column F (empty Column)
4. Click Insert Cut Cells
Items – Tenant ID is now in Column D and Items – Notes is now in Column E
5. Change the alignment of the cells in Column E so that you can see the cells in Column F (currently empty).
a. Right-click on Column E (Items – Notes)
b. Click on Format Cells
c. Click on the Alignment tab
d. Check the box for Wrap Text
e. Click on OK
| Note Type | Note Type ID |
| Note | 8d0a5eca-25de-4391-81a9-236eeefdd20b |
| Price | 4d3fca6c-64b8-426f-ae3d-9292bd50ca54 |
| Last Check In Date (Sierra) | e87c3c0f-6429-4d43-a4a8-106f2a3714c5 |
| Last Check Out Date (Sierra) | 99ecbb3b-9635-434c-b033-c0ab3139a087 |
| Internal Use (Sierra) | 73ac6ff4-37dd-44cd-8cbe-d9d77f5f9587 |
| Copy Use (Sierra) | 1368f956-ae71-4ded-bf81-05dd969b82d6 |
| Internal Use 3 (Sierra) | 16ba3818-2ba0-4f8d-bbcd-64ab06153895 |
| Total Checkouts (Sierra) | 7076e057-e04a-43e0-8863-f1ebd341775b |
| Total Renewals (Sierra) | d5564b39-3cad-41ed-aaf3-0cc1b577dcfd |
| Internal Note | 493d5b17-80cf-47bb-a8c1-1ac058878c57 |
1. Copy the Note Type ID value for the Note Type you wish to use from the table above (e.g., 7076e057-e04a-43e0-8863-f1ebd341775bfor “Total Checkouts (Sierra)” and Paste it into Cell F1 in Excel
a. Highlight the value
b. Either press Control-C or right-click and select Copy
c. Click Cell F1 in Excel
d. Either press Control-V or right-click and select Paste (Match destination formatting)
2. Copy the following formula from this document and Paste it into cell F2=IFERROR(MID(E2,LOOKUP(2,1/(MID(E2,ROW(INDIRECT("1:"&FIND($F$1,E2))),9)="""note"": """),ROW(INDIRECT("1:"&FIND($F$1,E2))))+9,FIND(""", ""staffOnly""",E2,LOOKUP(2,1/(MID(E2,ROW(INDIRECT("1:"&FIND($F$1,E2))),9)="""note"": """),ROW(INDIRECT("1:"&FIND($F$1,E2)))))-LOOKUP(2,1/(MID(E2,ROW(INDIRECT("1:"&FIND($F$1,E2))),9)="""note"": """),ROW(INDIRECT("1:"&FIND($F$1,E2))))-9),"")
3. Press Control-Shift-Enter (in Excel)
4. Excel should display a value in F2 that corresponds to the “note” value for for the corresponding itemNoteTypeId value you used from the table below in the string located in cell E2
1. Click on cell F2. You should see a bold line surrounding the cell.
2. In the lower-right-hand corner of the cell, you should see a little solid box. Double click that box. Values should appear in the column for all the rows that have data.
You can see numeric values in the cells in Column F, but those are just the returned values from the formula, not actual numbers, in that you can’t total them up, and if you copy them you'll just be copying the formula.
1. Click on Column F to select the entire column
2. Either press Control-C or right-click the F header and select Copy
3. Right-click on Column G and select Paste Values (the little clipboard with 123)
4. Click on cell G2
5. Scroll all the way down and Shift-Click on cell G# (where # is the last cell in the column that contains data)
6. Scroll all the way back up. You should see a little warning icon (yellow diamond with a ‘!’). Click on the icon and select Convert to number (this may take some time to complete; be patient). [This step is not needed for non-numerical values.]
For numerical values.
1. Scroll to the bottom of the data in Excel
2. Click on the cell in Column G for the first empty row after the data stops
3. Enter the following into that cell where # is the last row number. (For example, if the last row with data is row 414, the use 414 in place of #.)=sum(G2:G#)
4. Press Enter