Help Resource Center :: Importing Homebase 2.3 Data

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Importing Homebase 2.3 Data into BookTrakker

If you would like us to do the import for you then please make arrangements with us by sending an email to Please indicate if you have images using your Homebase Book Number as identifier. We will then schedule a time to do the import. You will have to upload your Homebase database to our server. We have instructions for this. Expect the import process to take at least 24 hours, more if over a weekend. 

If you use alpha-numeric Book Numbers then you need to set up BookTrakker for that first, and also change what field you import your Book Number into. At the top of the screen: Tools > Options    Check "Use Alpha Record Code." Restart BookTrakker. Make sure you also do step 8 in the instructions below.

If you have been using alpha-numeric Book Numbers but want to switch to numeric for future listings without losing your previous Book Numbers (especially if you have images associated with these numbers) then set BookTrakker for alpha-numeric (above) then follow directions below, making sure you do Step 8. After you do your import uncheck "Use Alpha Record Code" in Tools > Options in BookTrakker. Previous Book Numbers will load in the online services as alpha-numeric, but new listings will become numeric. You might also consider doing additional mapping of Book_ ID into one of the Optional Fields so you can Find records based on the old Book Numbers.

1. Select Tools > Options > Records. At the bottom is Delete Sample Database. Click it, restart BookTrakker.(Only works if less than 125 records in database)

Close BookTrakker. Doubleclick the Backup BTPro icon on your desktop to Backup this starter database. Either set a Backup location or use the default. click OK. Finish the Backup, click OK. If you need to Restore, then doubleclick Restore BTPro, and check Restore All, Restore From last Backup File, then OK.
2. Select Help > Contents > Importing Data > Homebase 2 Read about importing records from Homebase.
3. Close Homebase.
4. Select File > Import ( > Standard) if you have Version 3.1 or 3.2 or 3.3 or 3.4
5. Select Homebase 2 from the dropdown list that says Interloc.
6. Click the yellow folder button, navigate to the hbdata.hbd file in the Homebase folder. Click Open. You may find this file in hb2 or Program Files/Homebase or hb2

7. Click Homebase 2 Setup.
Decide if you want us to edit incoming data. (You can always change it later.)

Close form. Do Step 8 if you use alpha-numeric record numbers. If not, go to Step 9.
8. Click Map Import Fields. This step is to set up the import of Alpha-Numeric Record Numbers. 

Note Book Number at the top of the list, left side, with Book_ID across from it. Click into the Book_ID field, click the dropdown v button that appears, and select Record_Code near the bottom of the list.

Make sure you set BookTrakker to display Alphanumeric Record Numbers. Instructions at the bottom of this page.

9. Click Map Import Fields. (Or continue if you did this in Step 8)

Scroll down the list of Homebase fields, find Publisher Year. Across from that you will see Date. Click in this field, a dropdown button (v) will appear, select DateAlpha from the list. You must do this mapping change if you want your Date to appear in BookTrakker. If DateAlpha is already present, do not change to Date.
10. Look for Notes in the list on the left, notice that it maps into Notes on the right. BookTrakker has three equal size fields for descriptive information, Defects, Features and Notes. Defects and Features have reusable Phrase Lists, you might want to import Homebase Description/Comments (Notes) into one of these two fields. Click into the right side for the Dropdown list of BookTrakker fields; select Defects or Features from the list.
11. Make any other necessary changes to the Import Mapping. If you have Private Comments then this should be mapped into one of the User fields. Inscription may be mapped twice, once into Signed By, once into one of the optional fields. We do this so you can edit the signed By field via an Action Hit List because of redundant additional data from the Homebase file.
12. Close Map Import Fields form.
13. Click DJ condition button. This setup and the setup for Book Condition control what Book/DJ conditions get imported into BookTrakker, through translation of the Homebase equivalent.
14. The focus will be in the top row, on the word “NONE” in the Condition column. Click across to the Keyword column, to the right of “|none” If No Jacket is not present, then:

Type “|No Jacket” Make sure you include the pipe symbol, located above the \ on your keyboard.
15. Make any other additions deemed necessary to import DJ condition correctly, making sure the “|” symbol is added each time, before addition of keywords. Otherwise, close the setup by clicking the X in the upper right corner.
16. If you need to add keywords to Book Condition, do the same for that. 
17. If you do not plan to use Book/DJ matching then turn off the Condition Checking by clicking on the o OFF button. This will turn of translation for both Book and DJ. Book and DJ should then be mapped into Defects, or if not even present in the database then no mapping is necessary.

If you have New books in your inventory, and are using Version 3.2 or earlier, then do an additional mapping at the end. Scroll down to the bottom, to where you see the *. Click into the field to the right of the * and select Book Condition from the Homebase list of fields. Across from this click into the empty field and select Field 4 from the dropdown list of BookTrakker fields. (This does NOT apply to Versions 3.3 or later)

Close this form without saving. All changes are saved automatically.
18. Click Start. Look at your data in the representative BookTrakker inventory form. If it looks good, click Finish. If it doesn't, then go back to mapping and change what needs changing.
19. Play with it. You can change the mapping each time, the system will remember the last changes. You can import as often as you want, it overwrites it each time. 

  If it doesn't, then download this EMPTY REPLACEMENT FILE for BookTrakker.
20. Download, close BookTrakker, doubleclick to install.
21. After you get all your records into BookTrakker and have checked to make sure all fields have imported correctly, you need to set Homebase Catalogs (now Category Hit Lists in BookTrakker) to Use Category List Online. 

Set Homebase Catalogs (now Category Hit Lists in BookTrakker) to Use Category List Online.

1. Click Tools at the top. 
2. Click Options.
3. Click the Online tab. 
4. At the bottom of the Online tab, about halfway down the entire form, is Upload All     [Online Categories]
5. Click the [Online Categories] button. 
6. Click OK at the bottom. 
7. Click No to restart BookTrakker. this change does not require a restart.
Catalogs from Homebase:
Catalogs are imported automatically from Homebase as Catalog (ID#) Hit Lists in BookTrakker. You can see these on the Hit Lists tab, left side of the Inventory screen, or, while in Inventory Detail View, press F7 on your keyboard or the Catalog button, lower left.

You do not need the "Sold" or "All" catalogs anymore, BookTrakker automatically keeps track of this in the database. Use the Show dropdown field upper right corner to display records based on Status. Available, Sold, On Hold, Special, etc. 

After finishing import of Inventory, you should repeat the process for Wants/Contacts. Read the Help in BookTrakker for this, importing is somewhat different. We have set up default import mapping that should import all of your data to the correct location.

Next you will want to setup your online services for you first upload using BookTrakker. Click this link: Instructions for Online Service Wizard - Uploads.  Read and follow directions carefully.
Setting Rec# to Alphanumeric:
Open BookTrakker if it is not already open. Do Tools > Options

About 2/3 down the form you will see a check box labeled: 

Use Alpha Record Code. Check the box. Click OK at the bottom.

Click Yes to close BookTrakker. Open BookTrakker.

end of instructions

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Last Modified:  March 25, 2013