Automate Metadata Acquisition and ONIX Ingestion with ONIXEDIT Server

 

 

Receiving metadata from multiple partners can quickly become complex.

Some organizations provide ONIX files. Others send Excel or CSV spreadsheets. Files may arrive through FTP, SFTP, FTPS, S3, or other automated processes. Each source may also require different rules for updating, filtering, transforming, or protecting existing metadata.

ONIXEDIT Server is designed to automate this entire acquisition process.

It can receive metadata from multiple sources, apply configurable import rules, convert structured flat files into ONIX, process associated media assets, and normalize everything into centralized ONIX catalogues.

Watch: Automate Metadata Acquisition and ONIX Ingestion

In this demonstration, we explore the different ways ONIXEDIT Server can acquire and process metadata automatically, from ONIX files and Excel spreadsheets to remote FTP locations and media assets.

Acquire metadata from multiple sources

ONIXEDIT Server can work with a wide range of incoming metadata sources.

These can include:

  • ONIX 2.1, ONIX 3, and ONIX 3.1 files

  • Excel spreadsheets

  • CSV and tab-delimited files

  • Fixed-length files

  • FTP, SFTP, and FTPS locations

  • S3-compatible storage

  • Internal or partner file repositories

This flexibility is particularly useful for distributors, aggregators, resellers, retailers, and other organizations receiving metadata from many different business partners.

Not every supplier needs to use the same format.

Define how each incoming file should be processed

Different metadata sources often require different processing rules.

ONIXEDIT Server allows you to configure multiple import profiles for the same catalogue.

For example, one profile might perform a complete product update, while another might update only pricing and availability information without changing bibliographic metadata.

Import rules can define whether ONIXEDIT Server should:

  • Create new products

  • Update existing products

  • Merge or replace incoming metadata

  • Protect specific ONIX sections

  • Exclude products matching defined criteria

  • Apply different processing rules depending on the source

This makes it possible to automate metadata updates while maintaining precise control over which information can be modified.

Convert Excel and CSV files into ONIX automatically

Not every organization in the book supply chain can provide ONIX.

ONIXEDIT Server can map structured flat-file data directly to ONIX fields.

For example, columns in an Excel or CSV file can be mapped to:

Record reference → ISBN/EAN → Title → Contributor → Price → Availability → Other ONIX fields

Mappings can also apply transformations during import.

You can extract portions of incoming values, convert source data to ONIX code-list values, and apply other rules needed to standardize the information.

Once the mapping has been configured and tested, the conversion can run automatically whenever a matching file is received.

Automate file retrieval from business partners

ONIXEDIT Server does not require users to manually upload every file.

Its Automated Ingestion Agent can monitor configured entry points or retrieve files directly from external locations.

For example:

Supplier FTP → ONIXEDIT Server → import rules → ONIX catalogue

A single catalogue can have multiple entry points, each serving a different purpose or business partner.

Files can also be retrieved automatically from external FTP, SFTP, FTPS, or S3 locations.

Once configured, the process can operate continuously without requiring manual intervention.

Process metadata and media together

Metadata is only part of the information exchanged in modern book supply chains.

ONIXEDIT Server can also process associated digital assets such as:

  • Front and back cover images

  • Contributor images

  • EPUB files

  • PDF files

  • Audiobooks

  • Other supporting media resources

Files can be automatically associated with the correct product using identifiers such as an ISBN or EAN in the filename.

ONIXEDIT Server can also classify assets according to filename patterns and file extensions, allowing different types of media to be routed and processed automatically.

Normalize metadata from different partners

One of the biggest challenges for organizations receiving metadata from multiple sources is consistency.

A distributor or aggregator may receive:

  • ONIX from one publisher

  • Excel from another

  • CSV from a third

  • Cover images through a separate FTP location

ONIXEDIT Server can bring these different inputs into a common ONIX-based environment.

This allows downstream systems and teams to work with standardized metadata regardless of how the original information was supplied.

Access processed metadata through the REST API

Once metadata has been processed and stored in ONIXEDIT Server, it can also be accessed programmatically through the REST API.

Applications can retrieve product information in formats such as JSON or XML and integrate that data into PIM systems, ERP platforms, e-commerce applications, internal databases, or other business systems.

This means ONIXEDIT Server can serve not only as an ingestion platform, but also as a metadata source for other applications. Our article on integrating ONIX metadata with your existing business systems covers that side in detail.

Who can benefit from automated metadata acquisition?

Publishers and content providers

Automate metadata imports from internal systems, spreadsheets, business units, or external partners before generating and distributing ONIX.

Distributors and aggregators

Receive metadata from many publishers in different formats, normalize it, and manage everything within centralized ONIX catalogues. Our ONIXEDIT Server case study describes one such deployment.

Retailers and resellers

Import supplier metadata and media assets automatically before integrating the information into internal product databases or commerce platforms. Read how Indigo selected ONIXEDIT Server to automate its ONIX metadata workflows.

Technology teams

Replace custom file-processing scripts with configurable import rules, mapping tools, automated retrieval, and API-based access.

Reduce manual metadata processing

Without automation, receiving metadata from multiple organizations often means downloading files, checking formats, converting spreadsheets, applying updates manually, organizing assets, and importing everything into another system.

ONIXEDIT Server can automate much of that workflow.

Once the acquisition rules and mappings are configured, incoming files can be retrieved, processed, normalized, and made available to other systems automatically, even for catalogues containing very large numbers of products.

The goal is simple:

accept metadata in the formats your partners can provide, standardize it with ONIXEDIT Server, and make it usable throughout your organization.

Key takeaways

  • Any source, any format: ONIX 2.1, ONIX 3 and ONIX 3.1, Excel, CSV, tab-delimited and fixed-length files, from FTP, SFTP, FTPS, S3 or file repositories.

  • Rules per source: multiple import profiles decide what is created, updated, merged, protected or excluded.

  • Flat files become ONIX: column mappings with transformations and code-list conversions run automatically on every matching file.

  • Media travels with the metadata: covers, contributor images, EPUB, PDF and audiobooks are matched by ISBN or EAN and classified by filename.

  • One normalized catalogue: downstream teams and systems consume standardized ONIX, including through the REST API.

Frequently asked questions

Can ONIXEDIT Server import Excel and CSV files?

Yes. Columns from structured flat files such as Excel, CSV, tab-delimited, and fixed-length files can be mapped to ONIX fields and converted automatically.

Can ONIXEDIT Server retrieve files automatically?

Yes. ONIXEDIT Server can work with configured FTP, SFTP, FTPS, and S3 locations and can retrieve files from external business partners automatically.

Can different suppliers use different import rules?

Yes. Multiple import profiles can be configured, allowing each source or workflow to apply different update, merge, protection, or exclusion rules.

Can ONIXEDIT Server process cover images and other media?

Yes. It can process and classify supporting media such as cover images, contributor images, EPUB files, PDF files, audiobooks, and other assets.

Can processed metadata be integrated with our own systems?

Yes. ONIXEDIT Server’s REST API can provide access to processed metadata in JSON or XML for integration with PIM, ERP, e-commerce, proprietary, and other systems.

Automate your metadata acquisition workflow

Every organization receives metadata differently.

ONIXEDIT Server gives you the flexibility to work with those different sources while building a standardized, automated ONIX workflow around them.

Learn more about ONIXEDIT Server

Need help designing an automated metadata workflow? Contact ONIXEDIT.