Differences

This shows you the differences between two versions of the page.

--- changing_one_year_campus_access_titles_to_open_access [2020/04/27 18:58]
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+++ changing_one_year_campus_access_titles_to_open_access [2020/04/27 19:23]
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   - Click **Batch revise Excel** on left side of window.
-  - Under **BATCH REVISE:** Go to 1. Generate a spreadsheet of current data etc., click the **Generate** button.  Wait for it to download.  **NOTE:  It will show as pending under Spreadsheet History; screen may need to be refreshed after a while.**
+  - Under the window for **Batch Revise** Go to 1. Generate a spreadsheet of current data etc., click the **Generate** button.  Wait for it to download.  **NOTE:  It will show as pending under Spreadsheet History; screen may need to be refreshed after a while.**
   - When Download instruction appears, click to open spreadsheet.
-  - Click "Enable editing" and copy to personal folder.  It will appear with a name similar to the following:  "Copy of dissertations_2_1.xls_Fri_Sep_27_13_49_18_2019part_1-2. **NOTE:  IMPORTANT! Make no changes to this spreadsheet other than cutting and pasting the necessary revisions!  This spreadsheet will be used for upload back into ScholarWorks.**
+  - Click "Enable editing" and copy to personal folder.  It will appear with a name similar to the following:  "Copy of dissertations_2_1.xls_Fri_Sep_27_13_49_18_2019part_1-2. **NOTE:  IMPORTANT! Make no changes to this "copy spreadsheet" other than cutting and pasting the necessary revisions!  The copy spreadsheet will be used for upload back into ScholarWorks.**
-  - **Create a working spreadsheet.**  Copy the downloaded spreadsheet a second time to personal folder, under new name (i.e., Dissertations_Sept2019_openaccess)  **NOTE:  Do all manipulations required for revising and checking on this spreadsheet!**
+  - Create a **working spreadsheet.**  Copy the downloaded spreadsheet a second time to personal folder, under new name (i.e., Dissertations_Sept2019_openaccess)  **NOTE:  Do all manipulations required for revising and checking on this "working spreadsheet"!**
-  - In working spreadsheet, go to DATA/Sort, verify that "my data has headers" is checked, and sort column for **document_type** found near the beginning, e.g. Column C or D. Insert 1 or more blank rows at the top and bottom of the grouping of entries labeled "campus one" making sure that all rows have an entry in this column.
+  - In working spreadsheet, go to DATA/Sort, verify that "my data has headers" is checked, and sort column for **document_type** found near the beginning, e.g. Column C or D. Insert 1 or more blank rows at the top and bottom of the grouping of entries labeled "campusone" making sure that all rows have an entry in this column.
   - Highlight top cell of separated section, remove check from "my data has headers" and sort section by **degree_year** (probably Column G or I).
   - Highlight all "campusone" titles dated a year or more ago, checking the column for **award_month** to fine-tune the date range.
   - Using Find/Replace, replace campusone with openaccess for the highlighted titles.
-  - Remove the blank rows inserted in Step 5, go to Data/Sort and recheck "my data has headers," and sort by **context_key, A-Z** (column will be near the far right side of the spreadsheet). This sort will return the spreadsheet to its original sorted form.  Save.
+  - Remove the blank rows inserted in Step 5, go to Data/Sort and recheck "my data has headers," and sort by **context_key,** using Order A-Z; column will be near the far right side of the spreadsheet). This will return the working spreadsheet to its original sorted form.  Save.
-  - SAFETY CHECK:  Insert a blank column beside the context_key column in the **working spreadsheet,** highlight the context_key column from the **copy spreadsheet,** copy it, and paste into the blank column in the **working spreadsheet.** Use Find&Select/Go to Special…/Row differences to make sure these columns are identical.  **IMPORTANT:  Do not disturb the copy spreadsheet other than copying the context_key column!**
+  - SAFETY CHECK no.1:  Insert a blank column beside the context_key column in the **working spreadsheet,** highlight the context_key column from the **copy spreadsheet,** copy it, and paste into the blank column in the **working spreadsheet.** Use Find&Select/Go to Special…/Row differences to make sure these columns are identical.  **IMPORTANT:  Do not disturb the copy spreadsheet other than copying the context_key column!**
-  - If the context_key columns are identical, copy the **entire** document_type column from the working spreadsheet, into the document_type column of the copy spreadsheet.  Save.
+  - If the context_key columns are identical, copy the **__entire__ document_type** column from the working spreadsheet, into the **document_type** column of the copy spreadsheet.  Save the copy spreadsheet.
-  - SAFETY CHECK no.2 (for perfectionistic worrywarts):  Insert a blank column into the **working spreadsheet** beside the document_type column, copy the newly-revised information from the **copy worksheet** into it, and compare with Row differences.  If identical, everything is OK.  Back out of the working spreadsheet with Close/Don’t Save.
+  - SAFETY CHECK no.2:  Insert a blank column into the **working spreadsheet** beside the document_type column, copy the newly-revised document_type information from the **copy worksheet** into it, and compare with Row differences.  If identical, everything is OK.  Close the working spreadsheet.
 **__Final Step__:**
-  - Return to the ScholarWorks/BATCH REVISE screen and go to 4. Upload revised spreadsheet, click the **Browse...** button, choose "copy spreadsheet from personal folder," click **Upload.**
+  - Return to the ScholarWorks/Batch Revise window and go to 4. Upload revised spreadsheet, click the **Browse...** button, choose "copy spreadsheet from personal folder," click **Upload.**
   - **Troubleshooting errors:** If errors are present in the spreadsheet, a message will appear in the Batch Revise window, indicating which row(s) contain the error.  Investigate on the working spreadsheet.  NOTE:  A probable source for erroneous characters will be the Abstract column.  Paragraphs are indicated in this column by <p> (start) and </p> (end). Abstracts can contain more than one paragraph!  Review entire text for peculiarities.
   - If something strange is found, correct in the working spreadsheet, copy the cell and paste into the copy spreadsheet.  **NOTE:  The row height may expand when doing this; readjust to match the other rows through Format/Cell Size/Row Height.**  Save.
   - Repeat **Upload.**
-  - Emails will provide notification when the upload is received (click “Accept Changes"), and when processing has been completed.  After receiving the second email, update the site by clicking **Update ir_etd** (can also be done through the email link).  This completes the job.
+  - Emails will provide notification when the upload is received, and when processing has been completed.  After receiving the second email, update the site by clicking **Update ir_etd** (can also be done through the email link).  This completes the job.
   - Schedule for changing campusone to openaccess:  Optimally 3 times/year (approx. May, September, and February) or twice per year (approx. August, February) for ETD's dated a year or more earlier.
-  - FINAL STEP: Send notification to Sue Mellin, Meghan and Erin Jerome when done.
+  - When everything is done: Send notification to Sue Mellin, Meghan and Erin Jerome.