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changing_one_year_campus_access_titles_to_open_access [2020/04/27 18:58] ldegozzaldi |
changing_one_year_campus_access_titles_to_open_access [2020/04/27 19:25] ldegozzaldi [Changing one year campus access ETDs to open access in ScholarWorks] |
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- Click **Batch revise Excel** on left side of window. | - 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. | - 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 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. | - 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. | - 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__:** | **__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. | - **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. | - 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.** | - 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. | - 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. |
+ | //[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//. | ||