Click Batch revise Excel on left side of window.
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 “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 “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 “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, 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 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 the copy spreadsheet.
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.