Template for contents list in Excel for import into ASpace

Creating Spreadsheet from Template

1. Find the Excel spreadsheet template[1] for import at:
   L:\\LIBARC\LIBARC SHARED\Archives Cataloging and EAD\EAD\EAD Procedures\ASpace\ASpace contents list template for import
   
   
2. “Save as” with call number or accession number. If creating more than one spreadsheet for same collection (for example each series or part is being imported separately) add a distinguishing identifier.
   
   
3. Not all columns of the template require data, however, DO NOT delete any columns. Any columns not required to have any data have been reduced in width to only display columns in which data may be required.
   
   
4. Row 1: Replace with title of collection (and series or Part if applicable).
   
   
5. Row 2-5: DO NOT edit or delete, there are identifying information and instructions in these rows.
   
   
6. Row 6: Start input of information. See instructions for each column

General instructions for working in Excel

Copy repeated information in a column:

• Put cursor in lower right-hand corner of the cell until you see a solid plus sign +
  
  
• Hold down left mouse button and drag down until last cell needed
  
  
• Multiple columns may be dragged down together by highlighting both cells, which will occur most often with columns C, G, H, P, Y, Z, AA, and AC.
  
  
• If copying numbers sometimes it will auto-fill instead of copying the number. For example, instead of ‘1’ in all the cells it will fill in as ‘1, 2, 3, 4, …’. Sometimes this is acceptable, otherwise to fix there should be a square box in the lowest right corner of last cell (Auto fill options), click on the list and select “Copy Cells”.

If doing a range of numbers which could also be confused with a date be cell the cell is set as “Text” in the number field.

If rows need to be moved around this can be done as in any spreadsheet, or may be done after import into ASpace using the “Enable Reorder Mode

When entering a film call number which starts with a zero, such as AF 039, change the cell to be "Text"

Import spreadsheet into ASpace:

1. Once spreadsheet input is finished, review for any empty fields under EAD ID (column C), Hierarchical Relationship (column G), Description level (Column H)
   
   
2. Open Resource Record in ASpace; if none then create new Resource Record. See ArchivesSpace – Resource – Collection Level Description
3. While on collection level page (top of hierarchal list, highlighted light blue), select Load via Spreadsheet which is above the hierarchical list between “Add Child” and “Rapid Data Entry”
   
   
4. + Select File; Import Archival Objects is highlighted blue
   
   
5. Name of file should appear next to “+Select File”
   
   
6. Import from SpreadSheet
   
   
7. New tab will open while it runs a “bulk_import_job”
   
   
8. Log will fill with green text for each row; if there is an error it will appear here
   
   
9. “The job has completed” should appear in the left column in green above “Refresh Page”
   1. If the job failed (whole or in part) the Log will report the Row and error. Only the rows which did not fail will appear in ASpace. For example:
      

      Row 156:  ERROR Row 156 will not be processed due to errors: This row is missing BOTH an EAD ID and URI

      Row 157:  ERROR No Archival Object created

   2. Fix errors in spreadsheet and re-import

10. Refresh Page
    
    
11. Scan log for line errors; Ctrl + F search on "error" should help.
           a. If there are no line errors, then continue to step 12
           b. If there are line errors, note lines and fix in spreadsheet. A blank field in Hierarchical Relationship may cause several rows below to not import, so there may only be one mistake in the spreadsheet.
           c. In ASpace delete section (series, part, etc.) which was imported. Deleting the top level of spreadsheet in ASpace will delete everything below hierarchically but not anything above or at the same level.
           d. Re-import
    
    
12. Close window and return to original ASpace window (the Load Spreadsheet box may still be there, just close this window.)
    
    
13. The spreadsheet should add at the end of the contents list.

*If a large collection better to do by series or part (accession) as it can take some time to import and if there are any errors it is better to have less than more. Although errors are likely to appear right away. For example, a 1000 rows will take around 5 minutes.