[Archivesspace_Users_Group] Digital objects import with incorrect Published value

[Wendy Scheir]

Thanks, Corey--glad to hear this! Will this be included in the upcoming
3.2.0 release?

On Tue, Jan 11, 2022 at 12:14 PM Corey Schmidt <Corey.Schmidt at uga.edu>
wrote:

> Hey Wendy,
>
> I believe there is a JIRA ticket about adding the File Version publish
> column to the spreadsheet importer:
> https://archivesspace.atlassian.net/jira/software/c/projects/ANW/issues/ANW-1158
>
> It looks like it’s being worked on by the team and has gone through
> testing. I posted the ticket awhile back because we found this to be a
> frustrating experience for us as well, except not with the PUI but with
> EAD.xml exports. It doesn’t solve Julie’s original issue of logical vs.
> text based TRUE/FALSE inputs, but if there isn’t a JIRA ticket for that
> already, we can put one in.
>
> Corey
>
>
>
> *From:* archivesspace_users_group-bounces at lyralists.lyrasis.org <
> archivesspace_users_group-bounces at lyralists.lyrasis.org> *On Behalf Of *Wendy
> Scheir
> *Sent:* Tuesday, January 11, 2022 11:49 AM
> *To:* Archivesspace Users Group <
> archivesspace_users_group at lyralists.lyrasis.org>
> *Subject:* Re: [Archivesspace_Users_Group] Digital objects import with
> incorrect Published value
>
>
>
> [EXTERNAL SENDER - PROCEED CAUTIOUSLY]
>
> Hi,
>
>
>
> I wanted to clarify and expand upon the email I sent yesterday regarding
> our current (proposed) use of Digital Objects in ArchivesSpace and the
> related issues that we've encountered when importing DOs using the
> importer. My thought is that perhaps there are others out there who are
> working on a similar or related workflow issue who may have some
> suggestions for us.
>
>
>
> When we have a digital object publicly available on our external digital
> collections site and we wish to provide a link to that object from the
> component (archival object) level in the ASpace PUI:
>
>
>
> We leave *Publish? *unchecked *(that is Publish? = FALSE) *in the Basic
> Information section, but we *do *click *Publish? *in the File Version
> section:
>
>
>
>
>
>
> In the PUI, the above looks like this:
>
>
>
> Here, what we wanted was the link out to the digital object on the
> external site. The reason we do not click *Publish? *in the Basic
> Information section is because we believe users find it confusing when
> there are two disconnected references to digital objects within the
> component record.
>
>
>
> This is what the PUI looks like if both *Publish? *fields are clicked
> (both are TRUE):
>
> [image: image.png]
>
>
>
> Clicking FALSE under Basic Information suppresses the link to the Digital
> Object record in ASpace.
>
>
>
> However, the import spreadsheet has a single field for Publish and the
> File Version field inherits the imported selection for the Basic Info
> field, and does not provide the option to mark the Basic Information field
> FALSE and the File Version field TRUE:
>
>
>
>
>
> This means that we don't have the option to import a batch of digital
> objects in the same way that we want them to display, which results in
> having to manually edit DOs after import.
>
>
>
> Feel free to email me independently with any questions or if you'd like to
> continue this conversation offline.
>
>
>
> All best,
>
> Wendy
>
>
>
> ____________________________________
>
> *WENDY SCHEIR*
>
> director
> THE NEW SCHOOL ARCHIVES & SPECIAL COLLECTIONS
>
> 66 FIFTH AVENUE, NEW YORK, NY 10011
>
> scheirw at newschool.edu
> <https://www.newschool.edu/email-signature-generator/robinsa1@newschool.edu>
>
> *T* 212-229-5942
>
> Explore the Archives <http://archives.newschool.edu> | Digital
> Collections from the Archives
> <http://digitalarchives.library.newschool.edu/> | New School Histories
> <http://newschoolhistories.org/> | @tnsarchives
> <https://twitter.com/tnsarchives>
>
> [image: THE NEW SCHOOL]
>
>
>
>
>
> On Mon, Jan 10, 2022 at 7:15 PM Wendy Scheir <scheirw at newschool.edu>
> wrote:
>
> I think a related or adjacent issue to this is that there are 2 separate
> *Publish?* fields for each Digital Object record, but the import
> spreadsheet has the option to select TRUE/FALSE for only 1 of them.
>
>
>
> The way we're using DOs, sometimes (often, actually) we want one=TRUE and
> the other=FALSE within a single record.
>
>
>
> Wendy
>
>
>
> The New Archives and Special Collections
>
>
>
> On Mon, Jan 10, 2022, 5:11 PM Wetherill, Julie M. <
> julie_wetherill at harvard.edu> wrote:
>
> Hi everyone,
>
>
>
> In August 2021, a list message
> <http://lyralists.lyrasis.org/mailman/htdig/archivesspace_users_group/2021-August/008619.html>
> from Benn Joseph at Northwestern UL described their trouble getting
> incorrect Publish values when importing digital objects via spreadsheet.
> Harvard migrated to v3.0.2 in Fall 2021 and we also have this problem. It
> seems like the ASpace code that interprets the incoming spreadsheet data is
> being extra picky about the Type value of the “publish” (Publish Digital
> Object Record) attribute that is supplied in the spreadsheet.
>
>
>
> If the archivist uses the TRUE/FALSE controlled values provided in the
> official template on github (bulk_import_DO_template.xlsx), digital objects
> load with the correct “publish” values and their PUI display looks good.
> When I run the TYPE function on these values, I get type 4 (logical value).
>
>
>
> But sometimes, an archivist will paste in TRUE/FALSE values copied from
> another file (especially true in high volume automated workflows). At a
> glance these TRUE/FALSE values look identical but they aren’t. I noticed
> that these values are left aligned in the cell, rather than centered as
> Excel does to indicate a logical TRUE or FALSE. And when I run the TYPE
> function on a cell with these values I get type 2 (text). Seems like ASpace
> wants only the logical TRUE/FALSE. An imported digital object that has the
> text value TRUE for “publish” will be set to the default FALSE
> (unpublished). When this happens in high volume it’s a mess to clean up.
> And despite being marked Published=FALSE in staff mode, in the PUI, these
> digital objects are partially displaying. By that I mean, there is no
> digital link but the DO’s are labeled DIGITAL and display in the PUI list
> of digital objects.
>
>
>
> I guess the work-around is user education (warn users to only supply
> logical TRUE/FALSE). But I’d prefer we tweaked ASpace code to accept either
> the logical or text value of TRUE/FALSE as I suspect used to be the case
> when spreadsheet import was plugin-based.
>
>
>
> Regards. –julie
>
>
>
> Julie Wetherill
>
> HUIT Library Technology Services
>
> Harvard University
>
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