[Archivesspace_Users_Group] Excel Import Question

Fri Jun 23 15:18:09 EDT 2023

Hi David,

If the agent or subject currently exists in the system, you have to use the ID, you cannot put in a partial name or word and expect the system to recognize which record you are referencing. Afterall, if you have multiple records with the same word as part of the record title it would be impossible to rectify, hence you need the UID. If the agent or subject record is new to the system you can add the full title in the importer and a new record will be created, however, you then have to go into ASpace to fill in the remaining fields for that agent or subject record. If you are adding many new records, there is the LCNAF importer<https://archivesspace.atlassian.net/wiki/spaces/ArchivesSpaceUserManual/pages/894533770> (if you use that)  consider bulk importing those first, acquiring their UIDs and then using the UID in the bulk importer for your resource records and/or components. It is not ideal but if you Browse Agents/subjects you can see the URI which containers the UID. If you cannot see that, then you will need to go into your preferences and change/add column to include the URI. After that you can copy and paste just the number or download the list and use excel to extract the numbers if you are doing bulk stuff. Sometimes you must look at workarounds to get what you want. Hope this all makes sense and answers your questions.

Cheers,
[cid:image001.png at 01D9A5E4.DC2C5640]                                              [cid:image002.jpg at 01D9A5E4.DC2C5640]
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From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Mendoza, David
Sent: Tuesday, June 13, 2023 4:01 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Excel Import Question

[EXTERNAL]
Hi All,
Reopening my query regarding Agent Links.  Can the excel import spreadsheet link to existing Agents?  I assume yes, but can the Primary Part of the Name be used to create a link or are record IDs required in some way?  I don't see any required cells for agents in the spreadsheet.

Also, forgive me if asked before, but are container profiles linkable?  I don't see the option in the spreadsheet to specify container profiles.

Thanks again in advance to anyone who might know.
David

From: Mendoza, David
Sent: Wednesday, May 24, 2023 1:59 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: RE: [Archivesspace_Users_Group] Excel Import Question

Thanks Valerie.  Maybe its my version or user error, but the importer is not taking action relative to the level I select for a resource.  I downloaded the attached file from the help site, but maybe its an older version.  It is a pretty cool tool for new adds though.

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Valerie Addonizio
Sent: Wednesday, May 24, 2023 12:43 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Excel Import Question

David,

It is correct that that importer only creates new records, however they do not have to be for the collection and you can add children to series. The importer takes action at whatever level of the hierarchy is selected when you create the import job. If you're on a Resource record with no existing children, there is only one option (the resource) and in that case you will always get children of that resource; but if you're on a resource with a series, and you're on the series level when you click to import, the archival objects should be created under that series.

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Mendoza, David
Sent: Wednesday, May 24, 2023 12:22 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Excel Import Question

Two more question to all as I get more familiar.  I'm on AS version 3.0.1.
It looks like regardless of what hierarchy level I select while editing a collection, all imports seem to default to a child of the collection.  Is this true for everyone?
Secondly, is it correct to assume that regardless of the level of entry, the import sheet only creates new records?  Ie, it will not add to existing series/children already created in AS, correct?

Thanks!
David

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Valerie Addonizio
Sent: Tuesday, May 23, 2023 4:40 PM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Excel Import Question

Hi David, any record's URI is available at the top of the record when in View mode. Look for it next to the Created and Last Modified information.

From: archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org> <archivesspace_users_group-bounces at lyralists.lyrasis.org<mailto:archivesspace_users_group-bounces at lyralists.lyrasis.org>> On Behalf Of Mendoza, David
Sent: Tuesday, May 23, 2023 1:21 PM
To: archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] Excel Import Question

Hi All,
Apologies if this is a cross post.  I've been experimenting with the excel import sheet.  This is kind of embarrassing, but I cannot locate the Resource URI for a given resource/collection.  I assumed it was the Identifier at the collection level, but I'm getting errors that do not recognize the Resource ID.  Alternatively, I used an EAD ID and it worked, but the hierarchy codes are causing errors unless I designate an archival object as level 1.  I'm not sure if hierarchy codes only work if a Resource ID is used.

I'm not sure if this is an issue with the excel sheet or just user error.  If any one has any advice or a youtube clip (I couldn't find one), it would greatly be appreciated.

Thanks!
David
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