[Archivesspace_Users_Group] [External] Auto formatting with dates on Accession CSV import template

[Sarah Shepherd]

Hi Mary,

Thanks for the advice! Unfortunately, I have already tried all these steps and am having the same problem. When I change the format to text or general, it switches back to the date format once I typed in the date. When I chose the yyyy-mm-dd option under "type," it reverts to dd/mm/yyyy once I close the template to upload it. The details are in my previous email. I'm going to keep fiddling with it! We don't have that many with single dates so I might also just give up and add the single dates manually. Thanks.
Best,
Sarah

Sarah H. Shepherd
(she/her/hers)
Archivist
Scottish Rite Masonic Museum and Library
33 Marrett Road | Lexington, MA 02421
Phone: 781-457-4129 | Email: sshepherd at srmml.org


From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Mary Mellon
Sent: Thursday, May 4, 2023 11:54 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] [External] Auto formatting with dates on Accession CSV import template


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Hi Sarah,

If you aren't copying and pasting into the template-

For existing data in your spreadsheet, you could try selecting the cells with mis-formatted dates, right click, and select "Format Cells." Under the "Numbers" tab, select the category "Date", and choose the yyyy-mm-dd option under "Type."

Or if you are entering new data, you could just select the column and change its data type to "text" before entering your dates. They shouldn't autoformat after that.

[cid:image001.png at 01D97E9C.44F40120]

Best,

Mary

Mary Mellon (she/her)
Metadata Archivist
Rubenstein Rare Book and Manuscript Library
Duke University
mary.mellon at duke.edu<mailto:mary.mellon at duke.edu>



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 Bowers, Kate A.
Sent: Tuesday, May 2, 2023 12:16 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] [External] Auto formatting with dates on Accession CSV import template

I suspect that you are opening the template in MS Excel and then pasting. Is that correct?

If so, one work-around is to use the text import wizard in Excel, which allows you to format the data as it goes into the cells.  I generally just make all data I paste into Excel "text" so that Excel won't commit data horrors.

Before you start using the text import wizard, you need to enable it.
https://support.microsoft.com/en-us/office/text-import-wizard-c5b02af6-fda1-4440-899f-f78bafe41857#ID0EBBJ=Newer_versions<https://urldefense.com/v3/__https:/support.microsoft.com/en-us/office/text-import-wizard-c5b02af6-fda1-4440-899f-f78bafe41857*ID0EBBJ=Newer_versions__;Iw!!OToaGQ!r7PCl_RFoIDRI-KZBsTr5c60tFxpH_JZP90ufihUtbAaLTfZfbCM2Mj7QKkdnE1aYVLAcZsdGv21qapS1WBJGsyP_-6A$>

Once you have enabled it, you should get the option to use it when you click on the down arrow (I've circled it in orange here) beneath the "paste" button in Excel.

[cid:image002.jpg at 01D97E9C.44F40120]

Please let me know if this helps!

Kate

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 McLaughlin, Brianna Jean
Sent: Tuesday, May 2, 2023 11:18 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org<mailto:archivesspace_users_group at lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] [External] Auto formatting with dates on Accession CSV import template

Hi Sarah,

I think you may be encountering similar issues that I ran into with the accession csv template. I don't have the process I used written out in a way that's decipherable by anyone but me, but my colleague, Jeremy, and I talked about the errors I ran into with dates during this year's ArchivesSpace Member Forum. The Youtube video is here: https://www.youtube.com/watch?v=XRAUu58-Lgs&t=980s<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.youtube.com_watch-3Fv-3DXRAUu58-2DLgs-26t-3D980s&d=DwMFAg&c=WO-RGvefibhHBZq3fL85hQ&r=wwc_Z_TbmWbPFh7My2zRxmrGgCNO-71Fwzlmd8YZVUY&m=DRBsnG4ApmYGRxyNLUjaOhfOE2CHTIwktuM5Zw4c_ZjEwbgKTNeCvJ7ACCs-kXUv&s=gtC_DVg69q3wvWNgmx2kOW7FF963aS-_HLkPkpxnsPo&e=>. The information between 11:46-18:23 is probably most relevant to you.

It feels weird to direct you to my own presentation, but I hope it's helpful! Feel free to follow up with me if you have questions.

Bri McLaughlin, she/her/hers
Digital Collections Librarian
Indiana University
812-856-3321

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 Sarah Shepherd
Sent: Tuesday, May 2, 2023 9:10 AM
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Subject: [External] [Archivesspace_Users_Group] Auto formatting with dates on Accession CSV import template

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Hello,

I'm having some difficulty with the Accession CSV template autoformatting my dates into the incorrect format for ArchivesSpace. It is only a problem with a single date. For example, I will put in 1920-04-29 which is the proper ArchivesSpace format for date_1_begin. The Accession CSV template then autocorrects it to be 4/29/1920 turning the cell format into a Date format instead of the standard General format. When I switch the cell format back to General it turns the number into 7425. When I put the correct date (1920-04-29) back in, it again auto formats the cell to a Date format, so it goes back to 4/29/1920. Bizarrely, it does not do the same for another record which has 1865-11-27 as date_1_begin.

I tried to look up how to stop this auto formatting but have not found anything. I even tried setting the date format to English (South Africa) which has a date format of 1920-04-29, but when I save the document, it got rid of all the formatting and reverts to 4/29/1920. I have tried importing the template without saving so that it keeps the 1920-04-29 date format (set to the English (South Africa)) and it gives an error (#<ArgumentError: invalid byte sequence in UTF-8&gt) which I saw on a different post meant that there is incorrect formatting on the template. It goes without saying that when I tried to import the template with the date as 4/29/1920, it also did not work (though interestingly, returning the same error (#<ArgumentError: invalid byte sequence in UTF-8&gt) instead of an incorrect date error).

In another weird twist, the template does not get the (#<ArgumentError: invalid byte sequence in UTF-8&gt) when accession_accession_date autoformats its cell to date and ArchivesSpace can also deal with the import just fine with the incorrect date format of 3/29/2023 turning it into 2023/03/29 in the record in ArchivesSpace. Why the difference?

That was a lot of information, but as you can see, I've done some troubleshooting to try to figure out the issue and have only become more confused!

Has anyone else run into this issue with single dates? Are there any work arounds besides giving up on single dates when importing?

Grateful for any help,
Sarah

Sarah H. Shepherd
(she/her/hers)
Archivist
Scottish Rite Masonic Museum and Library
33 Marrett Road | Lexington, MA 02421
Phone: 781-457-4129 | Email: sshepherd at srmml.org<mailto:sshepherd at srmml.org>


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