Re: [Archivesspace_Users_Group] Query re search functionality - ArchivesSpace 3.1

[Isobel Johnstone]

Hi Joshua and Andrew,

Thanks for your helpful replies, we'll give these suggestions a try!

All the best,
Isobel

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Joshua 
D. Shaw
Sent: Wednesday, 15 December 2021 1:07 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Query re search functionality - 
ArchivesSpace 3.1

Hey Andrew

Pretty sure this does affect the typeahead sort (at least in the 3.x series). 
The 2.8.x were a bit buggy about this and I know I had to override the sort in 
an init for those for some types (definitely agents).

jds


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Andrew Morrison 
mailto:andrew.morri...@bodleian.ox.ac.uk>>
Sent: Tuesday, December 14, 2021 8:22 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Query re search functionality - 
ArchivesSpace 3.1


I don't think user preferences affect the drop-down displayed when you start 
typing. That's hardcoded to sort by title (I agree that relevance would be 
better.)



You could try prefixing with a Solr index field name. For example, to only list 
resources which have the word cheese in their title, not elsewhere, enter 
title:cheese in the Resource field.


How many hits you get back will also be influenced by the value of 
AppConfig[:solr_params] in your config.rb file. If your system isn't set up 
with 'q.op' => 'AND', or 'mm' => '100%', then the more terms you add the more 
hits you'll get. You can add + or - to terms to specify whether they must, or 
must not, be present for a record to match. For example +title:tennis 
-title:golf will list only records with titles containing the word tennis, 
excluding any whose titles contain the word golf.



Andrew.






On 14/12/2021 12:32, Joshua D. Shaw wrote:
Hi Isobel

In versions 2.8.0 (maybe 2.8.1) forward, there are additional options to set 
browse/search sort order that also affect the typeaheads. Go to the dropdown by 
your username in the top right and set the default sort column and direction in 
either the global or repo settings (depends on your need).

The sort column & direction defaults to title, ascending for pretty much 
everything which makes it really hard to find things in the typeaheads. I think 
the default should probably have been relevance, descending which is what I've 
set ours to.

Hope that helps,
Joshua


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 

 on behalf of Isobel Johnstone 
Sent: Monday, December 13, 2021 8:00 PM
To: 'Archivesspace Users Group' 

Subject: [Archivesspace_Users_Group] Query re search functionality - 
ArchivesSpace 3.1


Hi all,



We're in the process of upgrading from ArchivesSpace 2.1.2 to ArchivesSpace 
3.1.1. We've noticed some differences in search functionality, notably when 
searching for Resources/Accessions in Top Containers ("Manage Top Containers" 
-> searching in the "Resource" or "Accession" fields).



e.g. Searching by Identifier or Title in our current instance brings up the 
relevant collection at the top search result; when we perform the same searches 
in AS 3.1, the relevant collection appears very low down the dropdown list of 
search results, or not at all. Searching in inverted commas doesn't make a 
noticeable difference.



Has anyone else experienced this? And any tips about how to improve the search 
results?



Thanks for your help,

Isobel





Dr Isobel Johnstone  | Archival Processing team | Collection Management | 
National Library of Australia



The National Library of Australia (NLA) acknowledges Australia's First Nations 
Peoples - the First Australians - as the Traditional Owners and Custodians of 
this land and gives respect to the Elders - past and present - and through them 
to all Australian Aboriginal and Torres Strait Islander people.

[A close up of a logo 
Description automatically 
generated]



nla.gov.au

Re: [Archivesspace_Users_Group] Digital Object Edit Batch

[Joshua D. Shaw]

So you don't have API access? Can you install a plugin? Or is AS so locked down 
that those are also no gos?

Both of those would allow you to do direct updates. API would be easier, but 
you can also write data migrations in a plugin.

Joshua


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Pryse, 
JA 
Sent: Thursday, December 16, 2021 4:32 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Object Edit Batch


Bad news is that I ONLY have access via staff side. Our instance is maintained 
by the university IT and its like an act of congress (get it, congressional 
archives…ha) to get them to do anything with AS.



In file_version/file_uri: http://oucac.access.preservica.com/archive/sdb%3|9cdc92af-sdasdasdwww-15bfvd/>Preservica
 Access





From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Thursday, December 16, 2021 3:15 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Object Edit Batch





How are the links encoded ? In file_version/file_uri ?

If that is the case it should be easy to change in MySQL.

( Note that if you make changes to the database via MySQL rather than the API, 
you will need to trigger a full reindex, as going thru the backdoor doesn’t 
trigger an individual resource reindex. )



— Steve.





On Dec 16, 2021, at 4:03 PM, Pryse, JA mailto:japr...@ou.edu>> 
wrote:



Hello everyone, I need to batch edit a bunch of digital objects that contain 
links to an internal content management system. I know that I can import data 
that created new digital objects and have played around with trying to ‘update’ 
the files with no luck (in a batch or bulk sense). There are thousands of DOs 
that need to be edited and cannot do this one at a time. Also, I cannot break 
the link in anyway shape or form as it does cause a mess. I have copied all of 
the exported data with links and such to the new CSV but, of course, it just 
wants to create new records and none of the information in the new csv will be 
unique to the catalog. I do not want to remove the records and then upload new 
ones (I did try this on a few) but this broke the links. I have no idea where 
to go from here.



Thanks,



JA Pryse, Curator and Senior Archivist III

Carl Albert Congressional Research and Studies Center

University of Oklahoma



Facebook: 
@CarlAlbertCenter

Twitter: 
@CarlAlbertCtr

YouTube: Congressional Archives Carl 
Albert



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[Archivesspace_Users_Group] Archival Object Edits Not Always Saving

[Alexander Duryee]

A user in our department has occasionally run into an issue where archival
object record edits won't save after clicking Save Archival Object.  This
issue is not reliably repeatable, but is not infrequent either.  I've
watched them reproduce the error (open an AO, make an edit to a note, click
Save Archival Object on the left sidebar, the old data appears on the new
page), and there doesn't appear to be anything unusual in the process.

When I checked the logs, the unedited record seems to be POSTed back, as if
they did not change the record at all.  I didn't see any errors, or
anything amiss in general, around the POST.

Is there anything that could be causing this?  As far as I'm aware, it only
impacts one user, although it's possible that others have the same issue
but haven't said anything.

Thanks,
--Alex

-- 
Alexander Duryee
Manager, Archival Metadata
New York Public Library
(917)-229-9590
alexanderdur...@nypl.org
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Re: [Archivesspace_Users_Group] Digital Object Edit Batch

[Pryse, JA]

Bad news is that I ONLY have access via staff side. Our instance is maintained 
by the university IT and its like an act of congress (get it, congressional 
archives…ha) to get them to do anything with AS.

In file_version/file_uri: http://oucac.access.preservica.com/archive/sdb%3|9cdc92af-sdasdasdwww-15bfvd/>Preservica
 Access


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Thursday, December 16, 2021 3:15 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Object Edit Batch


How are the links encoded ? In file_version/file_uri ?
If that is the case it should be easy to change in MySQL.
( Note that if you make changes to the database via MySQL rather than the API, 
you will need to trigger a full reindex, as going thru the backdoor doesn’t 
trigger an individual resource reindex. )

— Steve.



On Dec 16, 2021, at 4:03 PM, Pryse, JA mailto:japr...@ou.edu>> 
wrote:

Hello everyone, I need to batch edit a bunch of digital objects that contain 
links to an internal content management system. I know that I can import data 
that created new digital objects and have played around with trying to ‘update’ 
the files with no luck (in a batch or bulk sense). There are thousands of DOs 
that need to be edited and cannot do this one at a time. Also, I cannot break 
the link in anyway shape or form as it does cause a mess. I have copied all of 
the exported data with links and such to the new CSV but, of course, it just 
wants to create new records and none of the information in the new csv will be 
unique to the catalog. I do not want to remove the records and then upload new 
ones (I did try this on a few) but this broke the links. I have no idea where 
to go from here.

Thanks,

JA Pryse, Curator and Senior Archivist III
Carl Albert Congressional Research and Studies Center
University of Oklahoma

Facebook: @CarlAlbertCenter
Twitter: @CarlAlbertCtr
YouTube: Congressional Archives Carl 
Albert

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Re: [Archivesspace_Users_Group] Digital Object Edit Batch

[Valerie Addonizio]

Steve,  a happy trick is to SET system_mtime = NOW() when updating the db, with 
credit back to the Tech 
Doc 
writers for that lovely tip.


From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of 
Majewski, Steven Dennis (sdm7g)
Sent: Thursday, December 16, 2021 4:15 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Digital Object Edit Batch


How are the links encoded ? In file_version/file_uri ?
If that is the case it should be easy to change in MySQL.
( Note that if you make changes to the database via MySQL rather than the API, 
you will need to trigger a full reindex, as going thru the backdoor doesn’t 
trigger an individual resource reindex. )

— Steve.



On Dec 16, 2021, at 4:03 PM, Pryse, JA mailto:japr...@ou.edu>> 
wrote:

Hello everyone, I need to batch edit a bunch of digital objects that contain 
links to an internal content management system. I know that I can import data 
that created new digital objects and have played around with trying to ‘update’ 
the files with no luck (in a batch or bulk sense). There are thousands of DOs 
that need to be edited and cannot do this one at a time. Also, I cannot break 
the link in anyway shape or form as it does cause a mess. I have copied all of 
the exported data with links and such to the new CSV but, of course, it just 
wants to create new records and none of the information in the new csv will be 
unique to the catalog. I do not want to remove the records and then upload new 
ones (I did try this on a few) but this broke the links. I have no idea where 
to go from here.

Thanks,

JA Pryse, Curator and Senior Archivist III
Carl Albert Congressional Research and Studies Center
University of Oklahoma

Facebook: @CarlAlbertCenter
Twitter: @CarlAlbertCtr
YouTube: Congressional Archives Carl 
Albert

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Re: [Archivesspace_Users_Group] Digital Object Edit Batch

[Majewski, Steven Dennis (sdm7g)]

How are the links encoded ? In file_version/file_uri ? 
If that is the case it should be easy to change in MySQL. 
( Note that if you make changes to the database via MySQL rather than the API, 
you will need to trigger a full reindex, as going thru the backdoor doesn’t 
trigger an individual resource reindex. ) 

— Steve. 


> On Dec 16, 2021, at 4:03 PM, Pryse, JA  wrote:
> 
> Hello everyone, I need to batch edit a bunch of digital objects that contain 
> links to an internal content management system. I know that I can import data 
> that created new digital objects and have played around with trying to 
> ‘update’ the files with no luck (in a batch or bulk sense). There are 
> thousands of DOs that need to be edited and cannot do this one at a time. 
> Also, I cannot break the link in anyway shape or form as it does cause a 
> mess. I have copied all of the exported data with links and such to the new 
> CSV but, of course, it just wants to create new records and none of the 
> information in the new csv will be unique to the catalog. I do not want to 
> remove the records and then upload new ones (I did try this on a few) but 
> this broke the links. I have no idea where to go from here.
>  
> Thanks, 
>  
> JA Pryse, Curator and Senior Archivist III
> Carl Albert Congressional Research and Studies Center
> University of Oklahoma
>  
> Facebook: @CarlAlbertCenter 
> Twitter: @CarlAlbertCtr 
> YouTube: Congressional Archives Carl Albert 
> 
>  
> ___
> Archivesspace_Users_Group mailing list
> Archivesspace_Users_Group@lyralists.lyrasis.org 
> 
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group 
> 


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[Archivesspace_Users_Group] Digital Object Edit Batch

[Pryse, JA]

Hello everyone, I need to batch edit a bunch of digital objects that contain 
links to an internal content management system. I know that I can import data 
that created new digital objects and have played around with trying to 'update' 
the files with no luck (in a batch or bulk sense). There are thousands of DOs 
that need to be edited and cannot do this one at a time. Also, I cannot break 
the link in anyway shape or form as it does cause a mess. I have copied all of 
the exported data with links and such to the new CSV but, of course, it just 
wants to create new records and none of the information in the new csv will be 
unique to the catalog. I do not want to remove the records and then upload new 
ones (I did try this on a few) but this broke the links. I have no idea where 
to go from here.

Thanks,

JA Pryse, Curator and Senior Archivist III
Carl Albert Congressional Research and Studies Center
University of Oklahoma

Facebook: @CarlAlbertCenter
Twitter: @CarlAlbertCtr
YouTube: Congressional Archives Carl 
Albert

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Re: [Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Lara Michels]

Thanks, Valerie. I will try that.

Lara

Lara Michels
Head of Archival Processing
Bancroft Library
UC Berkeley
510-643-7163
lmich...@berkeley.edu



On Thu, Dec 16, 2021 at 10:11 AM Valerie Addonizio 
wrote:

> Hi Lara,
>
>
>
> Have you tried using the value and not the label? For example, Microfilm
> Box may be the label, but microfilm_box the value. Try using the latter if
> you haven’t already.
>
>
>
> *From:* archivesspace_users_group-boun...@lyralists.lyrasis.org <
> archivesspace_users_group-boun...@lyralists.lyrasis.org> *On Behalf Of *Dan
> Michelson
> *Sent:* Thursday, December 16, 2021 12:59 PM
> *To:* Archivesspace Users Group <
> archivesspace_users_group@lyralists.lyrasis.org>
> *Subject:* Re: [Archivesspace_Users_Group] Archival object spreadsheet
> importer and Container Type dropdown
>
>
>
> Hi Lara,
>
>
>
> Container types are managed through a controlled values list, not the yml
> file.  Are there values in that list that are not working with the importer?
>
>
>
> All the best,
>
>
>
> Dan
>
>
>
> On Thu, Dec 16, 2021 at 12:54 PM Lara Michels 
> wrote:
>
> Hi all,
>
>
>
> I wonder if anyone can advise us on an issue we are encountering with the
> spreadsheet importer for archival objects. There are values for "container
> type" available in our yml file that the spreadsheet importer does not seem
> to recognize. This causes the import to fail. In other words, some "top
> container type" values in the spreadsheet work fine and others do not (even
> though all of them are in the yml file and work perfectly fine when we
> assign them within the instance subrecord). They just don't work in the
> spreadsheet importer, which gives us a message that the system does not
> recognize some values. Any ideas why this might be happening? I cannot see
> anything in the formatting of these values that should be an issue.
>
>
>
> Lara
>
>
> Lara Michels
>
> Head of Archival Processing
>
> Bancroft Library
>
> UC Berkeley
>
> 510-643-7163
>
> lmich...@berkeley.edu
>
>
>
> ___
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> Archivesspace_Users_Group@lyralists.lyrasis.org
> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>
>
>
> --
>
> Dan Michelson
>
> Collections Archivist
>
> Smith College Special Collections
>
>
>
> For current library access and services details, see Library Services
> During COVID-19
> .
> ___
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Re: [Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Valerie Addonizio]

A screenshot may be helpful, this view from System > Manage Controlled Value 
Lists > container_type

[cid:image001.png@01D7F27E.F6E76580]

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Valerie 
Addonizio
Sent: Thursday, December 16, 2021 1:12 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Archival object spreadsheet importer 
and Container Type dropdown

Hi Lara,

Have you tried using the value and not the label? For example, Microfilm Box 
may be the label, but microfilm_box the value. Try using the latter if you 
haven’t already.

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Dan Michelson
Sent: Thursday, December 16, 2021 12:59 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Archival object spreadsheet importer 
and Container Type dropdown

Hi Lara,

Container types are managed through a controlled values list, not the yml file. 
 Are there values in that list that are not working with the importer?

All the best,

Dan

On Thu, Dec 16, 2021 at 12:54 PM Lara Michels 
mailto:lmich...@berkeley.edu>> wrote:
Hi all,

I wonder if anyone can advise us on an issue we are encountering with the 
spreadsheet importer for archival objects. There are values for "container 
type" available in our yml file that the spreadsheet importer does not seem to 
recognize. This causes the import to fail. In other words, some "top container 
type" values in the spreadsheet work fine and others do not (even though all of 
them are in the yml file and work perfectly fine when we assign them within the 
instance subrecord). They just don't work in the spreadsheet importer, which 
gives us a message that the system does not recognize some values. Any ideas 
why this might be happening? I cannot see anything in the formatting of these 
values that should be an issue.

Lara

Lara Michels
Head of Archival Processing
Bancroft Library
UC Berkeley
510-643-7163
lmich...@berkeley.edu

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--
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services During 
COVID-19.
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Re: [Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Lara Michels]

Hi Dan,

Well, yes, we manage our container types in our controlled value lists. I
do use the yaml enums file to control the display value of all values in
the controlled value lists. So the yaml enums file will, for example,
contain values for container type like "oversize_box" with a translation
value of Oversize-box (because we want to use appropriate yaml language but
also want to control how our dropdown values display). All of the values
that the importer are rejecting are in the controlled value lists.

Lara
Lara Michels
Head of Archival Processing
Bancroft Library
UC Berkeley
510-643-7163
lmich...@berkeley.edu



On Thu, Dec 16, 2021 at 9:59 AM Dan Michelson  wrote:

> Hi Lara,
>
> Container types are managed through a controlled values list, not the yml
> file.  Are there values in that list that are not working with the importer?
>
> All the best,
>
> Dan
>
> On Thu, Dec 16, 2021 at 12:54 PM Lara Michels 
> wrote:
>
>> Hi all,
>>
>> I wonder if anyone can advise us on an issue we are encountering with the
>> spreadsheet importer for archival objects. There are values for "container
>> type" available in our yml file that the spreadsheet importer does not seem
>> to recognize. This causes the import to fail. In other words, some "top
>> container type" values in the spreadsheet work fine and others do not (even
>> though all of them are in the yml file and work perfectly fine when we
>> assign them within the instance subrecord). They just don't work in the
>> spreadsheet importer, which gives us a message that the system does not
>> recognize some values. Any ideas why this might be happening? I cannot see
>> anything in the formatting of these values that should be an issue.
>>
>> Lara
>>
>> Lara Michels
>> Head of Archival Processing
>> Bancroft Library
>> UC Berkeley
>> 510-643-7163
>> lmich...@berkeley.edu
>>
>> ___
>> Archivesspace_Users_Group mailing list
>> Archivesspace_Users_Group@lyralists.lyrasis.org
>> http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group
>>
>
>
> --
> Dan Michelson
> Collections Archivist
> Smith College Special Collections
>
> For current library access and services details, see Library Services
> During COVID-19
> .
> ___
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>
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Re: [Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Valerie Addonizio]

Hi Lara,

Have you tried using the value and not the label? For example, Microfilm Box 
may be the label, but microfilm_box the value. Try using the latter if you 
haven’t already.

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Dan 
Michelson
Sent: Thursday, December 16, 2021 12:59 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] Archival object spreadsheet importer 
and Container Type dropdown

Hi Lara,

Container types are managed through a controlled values list, not the yml file. 
 Are there values in that list that are not working with the importer?

All the best,

Dan

On Thu, Dec 16, 2021 at 12:54 PM Lara Michels 
mailto:lmich...@berkeley.edu>> wrote:
Hi all,

I wonder if anyone can advise us on an issue we are encountering with the 
spreadsheet importer for archival objects. There are values for "container 
type" available in our yml file that the spreadsheet importer does not seem to 
recognize. This causes the import to fail. In other words, some "top container 
type" values in the spreadsheet work fine and others do not (even though all of 
them are in the yml file and work perfectly fine when we assign them within the 
instance subrecord). They just don't work in the spreadsheet importer, which 
gives us a message that the system does not recognize some values. Any ideas 
why this might be happening? I cannot see anything in the formatting of these 
values that should be an issue.

Lara

Lara Michels
Head of Archival Processing
Bancroft Library
UC Berkeley
510-643-7163
lmich...@berkeley.edu

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--
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services During 
COVID-19.
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Re: [Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Dan Michelson]

Hi Lara,

Container types are managed through a controlled values list, not the yml
file.  Are there values in that list that are not working with the importer?

All the best,

Dan

On Thu, Dec 16, 2021 at 12:54 PM Lara Michels  wrote:

> Hi all,
>
> I wonder if anyone can advise us on an issue we are encountering with the
> spreadsheet importer for archival objects. There are values for "container
> type" available in our yml file that the spreadsheet importer does not seem
> to recognize. This causes the import to fail. In other words, some "top
> container type" values in the spreadsheet work fine and others do not (even
> though all of them are in the yml file and work perfectly fine when we
> assign them within the instance subrecord). They just don't work in the
> spreadsheet importer, which gives us a message that the system does not
> recognize some values. Any ideas why this might be happening? I cannot see
> anything in the formatting of these values that should be an issue.
>
> Lara
>
> Lara Michels
> Head of Archival Processing
> Bancroft Library
> UC Berkeley
> 510-643-7163
> lmich...@berkeley.edu
>
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-- 
Dan Michelson
Collections Archivist
Smith College Special Collections

For current library access and services details, see Library Services
During COVID-19
.
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[Archivesspace_Users_Group] Archival object spreadsheet importer and Container Type dropdown

[Lara Michels]

Hi all,

I wonder if anyone can advise us on an issue we are encountering with the
spreadsheet importer for archival objects. There are values for "container
type" available in our yml file that the spreadsheet importer does not seem
to recognize. This causes the import to fail. In other words, some "top
container type" values in the spreadsheet work fine and others do not (even
though all of them are in the yml file and work perfectly fine when we
assign them within the instance subrecord). They just don't work in the
spreadsheet importer, which gives us a message that the system does not
recognize some values. Any ideas why this might be happening? I cannot see
anything in the formatting of these values that should be an issue.

Lara

Lara Michels
Head of Archival Processing
Bancroft Library
UC Berkeley
510-643-7163
lmich...@berkeley.edu
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