[Archivesspace_Users_Group] Custom reports and no component level records showing in the PUI

[Nigel Bond]

HI all,

We have just upgraded to AS 3.2 and are experiencing a couple of issues in our 
test environment.

  1.  In the PUI, No component level records showing up, in the 'collection 
organisation view', or when we try to print a PDF inventory.  Only the upper 
hierarchy are showing (eg nothing below collection level).  Everything 
displayed correctly at the back-end.



  1.  I understand from the help menu, that we should have access to the 
'custom report template'.  All we can see is the usually report option when  
wishing to run reports. I was hoping someone could advise how we access the 
custom report option, which I understand was part of this version.

Any help or advice greatly appreciated.


Kind regards,

Nigel Bond

Dr. Nigel Bond (he/him)
Team Leader
Cultural Collections (Special Collections)
Waipapa Taumata Rau, University of Auckland

Special Collections: Celebrating 20 years

[cid:image001.png@01D8D338.A1205670]

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[Archivesspace_Users_Group] upgrade prep question

[Katerina Dimitriadou-Shuster]

Hello,

We are late in the game of upgrading from version 2 to 3, so I am hoping to 
benefit from shared past experiences.

What advice would you offer about preparing for an upgrade, and were there any 
notable changes or issues you came across when upgrading?

Thank you,
Katerina

Katerina Dimitriadou-Shuster
Assistant Director for Technical Services
Division of Rare and Manuscript Collections
Cornell University Library
2B Carl A. Kroch Library
Ithaca, NY 14853
Tel.: 607.255.2311
ad...@cornell.edu

Cornell University is located on the traditional homelands of the Gayogo̱hó꞉nǫ' 
(the Cayuga Nation). The Gayogo̱hó꞉nǫ' are members of the Haudenosaunee 
Confederacy, an alliance of six sovereign Nations with a historic and 
contemporary presence on this land. The Confederacy precedes the establishment 
of Cornell University, New York State, and the United States of America. We 
acknowledge the painful history of Gayogo̱hó꞉nǫ' dispossession, and honor the 
ongoing connection of Gayogo̱hó꞉nǫ' people, past and present, to these lands 
and waters.



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[Archivesspace_Users_Group] Bulk Import Template Note Label Issue

[Alina Sinetos]

Hello all,

I am having a small issue with the template for bulk importing archival objects 
(bulk_import_template.xlsx pulled from 
https://github.com/archivesspace/archivesspace/tree/master/templates). The 
template works perfectly for me all except for the note labels. Any labels I 
include in the spreadsheet do not appear in the resulting records. I noticed 
that the ability to set these note labels is a newer addition to the template. 
Do the labels need to be formatted a particular way? Have any other users 
experienced this same issue? Any advice would be much appreciated!

Thank you,
Alina


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Re: [Archivesspace_Users_Group] Cataloging framed portraits

[Matthews, Lopez (EOM)]

We are actually working on this now. I will share once we complete

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From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 on behalf of Nic 
Stanton-Roark 
Sent: Tuesday, September 27, 2022 9:49:48 AM
To: Archivesspace Users Group 
Subject: [Archivesspace_Users_Group] Cataloging framed portraits

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Hi all,

I am considering using ArchivesSpace to catalog some framed portraits, 
including of unidentified individuals, that we have physical custody of. Does 
anyone have a good example of either their own work or instances seen in the 
wild of framed portraits being cataloged through Aspace?


[https://lh3.googleusercontent.com/12NAXcrheA7ri8cNo3aTvszT839K7QkJwLdJFI39Drh8D9Rtvcu4l7Tz2l4VTffNa6gIbKSro9d-GR3HpzTjuuQv3gh20JEDEv3vPg8fbm0EVEaA_Rz1pgiLOPmlqh3tmgtOpmztVIQ0ULDX140z17GfqfZwMmpSbi_AMUfQ0shWaHx-rseuM7mKug]


NIC DON STANTON-ROARK

Archivist

Nicholson Library

o: 765.641.4285

He/Him


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[Archivesspace_Users_Group] Cataloging framed portraits

[Nic Stanton-Roark]

Hi all,

I am considering using ArchivesSpace to catalog some framed portraits,
including of unidentified individuals, that we have physical custody of.
Does anyone have a good example of either their own work or instances seen
in the wild of framed portraits being cataloged through Aspace?



NIC DON STANTON-ROARK

Archivist

Nicholson Library

o: 765.641.4285

He/Him

This message contains confidential information and is intended only for the
individual named. If you are not the named addressee you should not
disseminate, distribute or copy this email. Please notify the sender
immediately by email if you have received this email by mistake and delete
this email from your system.
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Re: [Archivesspace_Users_Group] [External] Collection item count?

[Corey Schmidt]

Hi Karen and Paul,

2 ways come to mind for me: 1) Using the database, if you have access to it. 2) 
Using the API.

For using the database, it would be the quickest and easiest provided you have 
access to it via your hosting provider. If you do and are familiar with SQL, 
something like the following would work:

SELECT * FROM archival_object WHERE root_record_id = 704 AND (level_id = 892 OR 
level_id = 890)

root_record_id is the ASpace ID for the resource you are trying to isolate. 
level_id is whether the archival object is a “item” or a “file” – in the 
example, it searches for objects with either “item” or “file” level. I use 
MySQL Workbench and it gets me the # of objects returned for a quick and easy 
count.

For using the API, you don’t need special permissions from your hosting 
provider, so you can access the API just as easily as you would any data from 
the staff interface. This would be more involved, as you would need to write a  
script to execute, but if you’re familiar with Python or something of the like, 
it can be done. There are 2 endpoints that would seem useful for this: Get the 
list of URIs of this published resource and all published archival objects 
contained 
within,
 or Fetch tree information for the top-level resource 
record.
 The first endpoint would be good for getting all items that are published in a 
collection, but may include archival objects that are Series, sub-Series, etc. 
(aka not real items) and it excludes unpublished items. The second gets top 
level items, but if you have series, sub-series with children, then you would 
have to iterate through each of those to get an accurate count of every item 
(published or unpublished). Thankfully that endpoint gives you the data to 
point to those series/parents of children as precomputed waypoints, I believe, 
but it’s the more involved of the 2 endpoints to get right. Here’s an 
example
 when I used that endpoint to get all item counts that were greater or equal to 
1000.

Paul’s way of doing it is straightforward and easy, so if that works, then 
that’s what I would recommend.

Hope this helps,

Corey

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Paul 
Sutherland
Sent: Friday, September 23, 2022 10:50 AM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] [External] Collection item count?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi Karen,
I would also like to know how to generate a report like this, but a quick 
approach in the meantime I've used before: export the collection as EAD, and 
search level="item" (or file, or whichever else) within the resulting EAD.
Best,
Paul

On Fri, Sep 23, 2022 at 10:35 AM Karen Urbec 
mailto:karen.ur...@whoi.edu>> wrote:
Hi Everyone,
I have what I thought would be a simple question, but it turns out is not so 
easy. I’m trying to get a complete item count from a collection, and I can’t 
see where that is listed or how to generate that report. I see where I can 
calculate the extent of each series, though those numbers don’t match what is 
in the series, so it’s unclear how that number is being calculated. This feels 
like such a simple question—I just want to know how many individual items are 
in a full collection, but we can’t seem to figure it out. Any help would be 
much appreciated!
Thanks,
Karen

Karen Urbec (she/her)
Institution Archivist, MBLWHOI Library
Data Library and 
Archives
Woods Hole Oceanographic Institution
266 Woods Hole Road, MS#8, Woods Hole, MA 02543
508-289-2269
ORCID


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