Re: [Archivesspace_Users_Group] Bulk Import Template Note Label Issue

[McLaughlin, Brianna Jean]

Hi Brett,

I opened a ticket about 
the note label behavior shortly after sending my initial e-mail to this 
listserv. I learned that, though the note label columns are in the bulk AO csv 
spreadsheet, the functionality to import note labels was only just published in 
most recent release candidate (3.4.0). I tested this earlier this week on the 
ArchivesSpace test server and it worked as expected. So, once you update to 
3.4.x you should be able to import note labels without issues.

I hope this helps!

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

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Dion, 
Brett
Sent: Friday, May 5, 2023 10:44 AM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [External] Re: [Archivesspace_Users_Group] Bulk Import Template Note 
Label Issue

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Hello,

Noting both messages from Brianna Jean McLaughlin and Alina Sinetos, I've also 
wanted to import labels that I'm using for some note fields within a bulk 
import template. While all other fields import fine, the labels do not. Has 
there been any news on this?

Thanks. Good to be corresponding with this group after a few years have passed. 
I previously worked with ASpace at Brooklyn Historical Society.

Brett

[signature_1406032162]Brett Dion
Archivist and Digital Assets Mgr., Library & Archives
Wildlife Conservation Society
email: bd...@wcs.org
instagram: @wcsarchives | 
twitter: @arkivist
web: https://library.wcs.org | pronouns: he/him/his

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

[McLaughlin, Brianna Jean]

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=980s. 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-boun...@lyralists.lyrasis.org 
 On Behalf Of Sarah 
Shepherd
Sent: Tuesday, May 2, 2023 9:10 AM
To: archivesspace_users_group@lyralists.lyrasis.org
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) 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) instead of an incorrect date error).

In another weird twist, the template does not get the (#ArgumentError: 
invalid byte sequence in UTF-8) 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: ssheph...@srmml.org


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Re: [Archivesspace_Users_Group] Bulk Import Template Note Label Issue

[McLaughlin, Brianna Jean]

Hi Alina,

I just reported the same issue yesterday. Did you find a solution?

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Alina 
Sinetos
Sent: Tuesday, September 27, 2022 1:28 PM
To: archivesspace_users_group@lyralists.lyrasis.org
Subject: [External] [Archivesspace_Users_Group] Bulk Import Template Note Label 
Issue

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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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[Archivesspace_Users_Group] Note labels are not importing

[McLaughlin, Brianna Jean]

Hi everyone,

I have not been able to get note labels to import correctly using the bulk AO 
spreadsheet template. I'm using the template that is downloadable under Bulk 
Import Template within the gear menu on the top right of the screen. I see the 
columns for labels that I believe are new for AS 3.3.0, but no labels will 
import even if I put data in there. I was able to get this to work a couple 
months ago, and I don't think I'm doing anything different. Am I missing 
something?

Thanks in advance!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] Delay publishing resources

[McLaughlin, Brianna Jean]

Hi,

These are both great options-thank you!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Herbert, 
Kate F
Sent: Wednesday, March 8, 2023 8:19 AM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] Delay publishing resources

You don't often get email from 
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You can also do something similar using rights statements, maybe as Right Type 
Other than Donor. You can add a start and end date and then run a report (the 
custom reports have this option) by end date. This will also allow you to add 
notes. We use this to track records that have statutory confidentially which 
only last a period of time, or when records move from agency controlled to 
public.

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Blake Carver
Sent: Tuesday, March 7, 2023 7:22 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] Delay publishing resources

EXTERNAL: This email originated from outside of the State of Maine Mail System. 
Do not click links or open attachments unless you recognize the sender and know 
the content is safe.
Maybe stick a date in a user defined field, call that "Publish After" and then 
run a report on that once a quarter and look for those dates?


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of McLaughlin, Brianna Jean mailto:brijm...@iu.edu>>
Sent: Tuesday, March 7, 2023 4:27 PM
To: 'Archivesspace_Users_Group@lyralists.lyrasis.org' 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Delay publishing resources


Hi everyone,



Sorry, I have been sending a lot of e-mails to this list lately!



A collection manager at my institution asked if there was a way to delay 
publication in ArchivesSpace. We host many political papers, so those finding 
aids cannot be public until a certain date. I'm 99.9% positive that 
ArchivesSpace doesn't have this functionality, and I'm not sure how sustainable 
it would even be if it were possible. With that said, do any of you have 
workflows in place (in or outside of ArchivesSpace) to automate publishing 
finding aids for similar reasons?



Thanks,



Bri McLaughlin, she/her/hers

Visiting Metadata Services Librarian

Indiana University

812-856-3321


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[Archivesspace_Users_Group] Delay publishing resources

[McLaughlin, Brianna Jean]

Hi everyone,

Sorry, I have been sending a lot of e-mails to this list lately!

A collection manager at my institution asked if there was a way to delay 
publication in ArchivesSpace. We host many political papers, so those finding 
aids cannot be public until a certain date. I'm 99.9% positive that 
ArchivesSpace doesn't have this functionality, and I'm not sure how sustainable 
it would even be if it were possible. With that said, do any of you have 
workflows in place (in or outside of ArchivesSpace) to automate publishing 
finding aids for similar reasons?

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Accession inventories line breaks

[McLaughlin, Brianna Jean]

Hi everyone,

Has anyone found workarounds to not being able to use line breaks in accession 
inventories? We've ended up with massive text blocks and I'm not sure how soon 
they'll be fixed for 3.3.1.

Thanks in advance!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] [External] Number of search results

[McLaughlin, Brianna Jean]

Thank you both!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Valerie 
Addonizio
Sent: Friday, March 3, 2023 3:53 PM
To: Archivesspace Users Group 
Subject: Re: [Archivesspace_Users_Group] [External] Number of search results

There is also AppConfig[:default_page_size] = 10

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Holland, Andrew S
Sent: Friday, March 3, 2023 1:20 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: Re: [Archivesspace_Users_Group] [External] Number of search results

I believe it's in your config file:

AppConfig[:pui_search_results_page_size] = 10

Change 10 to the number you'd like to see on a page.

-Andrew


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of McLaughlin, Brianna Jean
Sent: Friday, March 3, 2023 11:56 AM
To: 'Archivesspace_Users_Group@lyralists.lyrasis.org' 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [External] [Archivesspace_Users_Group] Number of search results

Hi everyone,

Is there a way to customize how many results display when browsing/searching? 
We'd ideally like more than 10 hits. I don't see anything in preferences, but I 
might be missing something.

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Number of search results

[McLaughlin, Brianna Jean]

Hi everyone,

Is there a way to customize how many results display when browsing/searching? 
We'd ideally like more than 10 hits. I don't see anything in preferences, but I 
might be missing something.

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] BCE-CE inclusive dates in ArchivesSpace

[McLaughlin, Brianna Jean]

Hi everyone,

How do you all create a range of BCE-CE dates in ArchivesSpace at the finding 
aid and/or item level? Our ArcLight integration isn't cooperating with the 
"0001" begin date that a collection manager entered.

Thanks in advance!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] training a new staff member

[McLaughlin, Brianna Jean]

Hi,

We have created a number of resources to train folks at Indiana University. We 
have basic documentation, which is creating collection level information in 
ArchivesSpace as well as a general introduction to ArchivesSpace. We also have 
documentation for both the spreadsheet importer and Rapid Data Entry, as well 
as managing existing component lists in ArchivesSpace. Lastly, I've created 
complementary videos for the spreadsheet importer and Rapid Data Entry. 
Everything in our resource suite is a huge information dump, so many of our 
repositories (we have 26+) take the documentation we've created and pare it 
down for their purposes. We also have an unpublished training repository set up 
in ArchivesSpace that is specifically for practice.

I like to point new users to the ArchivesSpace YouTube channel. There are a lot 
of useful basic ArchivesSpace tutorials.

I hope that helps!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Herzog, 
Nina A.
Sent: Thursday, October 6, 2022 9:02 AM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] training a new staff member

You don't often get email from herz...@uncw.edu. Learn 
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Hello Tara,

My first experience with ArchivesSpace was in graduate school. After reading 
the manual, then working along with the staff, they showed me how to directly 
input data without using the spreadsheet. I have never used the spreadsheet and 
upload,  I find it much easier to do direct input instead of the spreadsheet, 
it eliminates any issues with the spreadsheet not uploading correctly.

Regards,

Nina Herzog
University Archives Library Specialist
William Madison Randall Library
University of North Carolina at Wilmington
601 South College Road
Wilmington, NC 28403

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of Tara Laver
Sent: Monday, October 3, 2022 12:01 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org
Subject: [Archivesspace_Users_Group] training a new staff member

Some people who received this message don't often get email from 
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important

[This email originated from outside of UNCW]
Hello,

I'm curious to learn how you have gone about introducing a new staff member to 
ArchivesSpace and training them. I have somebody starting who had a brief intro 
to it in school but has no real experience with it. Most of what they will be 
doing at first is resource record creation (multi-level) and loading via 
spreadsheet. I don't want to overwhelm but also think that because so much is 
interconnected that having a good sense of the bigger picture of how it all 
works would also be helpful. I'm trying to choose among the many training video 
options available on YouTube and from the help and tutorial pages. If you have 
suggestions on those for what has worked for you in the past or more generally 
how you have approached this, I would be grateful to hear.

Many thanks,
Tara Laver

Tara Z. Laver
(she/her/hers)
Senior Archivist
The Nelson-Atkins Museum of Art
4525 Oak Street
Kansas City, MO 64111
Office: 816.751.1354
tla...@nelson-atkins.org
www.nelson-atkins.org

[cid:image001.png@01D8D96C.EFEF4380]


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[Archivesspace_Users_Group] Calendar configurations

[McLaughlin, Brianna Jean]

Hi everyone,

A collection manager asked me if it was possible to configure the calendar 
options in ArchivesSpace to represent different calendar types. Not just in the 
date_calendar controlled value menu, but the actual calendar that pops up when 
you're entering dates. I'm fairly certain that isn't an out-of-the-box 
configuration option, but I was curious if anyone had created a plugin or other 
workaround for a similar situation.

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Customizing the accessions template

[McLaughlin, Brianna Jean]

Hi everyone,

We are starting to look into the Accessions module. The Accessions template 
looks pretty simple compared to the Harvard spreadsheet template we're using 
for importing components. Is it still possible to customize the spreadsheet 
without preventing a successful import? For example, could we add Agent fields 
by copy and pasting and adding a "_2"? Could we add more Event fields by 
following the same structure (ie accessions_deaccession_date). Generally, I'd 
love to hear any experimentation with customizing the Accessions template and 
what limits you've encountered.

We're on AS version 2.7.1, likely to be upgrading soon to 3.?

Thanks in advance!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] collection editing reports?

[McLaughlin, Brianna Jean]

Hi everyone,

For what it's worth, I opened a ticket awhile back about having access to 
editorial provenance. Feel free to comment or vote if you think it would be 
helpful in your situation.
https://archivesspace.atlassian.net/browse/ANW-1386

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Corey 
Schmidt
Sent: Monday, May 16, 2022 4:24 PM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] collection editing reports?

This message was sent from a non-IU address. Please exercise caution when 
clicking links or opening attachments from external sources.

Karen,

If you're running ArchivesSpace 3.2.0, you may be able to use the custom 
reports 
feature
 to get this info from the archival objects 
table,
 but someone else here might be able to confirm this as I haven't use it much 
myself. Attached links go to the Help Center.

If you're not on 3.2.0, you could get that info by querying the SQL database, 
searching specifically in the archival_object table looking at the fields: 
last_modified_by and system_mtime, sorting those by system_mtime to see the 
most recent changes.

The tricky bit is capturing ALL the archival objects (series, items, files, 
etc.) for that specific collection. Since you want to capture not just the 
top-level children (series), but all the items within those series recursively 
down, that means you have to build your query to look for archival objects 
whose parents and grandparents and up and up eventually link to that specific 
collection. In this case, you would be looking at the parent_id (the ASpace ID 
of the parent of the item you're looking at) and the root_record_id (the ID of 
the collection that ArchivesSpace assigned it, aka the end # of the URI 
repositories/2/resources/{root_record_id} fields.

I know I've come across this issue before, but I can't remember if I've built a 
query that can do this. Let me know if this is something you want to pursue and 
I can dig around to see if I have something.

Corey


Corey Schmidt
Special Collections Libraries | Project Management Librarian/Archivist



corey.schm...@uga.edu


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of Karen Urbec mailto:karen.ur...@whoi.edu>>
Sent: Monday, May 16, 2022 10:34 AM
To: 
archivesspace_users_group@lyralists.lyrasis.org
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] collection editing reports?

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi Everyone,
I have a question about running edit reports in ArchivesSpace. What I mean is, 
when looking at a large collection (with many series and items), is there a 
report I can run to see which items were last edited, and when, and by whom?
thanks!
Karen


Karen Urbec (she/her)

Institution Archivist, MBLWHOI Library

Woods Hole Oceanographic Institution

MS#8, phone:508-289-2269

https://orcid.org/-0001-6673-4478



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Re: [Archivesspace_Users_Group] Sharing/previewing Accession Records

[McLaughlin, Brianna Jean]

Hi Mike,

Thank you! This is helpful! What versions of ArchivesSpace is the plugin 
compatible with?

Best,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Rush, 
Michael
Sent: Tuesday, April 19, 2022 8:36 AM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] Sharing/previewing 
Accession Records

You don't often get email from 
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Hi Bri,

We have a similar use case at Yale. We often print our accession records to 
accompany new acquisitions through the processing and cataloging workflow. In 
order to save paper and print out reasonably formatted copies of accession 
records we contracted with Hudson Molonglo to develop a plugin. See 
https://github.com/hudmol/yale_accession_slips<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Fhudmol%2Fyale_accession_slips=05%7C01%7Cbrijmcla%40iu.edu%7Cbf0239a27d8f4657576008da22012edb%7C1113be34aed14d00ab4bcdd02510be91%7C0%7C0%7C637859686164059907%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C=F37%2FowME0shP3PgAtitN%2BDTtbt%2BAtCjles5GpBR6S9k%3D=0>.

The plugin adds a "Print accession record" option under the "More" menu in the 
accession record view. This creates a PDF of the accession record.

We make use of a number of user-defined fields in our accession records, and 
the layout of the PDF incorporates those, so this plugin might not work 
perfectly for your local implementation. But you could give it a try, or fork 
it and tweak it to meet your needs.

Best,

Mike

Michael Rush
Assistant Head of the Manuscript Unit
Beinecke Rare Book and Manuscript Library
Yale University
203-432-8123
[he | him | his]

Information for Booksellers: 
https://beinecke.library.yale.edu/information-booksellers<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbeinecke.library.yale.edu%2Finformation-booksellers=05%7C01%7Cbrijmcla%40iu.edu%7Cbf0239a27d8f4657576008da22012edb%7C1113be34aed14d00ab4bcdd02510be91%7C0%7C0%7C637859686164216112%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C=eBj0RZbujWNI8TKGwGWZgvLoqwFHVv8M48Bpgyry2WA%3D=0>
Information for Donors: 
https://beinecke.library.yale.edu/giving-beinecke-library<https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbeinecke.library.yale.edu%2Fgiving-beinecke-library=05%7C01%7Cbrijmcla%40iu.edu%7Cbf0239a27d8f4657576008da22012edb%7C1113be34aed14d00ab4bcdd02510be91%7C0%7C0%7C637859686164216112%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C=C7S3NlVrfK5AfKh4JrGOmxtOSNTA0%2FpSV0nARkueqbY%3D=0>



From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 On Behalf Of McLaughlin, Brianna Jean
Sent: Friday, April 15, 2022 2:51 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Sharing/previewing Accession Records

Hi everyone,

Could anyone share methods for sharing full Accession records outside of 
ArchivesSpace? We don't utilize the AS PUI, and we are not using any sort of 
endpoint for Accession records. Ideally, we would have something like a print 
preview that we could share. It doesn't look like any of the reports do this, 
and the Generate PDF function is only for Resources (at least for our version 
of AS 2.7.1).

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Sharing/previewing Accession Records

[McLaughlin, Brianna Jean]

Hi everyone,

Could anyone share methods for sharing full Accession records outside of 
ArchivesSpace? We don't utilize the AS PUI, and we are not using any sort of 
endpoint for Accession records. Ideally, we would have something like a print 
preview that we could share. It doesn't look like any of the reports do this, 
and the Generate PDF function is only for Resources (at least for our version 
of AS 2.7.1).

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Adding columns to Harvard spreadsheet importer

[McLaughlin, Brianna Jean]

Hi everyone,

Does anyone know if it's possible/ advisable to add columns to the spreadsheet 
template? For example, there are not columns for Note Labels in the spreadsheet 
even though the fields exist in ArchivesSpace.

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] [External] Re: User Defined Fields use cases

[McLaughlin, Brianna Jean]

Thank you all for the examples!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Kevin W. 
Schlottmann
Sent: Tuesday, March 1, 2022 2:52 PM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] User Defined Fields use 
cases

This message was sent from a non-IU address. Please exercise caution when 
clicking links or opening attachments from external sources.

Hi Bri,

On resource records, we use user-defined strings to store OCLC numbers, and 
have a little custom mapping that outputs these to the MARC 035 field.  We also 
have a user-defined controlled vocabulary list that we use to assign records to 
a collecting area (e.g. Literature, US History) that correspond to a curatorial 
area of strength.

BTW I love this thread - it's great to see how others are using these fields.

Best,

Kevin

On Tue, Mar 1, 2022 at 1:43 PM Corey Schmidt 
mailto:corey.schm...@uga.edu>> wrote:
Hey Bri,

We use User Defined Fields for our resource records to keep track of 
acquisition data from legacy catalog systems and practices. For instance:

integer_1: GALIN Accession Number - old old catalog
integer_2: GIL Accession Number – current catalog, but old practice
text_1: Arrival Status/Gift Information
text_4: Donor Information
date_1: Date Received

Corey

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
[mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>]
 On Behalf Of McLaughlin, Brianna Jean
Sent: Tuesday, March 1, 2022 12:30 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
Subject: [Archivesspace_Users_Group] User Defined Fields use cases

[EXTERNAL SENDER - PROCEED CAUTIOUSLY]
Hi all,

Would anyone mind sharing some uses cases for User Defined Fields on Resource 
or Accession records?

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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--
Kevin Schlottmann
Head of Archives Processing
Rare Book & Manuscript Library
Butler Library, Room 801
Columbia University
Pronouns: he/him/his
535 W. 114th St., New York, NY  10027
(212) 854-8483
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[Archivesspace_Users_Group] User Defined Fields use cases

[McLaughlin, Brianna Jean]

Hi all,

Would anyone mind sharing some uses cases for User Defined Fields on Resource 
or Accession records?

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Batch find and replace

[McLaughlin, Brianna Jean]

Hi,

Has anyone successfully used the batch find and replace function on 
ArchivesSpace? I've tried to use it to replace periods in Ref IDs with dashes. 
At the end of the job log, it says "All done, logging modified records" and 
lists the correct components as being edited. However, no changes occurred on 
the components.

I'd appreciate any input!

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Setting Ref ids

[McLaughlin, Brianna Jean]

Hi,

Could anyone confirm that they can set their own Ref ids (component 
identifiers) via spreadsheet import as of AS version 2.8.1? I know it works in 
the 3.1.1 Sandbox.

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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Re: [Archivesspace_Users_Group] [External] Re: Warnings for collection content in ArchivesSpace

[McLaughlin, Brianna Jean]

Hi,

Are you using the ArchivesSpace PUI? If so, you could change the standard note 
order in Preferences so General notes are on top. Granted, they will always be 
on top regardless of if it's a trigger warning note. We're using General notes 
with a "Harmful Language Statement" warning, or something along those lines. 
However, we use ArcLight for discovery which doesn't yet respect ArchivesSpace 
note order.

The plugin mentioned below would also be incredibly useful for folks using the 
PUI.

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Clair, 
Kevin
Sent: Wednesday, November 24, 2021 12:19 PM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] Warnings for collection 
content in ArchivesSpace

This message was sent from a non-IU address. Please exercise caution when 
clicking links or opening attachments from external sources.

My sense is that ArchivesSpace is so tied to EAD as a data model that a change 
to one couldn't happen without a change to the other. Right now it seems to me 
like the best solution for this would be to write a plugin that looks for 
either a user-defined text field with the content warning in it, or a general 
note with a specific label indicating a content warning, and displays it as an 
alert in the PUI.

I'd be curious to hear others' thoughts about this. It's definitely something 
we would use here.  -k

From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of James E. Cross mailto:jcr...@clemson.edu>>
Sent: Wednesday, November 24, 2021 12:07 PM
To: Archivesspace Users Group 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] Warnings for collection content in 
ArchivesSpace


Has anyone suggested a note for ArchivesSpace that would contain content or 
trigger warnings for the collection being described? The General note would 
tend to get lost among the other notes and both the Abstract and Scope and 
Content Notes do not seem to be quite right either. It would also be important 
that the note be at the beginning of the ArchivesSpace finding aid so a 
researcher could see it immediately rather than come further in the description 
(which they might not read).



James Edward Cross, C.A. CLEMSON UNIVERSITY

Manuscripts Archivist

Special Collections and Archives

Clemson University Libraries

Box 343001

Clemson, SC  29634-3001

Phone: (864) 656-5182

Website: 
http://library.clemson.edu/depts/specialcollections/

Pronouns: he/him/his


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Re: [Archivesspace_Users_Group] New School bulk update plugin error

[McLaughlin, Brianna Jean]

Thank you for the confirmation, Joshua!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

From: archivesspace_users_group-boun...@lyralists.lyrasis.org 
 On Behalf Of Joshua 
D. Shaw
Sent: Wednesday, August 4, 2021 4:54 PM
To: Archivesspace Users Group 
Subject: [External] Re: [Archivesspace_Users_Group] New School bulk update 
plugin error

This message was sent from a non-IU address. Please exercise caution when 
clicking links or opening attachments from external sources.

Looks like the migration that added that column came in 2.8.0. Though the bulk 
updater *might* work with 2.8.0 (I have not tested it), it definitely will 
*not* work with 2.7.1

Cheers,
Joshua


From: 
archivesspace_users_group-boun...@lyralists.lyrasis.org<mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group-boun...@lyralists.lyrasis.org>>
 on behalf of McLaughlin, Brianna Jean mailto:brijm...@iu.edu>>
Sent: Wednesday, August 4, 2021 4:21 PM
To: 
archivesspace_users_group@lyralists.lyrasis.org<mailto:archivesspace_users_group@lyralists.lyrasis.org>
 
mailto:archivesspace_users_group@lyralists.lyrasis.org>>
Subject: [Archivesspace_Users_Group] New School bulk update plugin error


Hi everyone,



Has anyone tried to use the New School bulk updater plugin on AS versions 
before 2.8.1? We're on 2.7.1 and I got this error when I tried to use the 
plugin:

{"error":{"db_error":["Database integrity constraint conflict: 
Java::JavaSql::SQLSyntaxErrorException: Unknown column 
'sub_container.barcode_2' in 'field list'"]}}



The README says the plugin is compatible with 2.8.1, so we just may not have a 
compatible AS version. However, I'm trying to rule out other reasons I could 
have gotten this error. Relatedly, is there a sample spreadsheet someone could 
link?



Thanks!



Bri McLaughlin, she/her/hers

Visiting Metadata Services Librarian

Indiana University

812-856-3321


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[Archivesspace_Users_Group] New School bulk update plugin error

[McLaughlin, Brianna Jean]

Hi everyone,

Has anyone tried to use the New School bulk updater plugin on AS versions 
before 2.8.1? We're on 2.7.1 and I got this error when I tried to use the 
plugin:
{"error":{"db_error":["Database integrity constraint conflict: 
Java::JavaSql::SQLSyntaxErrorException: Unknown column 
'sub_container.barcode_2' in 'field list'"]}}

The README says the plugin is compatible with 2.8.1, so we just may not have a 
compatible AS version. However, I'm trying to rule out other reasons I could 
have gotten this error. Relatedly, is there a sample spreadsheet someone could 
link?

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Bulk dates not displaying

[McLaughlin, Brianna Jean]

Hi everyone,

We've run into an issue where component dates are not displaying if the date 
type is "bulk." Have any of you had the same issue? We're on AS 2.7.1 and we 
have an ArcLight implementation. The dates are showing in AS, but not for the 
end user on ArcLight.

Thanks,

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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[Archivesspace_Users_Group] Using diacritics in ArchivesSpace

[McLaughlin, Brianna Jean]

Hi everyone,

I'm probably missing a simple solution, but is there another way to use 
diacritics in ArchivesSpace without copy and pasting from another source? I saw 
some conversation about this in the listserv archives ~6 years ago, but most of 
the links are broken.

Thanks!

Bri McLaughlin, she/her/hers
Visiting Metadata Services Librarian
Indiana University
812-856-3321

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