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All,</div>
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With apologies for the extra email, but it turns out that the PDF previews didn't quite work with version 21 of oXygen and the previous fop-preview.xconf file. Turns out that there was a bug that affected a previous version of Apache FOP</div>
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<span style="caret-color:rgb(0, 0, 0);background-color:rgb(255, 255, 255);display:inline !important">If you're on versions 22 or newer of oXygen, you can ignore this message.</span><br>
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<span style="caret-color:rgb(0, 0, 0);background-color:rgb(255, 255, 255);display:inline !important">If you're using version 21 or earlier, you will need to switch out that fop-preview.xconf file with the one attached to this email. I've also updated the instructions
on LibGuide, so you can grab the same file from there, as well. </span></div>
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<span style="caret-color:rgb(0, 0, 0);background-color:rgb(255, 255, 255);display:inline !important">Let me know if anyone has any questions, etc.</span></div>
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<span style="caret-color:rgb(0, 0, 0);background-color:rgb(255, 255, 255);display:inline !important">Mark</span></div>
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<span style="caret-color:rgb(0, 0, 0);background-color:rgb(255, 255, 255);display:inline !important">p.s. just copying and pasting that last column might not work when upgrading the Excel templates, so it's likely quickest to just add that new column manually
using the instructions below. Again, if you run into any issues, just let me know. </span></div>
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<div id="divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Custer, Mark <mark.custer@yale.edu><br>
<b>Sent:</b> Monday, November 23, 2020 9:33 AM<br>
<b>To:</b> yulaspace@mailman.yale.edu <yulaspace@mailman.yale.edu><br>
<b>Subject:</b> Re: Updates for Excel to EAD process + oXygen project file</font>
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All,</div>
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Time flies! oXygen version 23.0 was released on 11/19, just a few days ago <span id="x_🙂">
🙂. However,<b> I have verified that you can use the new oXygen project file, <i>
aspace-plus-excel-at-yale-2020-11-15.xpr</i>, with versions 21 of oXygen</b>, as well. So, as long as you're not still on a really old version, like version 18, you should be good to go. If anyone has any issues getting that set up, just let me know.</span></div>
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<span>Also, if you anyone has any issues updating an old Excel template to the new version, just let me know. The easiest option is to simply copy and paste the last column, column BD, from the new template into an existing file. Alternatively, you can add
that column manually, by:</span></div>
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<ul>
<li><span style="">adding the text "system id" to column BD, row 1, as a header; </span></li><li><span style="">selecting the entire column BD; </span></li><li><span style="">clicking on the Formulas ribbon in Excel; </span></li><li><span style="">hitting the Define Name button;</span></li><li><span style="">and then clicking on "OK" as long as the prompted name is "system_id" with an underscore, which it should be by default. <br>
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<span style="">That last part will look something like:</span><br>
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<span><img size="84883" tabindex="-1" width="233.95493562231758" height="180.50165562913907" style="width:233.95493562231758px; height:180.50165562913907px" data-outlook-trace="F:2|T:2" src="cid:703291cf-2ace-4faf-b34e-a5632940db6d"></span></div>
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<span>Mark</span></div>
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<div id="x_divRplyFwdMsg" dir="ltr"><font face="Calibri, sans-serif" color="#000000" style="font-size:11pt"><b>From:</b> Custer, Mark<br>
<b>Sent:</b> Monday, November 16, 2020 2:28 PM<br>
<b>To:</b> yulaspace@mailman.yale.edu <yulaspace@mailman.yale.edu><br>
<b>Subject:</b> Updates for Excel to EAD process + oXygen project file</font>
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Happy Monday, everybody.</p>
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I am writing to provide some updates to our oXygen-related workflows.</p>
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First, I have updated the Excel-to-EAD process to be a bit more strict. That process will now fail if any of the columns are missing (and it will also fail if any levels are skipped, with rows jumping, for example, from level 1 to 3). You can, of course,
continue to hide columns, as discussed in the <a href="https://drive.google.com/open?id=1cHVvieozxUBnHCQmfOOn74NbKEs_SEGP">
Hide Guide</a>, but since there were a few issues that could happen if any of the columns were deleted, I’ve now made all of the columns required. I’ve also added a new column to the template, and since that column is also required, any files that you have
now will fail until you update those Excel files. To update your current files, all you need to do is add a new column at the very end. You can either start with the new template (attached here), or just copy and paste that last column – column BD – to any
Excel files that you have in progress. If you need any help with this process, please reach out to me and let me know.
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Second, it’s time to update our oXygen project files and to make sure that everyone is on the newest release of oXygen (which is currently at version 22.1; if you’re already on that version, no need to update oXygen, but you will still need to update your project
file). The quickest way to set everything back up is to follow the directions listed here:
<a href="https://guides.library.yale.edu/c.php?g=296249&p=6299769">https://guides.library.yale.edu/c.php?g=296249&p=6299769</a> . Depending on which oXygen version you have installed, you might need to contact a representative in Library IT to get a new license
code for oXygen. If you have any questions about that process, please let me know and I can help out. Also, a lot more information about the new project file, for anyone interested, is available here:
<a href="https://guides.library.yale.edu/c.php?g=296249&p=8023473">https://guides.library.yale.edu/c.php?g=296249&p=8023473</a>
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Last, even if you still continue to use the previous oXygen project file (last updated in 2018) for the time being, please update your “fop-preview.xconf” file with the file that I have attached to this email (instructions for that are also here,
<a href="https://guides.library.yale.edu/c.php?g=296249&p=6299769">https://guides.library.yale.edu/c.php?g=296249&p=6299769</a>, listed in steps 1 to 5) . Once you do that, you should be able to preview any files exported from ArchivesSpace in our PDF-preview
format, without receiving an error due to font issues.</p>
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As always, if you run into any issues, or have any questions whatsoever, just let me know!</p>
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All my best,</p>
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Mark</p>
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