[Yale ArchivesSpace] Updates for Excel to EAD process + oXygen project file

[Custer, Mark]

Happy Monday, everybody.

I am writing to provide some updates to our oXygen-related workflows.

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 Hide Guide<https://drive.google.com/open?id=1cHVvieozxUBnHCQmfOOn74NbKEs_SEGP>, 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.

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:  https://guides.library.yale.edu/c.php?g=296249&p=6299769 .  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:  https://guides.library.yale.edu/c.php?g=296249&p=8023473

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, https://guides.library.yale.edu/c.php?g=296249&p=6299769, 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.

As always, if you run into any issues, or have any questions whatsoever, just let me know!

All my best,

Mark

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