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

[Custer, Mark]

All,

Time flies!  oXygen version 23.0 was released on 11/19, just a few days ago 🙂.  However, I have verified that you can use the new oXygen project file, aspace-plus-excel-at-yale-2020-11-15.xpr, with versions 21 of oXygen, 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.

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:

  *   adding the text "system id" to column BD, row 1, as a header;
  *   selecting the entire column BD;
  *   clicking on the Formulas ribbon in Excel;
  *   hitting the Define Name button;
  *   and then clicking on "OK" as long as the prompted name is "system_id" with an underscore, which it should be by default.

That last part will look something like:

[cid:703291cf-2ace-4faf-b34e-a5632940db6d]

Mark



________________________________
From: Custer, Mark
Sent: Monday, November 16, 2020 2:28 PM
To: yulaspace at mailman.yale.edu <yulaspace at mailman.yale.edu>
Subject: Updates for Excel to EAD process + oXygen project file


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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