Importing using a spreadsheet

It is often convenient to use a spreadsheet for description of files and folders. Harvard Library developed a template that can be used to ingest description directly into ArchivesSpace. 

For directions with screenshots, please see Importing using a spreadsheet in Google drive.

1. Create resource record in ArchivesSpace then save
2. Download spreadsheet template from Github
3. Hide columns on spreadsheet and/or generally set up the template so that it’s easy to use for your particular needs (see below for tips)
4. Save spreadsheet to a place convenient for you (Desktop, INBOX, etc). Do not upload to Google drive/use as a Google sheet.
5. Fill in your spreadsheet with your description
6. When finished, unhide all columns
7. Check to make sure there are no empty cells in required fields or extra data in fields that you aren’t using
8. Open resource record
9. Highlight the context in which you want to import the spreadsheet into
10. Select “Load via Spreadsheet”
11. Click “Select File” and choose your spreadsheet from the saved location
12. Click “Import from spreadsheet”

Helpful Hints

LTS maintains general documentation here: https://harvardwiki.atlassian.net/wiki/pages/viewpage.action?pageId=43288471

Required columns

There are several required columns in the spreadsheet template. However a number of them will default to a value if left empty. Most of the time, the default is what we want and therefore don’t need to enter anything into these columns. 

Dates label (column M) defaults to “Creation” when left blank. Always leave blank.

Date type (column P) defaults to “Inclusive” when left blank. Always leave blank.

Extent portion (column S) defaults to “Whole” when left blank. Always leave blank. 

Columns with specific values required

There are a few columns that require certain values to be entered in order to ingest properly.

Description level (column H) please use the drop down to select File.

At Houghton, you should most likely be using File, unless you are entering a Series or Sub-series or an actual item, use File. 

Container instance type (column Y) please use Mixed Materials.

At Houghton, you should ALWAYS use Mixed Materials (capitalization required).

Hiding columns

Hiding columns in Excel aids with data entry and limits tabbing and using the mouse. 

To hide a single column in Excel:

Use mouse to move arrow over alphabetic column indicator

Left click to highlight (column should be blue)

Right click

Select “Hide” from the drop down list

To hide multiple columns in Excel:

Use mouse to move arrow over alphabetic column indicator

Left click to highlight (column should be blue)

While holding left click, drag mouse left or right over columns to hide

Right click

Select “Hide” from the drop down list

Hide all but the following 15 columns:

To fill in columns:

Select the cell you want copied (it will have a black box around it)

Copy the cell by using Ctrl + C or right clicking and selecting “Copy”

Drag your mouse over the range of cells in that columns

Paste by using Ctrl +V or right clicking and selecting “Paste”

You can hide the filled in columns using the above directions if that is helpful.

You should only be entering a few fields: Title, Date begin, Date end, Date expression, Extent number, Extent type, Top Container indicator, and Child indicator. 

*If the collection you are describing has a tight date window, it’s not necessary to use Date begin, and Date end. 

Errors

You might encounter an error upon ingest of your spreadsheet. Close your resource record and reopen your resource record. Usually the archival objects have imported. 

If you get other error messages, contact Head, Manuscript Section for assistance.

See for more details: https://github.com/harvard-library/aspace-import-excel/blob/master/user_documentation/USER_DOCUMENTATION.md