Overview

This is a description of the procedure to create a simple batch of Document (PDF) objects from template BB. Use this method when only several document objects need to be created, processed in BB and deposited into the DRS. If you have many (over 10) objects to create, use the procedure to build objects automatically.

Procedure summary:

1. Create a new project.
2. Enter DRS deposit settings.
3. Create object template.
4. Add directories to template.
5. Create a new object batch.

6. Move/copy files into corresponding directories on disk.

7. Process the batch.

What you need before you start:

• Prepare several PDF files and put them in a directory of your choice somewhere on local hard disk or network drive.
  
  
• Decide what you will use for Owner Supplied Names for Document objects and the digital files (PDFs) they consist of. For instance, you could use local classification or local accession numbers. Consult Naming rules for files, objects and directories of this Guide for more information.

Procedure:

Start at Step 5 if you are reusing a project to generate a new batch.

1. Create new project in Batch Builder
   
   
   1. From main menu select Project > New
   2. Configure Batch Builder to ignore file validation errors (necessary when processing most types of PDF files). From the main menu, select View > Options. Check "Ignore file validation errors" and then click OK.
   3. Enter project data:
      
      Project Name: enter a name for your project (used for internal tracking only).
      
      TIP: use 'project' as part of the directory name to make it easier to identify later. (e.g. software_documentation_project)
      
      Content Model: select the "document" value from the dropdown.
      
      Project Description (optional): Any information relevant to the project – will only remain locally.
      
      
   4. Click OK to continue.
      
      
2. Enter DRS deposit settings:
   
   
   1. Click on "Deposit Settings" in Project Panel tree.
   2. Enter deposit data in the form:
      
      Batch Name Pattern: default - {owner}{batchDir}{yyyy}{mo}{dd}_{hh24}{mm}{ss}
      
      (This is the name for a batch that appears on DRS deposit reports. Batch name must be at least 3 characters long.)
      
      Success Email: type email and press enter. 
      Failure Email: type email and press enter. 
      Success Method: choose how you will receive load report. 
      Deposit Agent: type your HUID.
      Deposit Agent Email: type your official Harvard email address.
      
      
3. Create object template:
   Metadata added at this level will be applied to every object in a batch, unless overridden by specific object metadata that you define in later steps.
   
   
   1. Click on "Object Template" in Project Panel tree:
   2. Enter required object metadata in the form:
      
      Owner Code: your owner code (use all caps). 
      Billing Code: your billing code (use all caps).
      Object Access: the DRS access flag. At this level, select the least restrictive value if the batch will contain a mix of public and restricted files. 
      URN Authority Path: your NRS authority path. Use all caps. Look up your Path here if needed: http://nrs.harvard.edu/urn-3:hul.ois:nrsstatusprod. 
      URN Resource Name Pattern: use default value {n} to generate a unique number.
      
      
   3. Switch to "optional" tab to enter any optional metadata (for example, descriptive metadata, roles and relationships that will apply to your objects). For more about optional metadata see Sections 9. Adding Relationships, 10. Adding Descriptive Metadata, 11. Adding Supporting Content.
      
      
4. Add directories to template.
   
   1. Right click on "Object Template" in the Project Panel on the left and select the 'add a directory…' menu option.
   2. Type in a name for your directory in the text box. The directory name will start with "document" but the name you type will be appended to it. Tip: to make it easier to read, start your directory name with an underscore (_) So, typing '_diary_pdfs' will result in a directory called 'document_diary_pdfs'
   3. In the Project Panel on the left select the directory you just created.
   4. In the Content Panel on the right, choose "yes" from the dropdown list for the field "First Generation in DRS".
   5. Choose "HIGHUSE" for Usage Class. 
   
   Add additional metadata (optional):
   1. Select the new directory in the Project Panel on the left
   2. In the Content Panel, select the 'optional' tab.
   3. Scroll down to "Document Object Metadata "
   4. Enter any file level optional metadata in the form 
      Role: use Ctrl Click to select ARCHIVAL_MASTER and role DELIVERABLE. Note that in order to get a delivery URN on deposit a file needs to have a role DELIVERABLE set in BB.
5. Save your work (Project > Save on main menu).
6. Create new batch with objects:Metadata added at this level can be applied to a specific object, or specific file directory.
   1. Create new batch: select "Batch > New" from the main menu. Enter a name for the batch (will be used as the batch directory name on disk). Click OK.
      

       

      Tip: including the word "batch" in the name will help you remember the directory's purpose on the file system.
   2. Select the batch (with the red letter B) in the Project Panel
   3. From the main menu select Object > New; leave Content Model at default (FROM TEMPLATE) and enter a unique name for the object (Object Owner Supplied Name) and click OK.
   4. Click on the "+" next to the Batch icon to expand it – it will show the icon for the new object (blue letter O)
   5. (Optional) Select the object icon of your new object in the Project Panel and switch to "optional" tab in the Content Panel to enter any optional metadata (for example descriptive metadata, roles or/and relationships that will apply to your objects). For more about optional metadata see Sections 9. Adding Relationships, 10. Adding Descriptive Metadata, 11. Adding Supporting Content. Note: any metadata entered at the object level will override metadata entered at the template level.
   6. Repeat b-e if you have more than object.
7. Save your project (Project > Save on main menu).

8. Copy image files into batch object directories on disk (can be done outside Batch Builder). 
   
   

   Note: if you need to check where the batch/object directories are on disk, click on "Deposit Settings" in the Project Panel tree and look at the Project Path field at bottom.
   
   ** Quick way to copy content files: you can drag files from your file system onto the object directories in the Batch Builder project panel.
   ** If using mapping.txt, this is when you should copy it to the auxiliary object path in the project.
   ** If including external MODS descriptive metadata, this is when you should copy it to the auxiliary object path in the project.
9. Process the batch:
   1. In the Project Panel tree, right click on the batch you want to process (batch icon with a red letter B) and select "Create descriptors and batch.xml."
   2. Processing messages will appear in the messages pane.
   3. When the batch is successfully processed you will see the following message: FINISHED - Creation of batch.xml and descriptors complete for batch:
10. Upload batch to dropbox.
    1. Open your SFTP client and log into your DRS2 training dropbox account.
    2. Change to the "incoming" directory.
    3. Upload the batch: copy the entire batch directory to the "incoming" directory.
    4. Close the SFTP client. Batch processing will start.
11. Check load report in email.
    1. Open your email inbox.
    2. Look for message from "drs2-support" with subject "DRS LOAD REPORT …"
       For a more readable report, open the attached text file in Excel, or just copy the file listing and paste into Excel. If you see any error messages, remedy the errors and re-process the batch.