eCommons staff will work with collection coordinators to upload multiple items to collections. Coordinators should refer to the Metadata tips page in this guide and to the README page in the metadata template for guidance on the meaning and content of metadata fields; this page provides additional information on the correct formatting of those fields. Templates employ data validation whenever possible, and we provide formatting guidelines (below) for manually entered metadata.
Some or all of the following fields (or slight variations on them) may appear in a metadata template.
File_name: REQUIRED. Copy or type the file name exactly, including the extension (.PDF, for example). See the "Create List of File Names" tab for some tips on creating an error-free list of file names.
Authors: RECOMMENDED. Format as: Lastname1, Firstname1; Lastname2, Firstname2 etc.
Title: REQUIRED. Capitalize the first word and proper nouns; do not use all capital letters.
Pub_year: REQUIRED. Format as YYYY, validated field.
Pub_month: OPTIONAL. Integer between 1 and 12, validated field.
Pub_day: OPTIONAL. Integer between 1 and 31, validated field.
Publisher: OPTIONAL. No formatting requirements.
Citation: OPTIONAL. If previously published, enter citation information in any standard citation format.
Language: OPTIONAL. Validated field. Codes are explained on the "Lanuage codes" tab.
Type: HIGHLY RECOMMENDED. Validated field.
Mandatory keywords: OPTIONAL. Some collections apply a standard keyword or phrase to every item in order to improve search results. These are in addition to author-supplied keywords. Separate multiple keywords with a semi-colon.
Keywords: HIGHLY RECOMMENDED. Separate multiple keywords with a semi-colon.
Abstract: HIGHLY RECOMMENDED. No formatting requirements.
Description: OPTIONAL. No formatting requirements.
Collection_name: REQUIRED. Copy or type the collection name exactly. Validated field in some custom templates.
Collection_URL: REQUIRED. Copy or type the collection URL exactly. Validated field in some custom templates.
Committee chair or advisor: RECOMMENDED IF APPLICABLE. Format as: Lastname1, Firstname1; Lastname2, Firstname2 etc.
Committee co-chair: RECOMMENDED IF APPLICABLE. Format as: Lastname1, Firstname1; Lastname2, Firstname2 etc.
Committee member: RECOMMENDED IF APPLICABLE. Format as: Lastname1, Firstname1; Lastname2, Firstname2 etc.
Degree discipline: RECOMMENDED IF APPLICABLE.
Degree level: RECOMMENDED IF APPLICABLE.
Embargo_end_year: REQUIRED IF APPLICABLE. Format as YYYY, validated field. See eCommons Access policy.
Embargo_end_month: REQUIRED IF APPLICABLE. Integer between 1 and 12, validated field.
Embargo_end_day: REQUIRED IF APPLICABLE. Integer between 1 and 31, validated field.
Release_form: REQUIRED if present. Copy or type the file name exactly, including the extension (.PDF, for example). Suggested file name structure: LastnameFirstname_YYYY_FERPA.PDF, LastnameFirstname_authorrelease.PDF, as appropriate.
Creative_Commons_license: OPTIONAL. Validated field.
In order to create an accurate list of filenames for your batch upload, we highly recommend using an automated method as opposed to manually typing the filenames or copying and pasting them one by one. You can then copy and paste the list of filenames with extensions into your template.
Please note that these methods will create a new file in your directory which must be removed before pasting the list into the metadata template.
dir /B > file.txt
For example, if you want to create a file named Windowsfolderlist.txt, type the following command at a command prompt, and then press ENTER:
dir /B > windowsfolderlist.txt
NOTE: The text file that you create is located in the folder that you are in when you follow these steps. In the earlier example, the Windowsfolderlist.txt file is located in the Windows folder.
NOTE: You cannot export or print a list of the files that are contained in a folder in Windows Explorer.
ls > file-list.txt
NOTE: The text file that you create is located in the folder that you are in when you follow these steps.
When a user browses a collection, items are displayed in reverse chronological order in which they are uploaded into eCommons (newest items first), even for items uploaded in batch. If default display order is important to you, you must order your items in the metadata template with those you want to appear last at the top of the spreadsheet, and those you want to appear first at the bottom of the spreadsheet.
Please do note that the user can change the order in which items are displayed, and that with subsequent batch uploads, the newest items will always appear at the top by default.
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