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How do I upload records and images and link them together?

Open the Uploader page from the Tools menu. Select the collection you would like to upload records and images for. Create a new batch or use the existing batch. Now click the "Select Files" button to search your computer for the files you want to upload. Select all the records and images you like.

Using the "Settings" menu next to the Tools menu you can decide what field in the records to use to link the images you just uploaded to their respective data records. Most often this is done using the filename of the image. If "Filename" is part of your data schema, the system will automatically select "Filename" in the pull down menu and link the items and records by this field. If you are using a different field, use the "Link records and media items with" pull down menu to tell the system which data field to use.

Next, select one of the 3 choices directly below "Link records and media items":
 

  • Media items or records in this batch - This will only link records with media items specifically in this batch.
  • Unlinked media items or records in collection - This will check all the media items in the whole collection that you have uploaded that are Unlinked (no record attached to them).
  • Any media items and records in collection - This will search the entire collection for ANY media item that matches the linking field you choose and attach the record (weather there is all ready a record attached or not).
When all images and records have been selected and your linking selections have been made, click "Start Upload".

If you've uploaded items and records but forgot to auto link, no problem. Just go back to the settings and select the field and one of the 3 options below the pull down menu, then click "Apply links now". This will then link all the items and records. You can apply these links even after everything has been uploaded.

A best practice when uploading content into LUNA is to always include "Filename" as one of your data fields. This is the easiest way for the system to link the records and items together.

 


I do not have a Filename field or a linking field in my data, how do I link my images with records?

When you upload a .csv file with all your records the only way LUNA can link the images to the records is if one of the fields in the record contains the filename of the image. If you are using schema for a collection that does not have a field that contains the filename, how can you link the images to the records you are uploading? You could do it one at a time in the Library but that may get very tedious, especially if you have hundreds or thousands of records to attach. This is why we have the ability to create and upload a linking file. The only piece information a media item has to link to is its filename. Your schema may not have a field that contains the filename but it probably has a field that is unique for every record, like an identification number or something similar. We will use that unique field and the filenames of the images to create a link.

To create the linking file you need to choose a field from your schema that is unique (different) for each record. Usually a field like "Identifier" is used. You will create a "Linking File" that is tab separated (instead of comma separated) that will link images to records using the filename of the image and any field you choose from the records (a field that is unique for each record is highly recommended). Create a file that has 2 columns of data. On the left side is the file name of the media you are uploading or have uploaded and on the right side the field in your schema you choose.

 

Click on Settings (next to the Tools menu up top) and you will be able to use the last option to upload a linking file. This file will then look for the data in the .csv you uploaded and match that record to the image filename on the same row in the linking file you just uploaded. it will go through and match the image to every record that it matches.

 

- The field you choose as the linking value must be a field in the primary Field Group/Record Type. For example in Dublin Core it would be "Identifier".

An easy way to create the “External Mapping File” is to:

1. Copy all the fields in the Identifier column of your .csv file (excluding the name of the field) and paste them into a new Excel spreadsheet. 
2. Paste them again in the next column.
3. Save this file as a .txt file.

Tip: You know your media items are linked to records if you see data displaying next to them when looking at the batch in the Uploader. If you've uploaded records and items and told the system to link them but you don't see any data after the upload is complete, go back to the settings and click on "Apply Links".

 


My media item and data did not link, what do I do?

If you forgot to make your linking selections before uploading items, you can manage the linking of records and media items after they have all been uploaded. Open the batch that has the .csv file uploaded. Open the "Settings" menu (next to the Tools menu up top). Select the linking field from the pulldown menu under "Link records and media items with". Then select one of the 3 options below and click "Apply links now". This will link all the items and records.

If you do not have a linking field in your data, you will need to use a linking file instead. See the answer above.

 

Why do I see an exclamation point after uploading media items, did I do something wrong?

This means something went wrong with the upload and those files did not get uploaded. (I don't know what else to say here? Thoughts?)


I got an error message after uploading my data records, what do I do?

This error happens if something is wrong with the data file you uploaded. User can click "Download log" for info. Usually one or more fields are missing or out of order in the upload file. Could also be that fields with repeating values are not set up correctly. if one of the fields in the first row of your .csv (the field defining row) is missing, mis-typed, or in the wrong order you will get an error. You can download a blank .csv for the collection you are working on in the lower left of the Uploader page. This blank .csv will only have the first row with the correct field data in it. You can use this to verify that your format is correct on the .csv you are trying to upload that is getting errors.

How do I upload media items only?

Open the Uploader page from the Tools menu. Select the collection you would like to upload images for. Create a new batch or use the existing batch. Now click the "Select Files" button to search your computer for the files you want to upload. Select all the images you like. When all images have been selected, click "Start Upload".

This will upload the images and make them available in the Library for you to work with. If you import a .csv after the image upload you can connect the records. If you want to manually connect the records in the Library you can also do that. You can even manually create the records in the Library.

Add media:

Start Upload:

Once you start the upload you will see all the images upload. It will then take a moment before you start seeing it process all the images one at a time. You can see all the images have been processed but do not have records yet attached (no data in the columns next to the thumbnails).

How do I upload source images?

When you go to the Uploader from the Tools menu you can click on Settings up next to the Tools menu. The very first item in the settings menu is a check box to upload the source images if you like. Be sure to check the box for this setting before you upload the image files.

 

How do I upload records only?

When you go to the Uploader From the Tools menu you can decide if you want to upload records or media items (or both). If you only want to upload records in a batch you may do that. If you only want to upload media items in a batch you may do that also. You can come back and add images or records at any time to a batch you have created.

The only file types supported for records are: .csv .xml .mrc

Select the file with the records:

After you click upload:

You can see the records uploaded. They are not linked to images as you can see in the first column. When you click upload it will begin to process the records one at a time. You can refresh your browser if you like.

How do I prepare a csv file to upload?

The easiest way to prepare a .csv (comma separated value) file is to download the pre-made one that has ALL the fields setup properly but no records. This file is located in the lower left "Download blank data schema .csv file". You can then begin to fill in the rows with your record information. Be sure to select the "Link records and media items with" field from the Settings menu. This will allow you to link all the records you are uploading to media items you have uploaded or are going to upload. 

 

The .csv file must match the data schema you selected in the Collection Manager when you first established the collection properties.

 

 

I have repeating fields in my data, how do I prepare my csv file to upload my data records?

(work in progress)

We have 2 ways to have multiple values for a field. You can have Authorities or Repeating values (or an Authority and Repeating values).

Authorities can have multiple values and will read like a list.
AuthorName#1,AuthorName#2,AuthorName#3,AuthorName#4
Steve,John,Bob,Lisa
The list would read:
Steve
John
Bob
Lisa

Repeating fields have multiple values all in the same line or box.
AuthorName$1,AuthorName$2,AuthorName$3,AuthorName$4
Steve,John,Bob,Lisa
This would read:
Steve,John,Bob,Lisa

If you combine Authorities with Repeating values:
AuthorName#1,AuthorName#2,AuthorName#3$1,AuthorName#3$2,AuthorName#3$3,AuthorName#4
Steve,John,Bob,Lisa,Tom,Amanda
The list would read:
Steve
John
Bob,Lisa,Tom
Amanda


From Rathi's notes:
Changes made to support import and export of multi valued field:

If a field has more than one value, then field name is has suffix, "$<n-th value>

e.g.,import csv
Name,Address,Phone$1,Phone$2,Department,SequenceNo,Country#1$1,Country#1$2,Country#2
Rathi,Los Angeles,111,222,Dept1,222,Japan1,Japan2,Mexico

Here Phone and Country are multi valued field
Phone has 2 values 111 and 222 hence the field name Phone$1 and Phone$2

Country is an entity/authority field that can have multiple values

There are 2 entities #1 and #2
First entity has country with 2 values hence the field name is followed by groupId(#1) multivalueId($1 and $2)
Country#1$1,Country#1$2 ==> Japan1,Japan2

Second country has only one value, hence 
Country#2 ==> Mexico
Since this field has only one value, it is optional to add multiValueId($1)

How do I upload a list of authorities only?

Once you have selected a collection and a batch, at the top of the screen is a tab for Authorities. You can use that tab to select which Authority you want to upload. (little personal exp with this, Please advise what addition info is necessary)


How do I upload books?

On the Uploader page once you have chosen a collection to add your book to you will see a "Books" tab at the top.

Using the Book Upload feature.

How do I make the items I upload display in the LUNA Viewer?

Initially in the Settings menu you can choose to have the media items and records you upload be available in the viewer. By default both the media items and records will be checked for display. If you did not choose to have the items viewable when you uploaded them you can always make items viewable/not-viewable using "edit" in the Library.

How do I use the Uploader Settings?

  • Store source image files - You can have LUNA store your images in full source. This allows users to download the full source image if you allow them permission to do so in their Credential.

  • For display in LUNA Viewer - This allows you to choose whether the items you upload will be immediately viewable in the Viewer or not.
  • Uploader display fields - Select up to four fields of data to display in the Uploader when uploading data records. These fields are just for the Uploader.

  • Link records and and media items with - You can decide what field to use to link records with media items.  The 3 options below inform LUNA to search for the specific items to be linked.

  • Apply links now - This allows you to link records with media items after an upload is complete.
  • Upload Linking File - This allows you to upload a tab separated linking file to link records and media items (especially useful if your schema does not include a field for filename).

How do I create a new batch?

All of the batches you have in a collection will be listed on the left side of the window. At the top of that list is the heading "Batches". There is a plus sign right next to "Batches" that you can use to create a new batch. Creating new batches is useful because if you later find you need to remove everything from a specific batch you made it can easily be done be deleting the batch. 

How do I edit the batch name?

Once you have selected a batch you will see the name of the batch appear at the top of the window. If you place your mouse on the name of the batch at the top of the screen you will see a trash can icon and edit icon appear next to the name. You can use the edit icon to change the name of the batch.

How do I delete a batch?

Once you have selected a batch you will see the name of the batch appear at the top of the window. If you place your mouse on the name of the batch at the top of the screen you will see a trash can icon and edit icon appear next to the name. You can use the trash can icon to delete the batch.

 

Note: for Media Items & Books- this will ask if you want to delete records only, media only or both.

What are the stats in the bottom right corner?

The stats show you what is happening with the processing of the records and media items you have uploaded. This is a total tally of all uploads you have going. If you uploaded items to another collection you may still see some processing if there were many in the batch. If you still have items processing it will need to finish any other batches you may have started before it gets to the batch you just queued up. (is this correct?)


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