User Manual

Process

This is a walkthrough of the program and how it functions.

1. It takes resource identifiers separated by new lines or commas from ArchivesSpace as inputs, searches the ArchivesSpace database, exports EAD, MARCXML, Container Labels, or PDF files for the resources specified, cleans the EAD.xml files, and saves them locally.
2. For XTF users, EAD.xml or .pdf files as selected by the user are uploaded to the XTF finding aid website/database and the program indexes just those records uploaded/changed.

Login Windows

Upon running the program, the user is met with 2 windows:

ArchivesSpace login credentials

Input your username, password, and the ArchivesSpace API URL. Use XTF Version - check this box if you want to use XTF features (default is checked)

XTF login credentials

Input your username, password, the XTF Hostname, XTF RemotePath (where the EAD files are stored), XTF Indexer Path (the filepath to the indexer file), and the XTF Lazy Index Path (the filepath to the .lazy indexer folder for EADs or PDFs).

• A note about establishing XTF credentials. In our testing, we were having trouble connecting users with the remote XTF space. We solved this by adding individual user's IP addresses to secure protocols.

EAD Screen

On the top right contains 4 radio buttons where users can select what export option they would like to use. The default is set to EAD. Additionally, a user must select which repository they would like to export from. The default is Search Across Repositories, but you can save a different repository clicking on the "SAVE" button.

There are 3 sections of options:

EXPORT

When a user inputs a resource identifier in the multiline text import (Large Box #1) listing them in either newlines or separated by commas, this button will search the ArchivesSpace database for resource identifiers that match the inputs. It will then take those it found and run them through a cleanup script, if set by EAD Export Options, and save them to a local folder called clean_eads by default.

EXPORT ALL will export all resources for the selected repository (or if you have "Search Across Repositories (Admin Only)" selected, it will do every repository for your ArchivesSpace Instance) that are published in ArchivesSpace.

Options

EAD Export Options

This button allows the user to customize how they would like the EAD records to be exported. This includes setting the options to keep the raw ASpace exports and running the cleanup process on the exported EAD.xml records.

1. Include unpublished components (default is false) - an ArchivesSpace exporting feature to include unpublished components from a collection
2. Include digital objects (default is true) - an ArchivesSpace exporting feature to include digital objects that are attached to the resource and associated archival objects
3. Use numbered container levels (default is true) - an ArchivesSpace exporting feature to number the container levels in the exported XML file (ex. <c01, c02)
4. Convert to EAD3 (default is false) - an ArchivesSpace exporting feature to use EAD3 standard for export. Default is EAD2002
5. Remove non-alphanumeric characters from filename (default is true) - remove all characters that are not numbers or letters from the exported filename
6. Keep raw ASpace Exports (default is false) - keep the un-edited EAD.XML files that are exported from ArchivesSpace
7. Set raw ASpace output folder - set the folder for where to keep un-edited EAD.XML files
8. Clean EAD records on export (default is true) - run a series of XML cleanup (see Cleanup Options) on exported EAD.XML files
9. Set clean ASpace output folder - set the folder for where to keep cleaned EAD.XML files

Cleanup Options

This button allows the user to select what sorts of cleanup they would like the EAD record to run through. The default is set to all.

1. Add Resource ID as EADID - Takes the resource identifier as listed in ArchivesSpace and copies it to the element in the EAD.xml file.
2. Delete Empty Notes - Searches for every <p> element in the EAD.xml file and checks if there is content in the element. If not, it is deleted.
3. Remove (), [], {} from and Empty Extents - Does 2 things. It deletes any empty <extent> elements and removes non-alphanumeric characters from the beginning of extent elements. An example would be: <extent>(13.5x2.5")</extent>. This would change to <extent>13.5x2.5"</extent>.
4. Add Certainty Attribute - Adds the attribute certainty="approximate" to all dates that include words such as circa, ca. approximately, etc.
5. Add label='Mixed Materials' to containers without label - Adds the attribute label='Mixed Materials' to any container element that does not already have a label attribute.
6. Remove trailing . from langmaterial - Removes the ending period on the element.
7. Delete Empty Containers - Searches an EAD.xml file for all container elements and deletes any that are empty.
8. Add Barcode as physloc Tag - This adds a physloc element to an element when a container has a label attribute. It takes an appended barcode to the label and makes it the value of the physloc tag.
9. Remove Archivists' Toolkit IDs - Finds any unitid element with a type that includes an Archivists Toolkit unique identifier. Deletes that element.
10. Remove Archon IDs - Finds any unitid element with an Archon unique identifier. Deletes that element.
11. Remove xlink Prefixes from Digital Objects - Counts every attribute that occurs in a <dao> element. Removes xlink: prefixes in all attributes.
12. Remove Unused Namespaces - Removes any unused namespaces in the EAD.xml file.
13. Remove All Namespaces - Replaces other namespaces not removed by clean_unused_ns() in the <ead> element with an empty <ead> element.

Output

1. Open Cleaned EAD Folder - This button opens the folder where EAD records that have gone through the cleanup process are saved. You can customize this folder in EAD Export Options.
2. Open Raw ASpace Exports - If a user has selected "Keep RAW ASpace Exports" in EAD Export Options, this button will open the folder where the raw ASpace EAD records are saved. You can customize this folder in the EAD Export Options

XTF

Within this frame, you can upload files to your XTF website, re-index any new or changed records, and select options for handling the upload and re-indexing.

Upload

This button will open another window in the GUI. It will display a list of files you can select by clicking on the ones you want to upload - or press CTRL A to select all of them. After selecting, you can "Upload to XTF" by clicking the button.

You can also select different options for the upload, including:

1. Re-index changed records upon upload (default is true)
2. Select source folder of records
3. Change XTF Login Credentials - button that opens the XTF popup window

Delete

This button will open a popup (window) for users to select files listed on their XTF server to delete and execute an indexing of the files deleted. You can change the settings to not execute a re-index after deleting files, however this will not remove the appropriate lazyfile, making the file still appear on the frontend of XTF.

Index Changed Records

This button will take the Indexer file the user entered in the XTF Indexer Path field and run a command line to re-index any new or changed records. The commands run are -index -default

XTF Options

1. Re-index changed records upon upload (default is true)
2. Update .xml and .lazy files permissions to RW-RW-R (0664) (default is true)
3. Select source folder of records
4. Change XTF Login Credentials - button that opens the XTF popup window

MARCXML Screen

On the top right contains 4 radio buttons where users can select what export option they would like to use. The default is set to EAD. Additionally, a user must select which repository they would like to export from. The default is Search Across Repositories, but you can save a different repository clicking on the "SAVE" button.

EXPORT

When a user inputs a resource identifier in the multiline text import (Large Box #1) listing them in either newlines or separated by commas, this button will search the ArchivesSpace database for resource identifiers that match the inputs. It will return the files according to the default directory or one specified by the user.

Options

MARCXML Export Options

Allows user to specify options on how to export their MARCXML and what folder they want the records saved in.

1. Include unpublished components (default is false)
2. Remove non-alphanumeric characters from filename (default is true)
3. Open output folder on export (default is false)
4. Set output folder

Open Output

Open the folder where MARCXML files are being exported to.

Container Labels Screen

On the top right contains 4 radio buttons where users can select what export option they would like to use. The default is set to EAD. Additionally, a user must select which repository they would like to export from. The default is Search Across Repositories, but you can save a different repository clicking on the "SAVE" button.

EXPORT

When a user inputs a resource identifier in the multiline text import (Large Box #1) listing them in either newlines or separated by commas, this button will search the ArchivesSpace database for resource identifiers that match the inputs. It will return the files according to the default directory or one specified by the user.

• Note: the files returns are in .tsv format

Options

Label Export Options

This button allows the user to customize how they would like Container Labels to be exported. This includes setting the output folder for exports.

1. Remove non-alphanumeric characters from filename
2. Open Output - open the folder where container label files are being exported to.
3. Set output folder: - Choose the output folder where you would like container labels to be exported to.

Open Output

Open the folder where PDF files are being exported to.

PDF Screen

!WARNING! - ArchivesSpace versions 2.6.0, 2.7.0, and 2.7.1 will not work. The program will tell you what version you are running on the WARNING label in this screen.

On the top right contains 4 radio buttons where users can select what export option they would like to use. The default is set to EAD. Additionally, a user must select which repository they would like to export from. The default is Search Across Repositories, but you can save a different repository clicking on the "SAVE" button.

EXPORT

When a user inputs a resource identifier in the multiline text import (Large Box #1) listing them in either newlines or separated by commas, this button will search the ArchivesSpace database for resource identifiers that match the inputs. It will return the files according to the default directory or one specified by the user.

Options

PDF Export Options

This button allows the user to customize how they would like the PDF records to be exported. This includes setting the output folder for exports.

1. Include unpublished components (default is false)
2. Include digital objects (default is true)
3. Use numbered container levels (default is true)
4. Convert to EAD3 (default is false)
5. Remove non-alphanumeric characters from filename (default is true)
6. Open output folder on export (default is false)
7. Set output folder

Open Output

Open the folder where PDF files are being exported to.

Menu Options

File

1. Clear Cleaned EAD Folder - deletes all files in the folder where cleaned EAD records are
2. Clear EAD Export Folder - deletes all files in the folder where not cleaned EAD records were exported
3. Clear MARCXML Export Folder - deletes all files in the folder where MARCXML records were exported
4. Clear Container Label Export Folder - deletes all files in the folder where Container Label records were exported
5. Clear PDF Export Folder - deletes all files in the folder where PDF records were exported
6. Reset Defaults - Resets the settings for all available options, including folder locations. You have to restart the program to reset defaults.
7. Exit - exits the program

Edit

1. Change ASpace Login Credentials - a window to reset your ArchivesSpace credentials
2. Change EAD Cleanup Defaults - same as Cleanup Defaults button above
3. Change EAD Export Options - same as EAD Export Options button above
4. Change MARCXML Export Options - same as MARCXML Options button above
5. Change PDF Export Options - same as PDF Export Options button above
6. Change XTF Login Credentials (XTF VERSION ONLY) - a window to reset your XTF credentials
7. Change XTF Options (XTF VERSION ONLY) - change XTF options, same as above in XTF Frame: XTF Options

Help

1. User Manual - opens a new tab in your browser to the User Manual page
2. About - shows what version of the program you are running and the "Check Github" button sends them to the Github repo page