Access Problem Solving (digprob)
Directory of Open Access Journals (DOAJ) Import to Vera
A. Downloading and processing the file from the DOAJ
1. In your web browser, go to http://www.doaj.org/doaj2csv.cgi. You'll get a dialog box titled "Downloading doaj2csv.cgi" that will ask you what Netscape should do with the file. Save it to your Vera Import folder.
The file from the DOAJ doesn't contain all the information we need for the Vera records, nor does it contain all the information in the correct place. Rich from STS has written a script that will fix these things for us. The script to make these changes is called ej_format.pl, and resides on Athena at:
/afs/athena.mit.edu/dept/libraries/staff/systems/scripts/openaccess2. In FileZilla, connect to Athena using your DOAJ Script profile. This will connect you to the path listed just above.
3. In the left hand pane, rename the file doaj2.csv (add a period between the 2 and the c).
4. Copy the file doaj2.csv from your local directory to the Athena directory.
5. In Host Explorer at an Athena prompt, type cd /afs/athena.mit.edu/dept/libraries/staff/systems/scripts/openaccess to get to that directory (that's cd, space, and then the path name)
6. Type pwd to make sure you're actually in the right place.
7. To run the script, type the following exactly as it is written below:
./ej_format.pl --infile=doaj2.csv --outfile=doaj-done.csv
8. After the script finishes running, return to FileZilla. Make sure to Refresh Views under the View menu, then FTP the finished file called "doaj-done.csv" back down to your computer into your Vera import folder.
B. Post script-running process
- Launch Excel, and open a new blank document.
- In the Data menu, choose "Get External Data" then "Import Text File...". Navigate to the file on your computer and then choose Import.
- When confronted with the Import Wizard, you'll have to make some choices. Your answers are
- Step 1: delimited (then click Next)
- Step 2: comma (uncheck Tab, then click Next)
- Step 3: general (then click Finish)
- Where do you want to put it? Existing worksheet.
- Now you can eyeball it to see if it looks like the data is in the correct columns.
- Save the document as an Excel file. (.xls). Go to File --> Save As... and
- Save In: your Vera import folder
- File name: doaj-done.xls
- Save as type: Microsoft Excel Workbook (*.xls)
- You now have a file called "doaj-done.xls." This is the file you'll import into Vera.
C. See "Importing Data to Vera: General Instructions" for Closing Vera on Creek and Making Backup and Working Copies of Vera
D. Deleting the set imported into Vera last time
Before you import the current set, you have to delete the old set.
1. In your Vera import folder on your desktop, double click on Resource.fp5 to open Vera on your own machine (double clicking on resource.fp5 will open all the other files that make up Vera at the same time.) Use the special admin password for Vera (not the regular one).
2. Find the set of records you imported from DOAJ last time by doing a Find in the Mark Set field for the text "imported from DOAJ." (You could also search for all the records created on the import date, which will be whatever date you did the last import but with the year 1812; for example, you could search for 11/12/1812 to find the records we imported on 11/12/2004; this might be more exact because you can't modify the creation date field).
3. Once you're sure you have the correct set of records, go to Records --> Delete Found Records.
E. Importing the DOAJ file into Vera
- Still in your local copy of Vera, go to File --> Import records
- Navigate to the file on your computer "doaj-done.xls" (if it asks, it's Sheet1)
- Answer that the top row is field names.
- Match the field names on the left (how the columns are labelled in done.xls) with the field names on the right (what they are called in Vera). If you choose View By: Matching Names, it should work.
- Make sure you have the arrow pointing from left to right (-->) between each of the field names above.
- Make sure you uncheck everything else, so that there is a little zero (kind of looks like a dot) for everything else (i.e., not a --> and not a <-->)
- Check to make sure your choices make sense by "scanning" the data.
- Choose "Add new records" radio button
- Click Import button
- Check the box that asks if you want to "perform auto-enter options." (You do want to perform auto-enter options; this is how the unique Vera ID is created, how the creation date gets in there, the Creator Name, etc.)
- Click OK.
- Note the number of records imported and email to Kim so it can be added to the History of records imported in the table at the bottom of the page.
F. Global Replaces for the Set
Creation Date
Vera automatically adds today's date as the Creation Date, and under normal circumstances you can't change that. The Creation Date has an effect on what shows as New! in Public Vera, and since we don't want these to show as New!, we are going to manually change the date.
- Go to File --> Define Fields...
- Locate the field Creation Date in the list of fields.
- Highlight the field name, and choose Options.
- In the Auto Enter tab, uncheck the box that says "Prohibit Modification of Value."
- Click OK, then Done.
- Now, with your found set of DOAJ records, change the Creation Date in the first record to today's date but with the year 1812 (e.g., 11/12/1812).
- Replace all the records in this found set with that date (just as you did for the Mark Set above).
- Once you've marked all these records with the 1812 Creation Date, change the field back to prevent anyone from Modifying Values in that field. (Repeat steps above, and recheck the box).
Mark Set
- Add the text "imported from DOAJ, <today's date>" to the Mark Set field of the first record in the set.
- Click in the field so that your cursor is in the field, then go to Records --> Replace...
- It will ask if you want to replace the contents of the Mark Set field to whatever you just typed in the 1,400-odd records in the found set. You have to actually choose Replace by clicking on it (Enter will cancel the process.)
G. See "Importing Data to Vera: General Instructions" for Copying Vera Back to Creek and Opening Vera on Creek
History of records loaded into Vera
Records should be loaded into Vera every two months.
Date 5/13/2004 11/12/2004 3/21/2005 5/20/2005 7/15/2005 9/22/2005 11/21/2005 12/2/2005 1/20/2006 1,922 (does not include the 85 records that are also part of JSTAGE and which we deleted from this DOAJ load) 6/1/2006 2,045 (does not include the 173 records that are also part of JSTAGE and which we deleted from this DOAJ load) 7/27/2006 2,229 (does not include the 92 records that are also part of JSTAGE and which we deleted from this DOAJ load) 9/29/2006 2,315 (does not include the 86 records that are also part of JSTAGE and which we deleted from this DOAJ load) 11/17/2006 2,381 (does not include the 86 records that are also part of JSTAGE and which we deleted from this DOAJ load) 6/1/2007 2,633 (does not include the 86 records that are also part of JSTAGE and which we deleted from this DOAJ load) 8/10/2007 2,718 (does not include the 85 records that are also part of JSTAGE and which we deleted from this DOAJ load) 10/6/2007 2,773 (does not include the 85 records that are also part of JSTAGE and which we deleted from this DOAJ load) 12/21/2007 2,946 (does not include the 83 records that are also part of JSTAGE and which we deleted from this DOAJ load) 2/15/2008 3,104 (does not include the 81 records that are also part of JSTAGE and which we deleted from this DOAJ load) 3/29/2008 3,222 (JSTAGE was down so couldn't get that file)