Switch to multiple repository creates problem

[Andre Landman]

Hi All,

My institution has decided to use our AtoM instance as a multi repository site for describing collections that exist across the university. In Settings, I switched from single to multiple repository in anticipation of this development. Today, I manually added a new series to an existing description, in the original repository, and then uploaded a small csv file containing the file-level descriptions that comprise the new series. No problem. What is happening, though, is that another repository is being created, with the same name as the repository to which the csv file was added. If one goes to "Browse archival institution", the extra repository is there along with the one to which the csv file was added. It has no info in it, or holdings, but is shown as having been created. Why is that, and how can I prevent it?

Andre

[Dan Gillean]

Hi Andre, 

In the CSV, how are you managing the hierarchical relationsihp - are you using the qubitParentSlug column to attach the file-level imported descriptions to an existing parent Series?

On import, whenever a repository name appears in the repository CSV field, AtoM will look for an exact match on the authorized form of name of existing repository records. Please make sure the name is identical in the CSV as the repository already in AtoM to which you want to link. Note that if you are importing across cultures (for example, your default installation culture is English but your description import culture is set to French), then you may need to make sure that a translated name exists for the repository record as well, so there can be a match. 

However, the easiest solution will be to leave the repository field blank in your import CSV. The repository name, as well as the name of the creator is set to inherit to lower levels. So if your top-level description in AtoM (or even the series) is already linked to the correct repository, you don't need to add it to the imported file-level records as well: once they import as children of the Series record, they will inherit the repository name from the Series. 

Let us know if that helps! 

Regards, 

Dan Gillean, MAS, MLIS
AtoM Program Manager
Artefactual Systems, Inc.
604-527-2056

@accesstomemory

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[Andre Landman]

No cross cultural environment. Yes, I use the qubitParentSlug column; and yes, the repository name was exactly represented. 

I have just tried without completing the repository column in the csv file, and that seems to take care of the problem, so thank you for suggesting that.

Cheers from South Africa,

Andre

On Wed, Aug 30, 2017 at 4:21 PM, Dan Gillean <d...@artefactual.com> wrote:

Hi Andre, 

In the CSV, how are you managing the hierarchical relationsihp - are you using the qubitParentSlug column to attach the file-level imported descriptions to an existing parent Series?

On import, whenever a repository name appears in the repository CSV field, AtoM will look for an exact match on the authorized form of name of existing repository records. Please make sure the name is identical in the CSV as the repository already in AtoM to which you want to link. Note that if you are importing across cultures (for example, your default installation culture is English but your description import culture is set to French), then you may need to make sure that a translated name exists for the repository record as well, so there can be a match. 

However, the easiest solution will be to leave the repository field blank in your import CSV. The repository name, as well as the name of the creator is set to inherit to lower levels. So if your top-level description in AtoM (or even the series) is already linked to the correct repository, you don't need to add it to the imported file-level records as well: once they import as children of the Series record, they will inherit the repository name from the Series. 

Let us know if that helps! 

Regards, 

Dan Gillean, MAS, MLIS
AtoM Program Manager
Artefactual Systems, Inc.
604-527-2056

@accesstomemory

On Wed, Aug 30, 2017 at 4:18 AM, Andre Landman <andre.l...@gmail.com> wrote:

Hi All,

My institution has decided to use our AtoM instance as a multi repository site for describing collections that exist across the university. In Settings, I switched from single to multiple repository in anticipation of this development. Today, I manually added a new series to an existing description, in the original repository, and then uploaded a small csv file containing the file-level descriptions that comprise the new series. No problem. What is happening, though, is that another repository is being created, with the same name as the repository to which the csv file was added. If one goes to "Browse archival institution", the extra repository is there along with the one to which the csv file was added. It has no info in it, or holdings, but is shown as having been created. Why is that, and how can I prevent it?

Andre

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