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Note

PLEASE NOTE THAT THIS TOOL HAS BEEN DEPRECATED AND IS NO LONGER SUPPORTED BY COLLECTIONSPACE. IT HAS BEEN REPLACED BY THE COLLECTIONSPACE CSV IMPORT TOOL. INSTRUCTIONS FOR USING THE CSV IMPORT TOOL ARE AVAILABLE HERE.

The CollectionSpace Converter Tool is a Ruby-on-Rails tool that allows system administrators to upload properly formatted CSV files to CollectionSpace. Imported data can create new records or update existing records (writing over any existing data). The Tool is still under development and testing.

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If your data uses authority terms, it is preferable (but not required) to import the authority terms first, then the procedural records that use those terms.

Procedures, Authorities, and Relationships

  • Format procedural or authority data according to the templates provided on the Configuration and Data Map page

  • Format relationship data according to this template.

    • Relationships can be between two procedures, or between an object and a procedure.

  • Format hierarchical relationship data according to this template.

    • Hierarchical relationships must be among terms in the same authority.

    • The hierarchical relationship importer can also be used for hierarchical objects. In this case, remove the ‘subType’ column, as it is only used for Authorities.

Open the converter tool. If you don’t see the screen at right, select Import > CSV from the menu at the top left of the screen.

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  • Choose a name for your import, the name itself is not important but it can be useful to include the date and the procedure, e.g. Acquisition_Jan29_1

  • From the profile menu, choose the procedure you’re importing data to, or if you’re importing Relationships or Hierarchies

  • Upload your CSV file

  • Click the Upload button

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  • The batches menu will show you the progress of your import

  • Refresh your screen to update the menu

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When all records have processed (should match the number of rows of data in your CSV), click the gray transfer button at the top left

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  • From the transfer menu, choose the Action (transfer), Type (procedure name), and Batch - the name you gave your import earlier

  • Click the Process button

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  • The batches menu will show you the progress of your transfer

  • Refresh your screen to update the menu

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When all records have processed (should match the number of rows of data in your CSV, double for relationships), you will be able to view the records in CollectionSpace.