1. Data import

The import process of Coeli is thought to facilitate as much as possible to upload data from any application.

  • To import your data use the following templates.

Depending on the richness of the data you want to import, you will need just one file, or you will need to import multiple files.

  • The HeritageObject template allows uploading data of your heritage objects.
  • The other templates are optional and they allow uploading complementary data from other entities and vocabularies that are associated to your collections.

See here the definition of each column.

 

Once the templates are ready, save them in CSV format:

  • The CSV has to be separated by commas with UTF-8 codification. If you work with Excel, copy the data to Open Office or Google Sheets to export them to CSV (Excel works with other codifications).
  • The first row has to contain the names of the columns exactly as they appear in the templates. You can alter the order of the columns or erase them, but you cannot add new columns.

Finally, go to the Data import panel and upload the file:

  • Go to Data import, select HeritageObject and select the file.
  • Go to Files pending approval, select all of them and click Accept.

If you have already uploaded data to Coeli and you want to update it or to upload more data, you can import a CSV file with the new data:

  • Upload a CSV that contains the idInSource and the column or columns that you want to update.
  • The columns that are not in the CSV are not going to be modified.

All upload files has a column named “idInSource”, which is the identifier of the object or entity of the origin source, i.e. your collection management software.

This field allows establishing relationships between the different upload files. It can have any format, so it can be a numerical identifier as well as a textual one.

When you upload a heritageObject file you not just create one unique card for each heritage object, you also create a card for all the new vocabularies / contextual entities (like author, object type, subject…).

 

Here you can see an example of a heritageObject upload file with title and author, and the corresponding actor upload file:

HeritageObject.csv

Actor.csv

Or:

HeritageObject.csv

Actor.csv

If the idInSource was already uploaded to Coeli, all the fields corresponding to the columns that have the CSV will be overwritten.

  • If the corresponding cell is empty, the value inside Coeli will be erased.
  • If the CSV does not have a certain column, these values will not be modified.

 

What happens if an idInSource does not exist?

Coeli will create a new record and this idInSource will be used as the tag. This new record will appear at the “Records pending to validate” panel, so you would be able to validate if it is correct or it needs reviewing. You can accept.

If we want to upload repeatable associated fields or to enrich our data in batch, we will have to use auxiliary CSV files.

The characteristics of these files are:

  • The name of the file has to be EntityName.propertyName.csv (i.e. HeritageObject.actors.csv)

In this case, the idInSource column corresponds to the original identifier of the associated object in the main HeritageObject CSV table.

Example of a plain import:

HeritageObject.csv

Example of an advanced import:

HeritageObject.csv

HeritageObject.actors.csv


2. Create / edit / erase data

Create data:

  • Use the top right button Create to start creating new data.
  • Depending on which section you are, you will create one or another type of data. I.e. from Heritage objects you will be able to create new object records.

Edit data:

  • From an object or entity record you will see the Edit button that will bring you to the edition panel.
  • If you need to edit data in batch, create a CSV file and import it.
  • If you want to update a single field of multiple records, replacing all values with a new one (all old values will be overwritten), then select the records > click Massive action > click Update > select the field to update > fill it with the new value/values.

Erase data:

  • Select the records you want to erase.
  • Select Massive action > Erase > click Submit.
  • It will appear a confirmation dialog.

NOTE: if the entity you want to erase is being used for any other entity, you will not be able to erase it.

I.e.

If I want to erase the term “chair” from the vocabulary Object type, but there is 1 record that has “chair” as Object type, Coeli will not allow me to erase it. To erase it, I will have to go to the record or records that are using this term (see right panel on the entity record to follow the relationships) and erase or replace the term from the record. Once done, I will be able to erase the term from the vocabulary.


3. Publish / unpublish data

To publish objects individually:

  • From an object record click Publish and it will appear the new button Public URL that will bring you to the pubic visualization of the record.
  • Use this URL to share the object to any of your online channels.

 

If you want to publish a group of objects:

  • Select the heritage objects that you want to publish > select Massive action > Publish > Submit.
  • You can obtain the public URL of this group from a search criterion, that is, do a search (use Filters) and it will appear the “Public URL” button. Even if the search collects unpublished objects, these will not be shown publically.

 

To unpublish objects:

  • Click Unpublish from an object record or from the results list (same as to publish a group of objects, but select Unpublish).
  • The object will disappear automatically, even though it is linked externally, it will not be visible anymore.