This page demonstrates how to create MODS files using Archivist Utility from an Excel metadata spreadsheet.
for information on how to upload MODS, see Uploading MODS
What You Need
- Microsoft Excel
- A solid text editor such as Notepad++ Portable (a Windows text editor) is freely available here.
- Archivist Utility.
- Open metadata (.xlsx) in Excel and choose SAVE AS.
- Choose the "Text (Tab delimited)" option as shown if the metadata has no "foreign" characters (diacritics) in it or if you don't know if there are.
- If you know there are diacritics in the metadata, go directly to Diacritics before proceeding.
- Save the .txt file in a prepared "Metadata" folder in the Digital_Coll_Complete directory.
- Open the .txt folder with your text editor.
- Do a find and replace to remove all the quotation marks that have appeared during the export.
- Check for Diacritics (unless you repaired them beforehand) and follow any applicable instructions before continuing
- Make sure the file is encoded as UTF-8 rather than ANSI or anything else. (In Notepad++, encoding will display in the bottom right corner of the screen. To change it, go to the Encoding menu and select Encode in UTF-8.)
- Save the file.
- Open Archivist Utility.
- Load the correct MODS template by choosing the "Load XML Template".
- For "old" metadata spreadsheets, this template is MODS-template_7.ds.xml
- For m01 metadata spreadsheets, this template is AU_template.m01_5.xml
- Both of these templates can be found in S:\Digital Projects\Administrative\forSoftware\ArchivistUtility
- Chose the "Load Data" tab and select your .txt file.
- Choose the "Update Output" tab to check for errors.
- Choose the "Log" tab to check for an error report (see below for explanations)
- If no errors, chose "Export All Rows" and place the MODS output in the prepared MODS folder in the Digital_Coll_Complete directory.
Error and Warning Messages
invalid XML output, could not tidy output
- this means you have an issue with a nonprinting character, almost always a diacritic
- the Row # it gives you will be one row up from where the row lies on the spreadsheet (your spreadsheet has headers, but Archivist Utility starts counting at the row below the header)
- example: Error (u0003_0000581.txt row 147): invalid XML output, could not tidy output refers to a problem with spreadsheet line 148
Missing Columns and Unused Columns
This means you're probably using the wrong template
This is what it looks like when you put an old-form spreadsheet into a m0# template
This is what it looks like when you put a m0# spreadsheet into an old-form template
are almost the same
This means there's probably a misspelling in the the column header
Example: if you've got a Missing Column called "Date Created" and an Unused Column called "DateCreated," that's the same problem: the column was labeled incorrectly in the spreadsheet