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FIU Digital Project Guidelines and Help Materials

The internal standard operating procedures for FIU Libraries' digital collections
  • Batch uploads and batch revise are done with Excel spreadsheets. Each collection has a unique Excel spreadsheet. You must use the batch spreadsheet generated for the collection you are working with.


  • Most metadata can be entered freely into the spreadsheet. Some fields, like “Document Type,” rely on controlled lists. For these fields, specific values are required.  If any fields on the upload form use controlled lists, see the Controlled Lists tab.


  • To import full text files to the repository, the files must be located on publicly accessible servers. You can use either dropbox or onedrive for batch uploading. See "Using Dropbox or Onedrive" tab.


  • An import spreadsheet can be accepted even though individual submissions have errors and are not imported. If this happens, placeholder submissions will be created for the unsuccessful items and you’ll have the opportunity to batch revise the placeholders to fix the errors. No changes will be visible until you accept the changes and update the site.


  • You can check the status of your batch upload by selecting the Batch Status link in the left sidebar within Manage Submissions to check on a batch import or revision. You may use this tool to check on batch revisions for placeholder submissions created in a previous import. The batch status tool stores information about your batch imports and revisions for 30 days.

Steps to batch upload:

  1. From the publication’s Manage Submissions tab, click on the Batch Upload Excel sidebar link.
  2. Click Download to save the batch import spreadsheet to your computer.
  3. Complete the spreadsheet, one record per row, with the metadata you wish to include. Use controlled vocabulary when necessary. The columns highlighted in red are required for each record. Hover your cursor over the column headers for information on each field.
  4. When you have completed the spreadsheet, return to the Batch Upload Excel screen in Step 1, and upload the Excel file using the Choose File and Upload buttons.
    • If the upload is successful: you will receive a confirmation email.
    • If there is a problem validating your spreadsheet: the system will return an error message either on-screen or in an email asking you to correct the error before the spreadsheet is accepted.
    • If the spreadsheet is accepted but there are problems with specific articles: The system will import successful records and create placeholders for the remaining records until you can correct them. The email confirmation will include a link for revising those submissions and a list of the errors. Use the spreadsheet provided via the link and follow the steps below for revising placeholder submissions (note: fixing and resubmitting a partially imported spreadsheet instead will result in duplicates).
  5. After you receive the confirmation email, you may preview the records:  Go to the Manage Submissions screen, change the Status to “Queued for update,” and then click a title to preview the record.
  6. If you are satisfied with the preview, press the Update site link to make all currently queued records publicly available.

Revising is a two-step process where the metadata is first exported, then modified via an Excel spreadsheet. New submissions can also be added to a batch revision spreadsheet for import.

To batch export:

  1. Click the Batch Revise Excel sidebar link located on the Manage Submissions screen for the publication (e.g., series, image gallery, event community, journal).
  2. Click Generate.  A spreadsheet containing the current metadata will then appear at the top of the “Spreadsheet History” list. In publications containing 10,000 submissions or more, exports are broken up into multiple spreadsheets of 5,000 items each. If previous spreadsheets are also present, you may use the date/time stamp to confirm the correct spreadsheet to export.
  3. Click the Download link to complete the export and save the file to your computer.

To batch revise:

  1. Using the spreadsheet from your batch export, enter your changes and any new submissions you’d like to add. The columns highlighted in red are required for each record, and the right-hand, gray columns should be left intact for system use. All other columns may be removed. When you have finished, return to the Batch Revise Excel screen in Step 2 of your batch export, and upload the revised file.

    Tip: For submissions highlighted in yellow, note that author information has been truncated on the spreadsheet. Author information that is not displayed for these submissions must be edited through the Manage Submissions screen.
  2. You will receive an email with a summary of the changes and additions. Use the links in the email to accept or cancel. If there are formatting errors in the metadata, you will receive an email notification indicating the nature of the error. Once you have corrected the error, upload the spreadsheet and await a summary email.
  3. After you click the summary email’s Accept Changes link, the system will process the spreadsheet and you’ll receive a confirmation email with links to preview or update the publication.
  4. If you are satisfied with the preview, press the Update site link.  Revisions to live submissions, and new submissions entered via the spreadsheet, will become publicly available.Submissions that were unpublished as of Step 2 will be revised but will remain unpublished after you update the site.  You may post them using your usual workflow or leave them unpublished.

You can use either dropbox or onedrive to generate the URL for the full text URL field on your batch forms. Please remember to remove files from dropbbox or one drive once they are in Digital Commons. ***Note: when you upload files via dropbox, onedrive or even googledrive, Digital Commons does not retain the original file name. Instead, the system will use the URL as the file name.***


1.  After uploading a file to Dropbox, click the “Share” button to the right of the file name.

2.  In the box that pops up, click “Create a link” (toward the top right edge of the bottom section of the box).

3.  Click “Copy link.”

4.  Close the popup box in Dropbox by clicking the “x” at the top right of the box.

5.  Paste the link to the desired location into the fulltext URL field on your batch spreadsheet.

6.  Edit the link.   Change "dl=0" at the end of the url to "dl=1" to make it a direct download




If you are batch uploading in Excel, you can do this all at once with a search and replace.


7.   You should then be able to upload your file without problems as long as it is not too large.  I have gotten errors trying to upload large files using this method (greater than 100 MB).



1. After uploading files to OneDrive, right click on the file and select Get Link.

2. From the pop up, make sure that the the permissions show "Anyone with this link can edit this item". Then select "Get Link"

3. Copy the URL into the Fulltext URL field on your batch upload spread sheet.



Rights Statement Batch Values

Creative Commons Batch Values

author1_is_corporate – Indicates whether a given author is a corporate or institutional entity. The default is FALSE. To indicate a corporate author, enter TRUE in this cell, and enter the name of the institution in the author1_fname cell

create_openurl – The default is 0, which does not create an OpenURL for the article. To create an OpenURL link for an article, place a 1 in this cell.

document_type – The document type for each record. This is specific to each publication.

embargo_date - For batch uploads to publications using the default list asset, enter 0, 365, 540, 730, or 1095 to indicate the number of days until an embargo expires.For batch revisions, enter the date of expiration in YYYY-MM-DD format; if embargo date is a required field but the record is not under embargo, enter today’s date to proceed.

keywords – Please separate keywords/keyword phrases with commas.

multimedia_format – When using streaming media, this is the format of the media file. Please use the values below. The format options are:

  • embedly – Other rich media
  • flash_audio – Flash Audio (m4a, mp3)
  • flash – Flash Video (flv, mp4, RTMP)
  • qt_audio – QuickTime Audio (aac, aif, mid, midi, mov, wav)
  • quicktime – QuickTime Video (3g2, 3gp, mov, mpg, mpeg)
  • real_audio – RealAudio (ra, ram, rm)
  • real_player – RealVideo (ram, rm, smi, smil)
  • swf_object – SWF format
  • vimeo – Vimeo
  • windows_audio – Windows Media Audio (wma)
  • windows_media – Windows Media Video (avi, wmv)
  • youtube – YouTube

publication_date – The publication date of the record. Please use YYYY-MM-DD

season – The season corresponding to the publication date. Values are: Winter, Spring, Summer, and Fall.


The following fields will appear at the right end of the Batch Revise spreadsheet in gray and are for system use only. Do not make changes to these fields: