How To Bulkload Agents

Please keep in mind that Agents are shared across all Arctos collections. Read the Agent Documentation before proceeding.

Check to see if Agents Exist in Arctos

Create a list of people included in the data to be migrated in a .csv file (Excel will work fine for this). Look in fields where you store the names of collectors, preparators, donors, publication authors, etc. The column header should be “preferred_name”.

Review the list for alternate spellings and versions of “unknown” (names that are only initials or include only initials plus last name). Try to make each name as complete as possible and to ensure that there are no duplicates. Don’t lose the original spellings/abbreviations as you will need to ensure they are either part of an Agent or are modified in your data to match an Agent name before you load your data.

An example of what a completed CSV would look like:

Use the Agent Namestring Formatter

This tool will format names into “first middle last” and provide information about whether an Agent name appears proper, may have invalid characters, or be missing information and requires a CSV with a single column header of preferred_names. To access this tool, from the Arctos main menu select Reports/Services > Data Services > Agent Namestring Formatter

Use the preferred_name file created above to upload to this tool. Selecting “Upload This File” will provide results that include three colums:

orig: the name in your original list
manipulated: the “first middle last” format generated by Arctos
comment: remarks about the name indicating that you may need to correct it in order to have a valid agent name

To download the results, select “get CSV” at the top of the results page. The manipulated names can be corrrected as necessary and used in the Agent bulkload tool.

Comment Help

Comments can be cryptic, they may mean the following:

Use the Agent Name Splitter

This tool will help build the file needed for the Agent Bulkload Tool and requires a CSV with a single column header of preferred_names. Create the CSV for this tool using the cleaned names from the Agent Namestrin Formatter results as the values for preferred_names. To access this tool, from the Arctos main menu select Reports/Services > Data Services > Agent Name Splitter

Select your file, then “Upload This File”

The process may take a while. When it is complete, you will see a list of the names on your screen. Scroll to the bottom and follow the “move on” link

screen shot 2018-04-26 at 8 55 46 am

This will run the agent checker function, and it will ALWAYS fail - agent type is not provided to this application in the interest of simplicity. Scroll to the bottom of the data table that is generated and select Download

screen shot 2018-04-26 at 8 56 50 am

The downloaded results can be used to correct names and remove names that are already in Arctos. The Agent Name Splitter injects a “formatted name.” You may wish to replace preferred_name with this standardization. If the preferred names were already formatted according to the Guidelines, there is nothing of value in “formatted name,” and both the Other_Name_1 and Other_Name_Type_1 columns can be deleted.

screen shot 2018-04-26 at 8 58 43 am

The {Agent Bulkload Tool Home page](http://arctos.database.museum/DataServices/agents.cfm) provides a list of required and optional columns. The agent_type must be added to the results of the Agent Name Splitter and should all be “person” if the Agent Name Splitter was successfully used.

screen shot 2018-04-26 at 9 12 41 am

This is a good time to delete full duplicates as well; these agents exist.

screen shot 2018-04-26 at 9 02 16 am

Use the Bulkload Agents Tool

This tool is most often used as part of data migration by incoming collections but it may also be useful when a group of new Agents needs to be entered for other reasons such as members of an expedition or group of students working on a project.

Prepare a Bulkload File

The Agent Bulkload tool requires a CSV file with the following column headers:

The Agent Bulkload tool will also accept alternate names for the same Agent in optional column headers:

NOTE The “n” in the column headers above should be replaced with a number so that there may be multiple alternate names and associated name types added for a given Agent (up to 6 other_name_n and associated other_name_type_n, up to 2 agent_status_n and related agent_stats_date_n)

If you have not prepared a CSV file for this tool, it is easy to start one by downloading a template. To get the template, just select get CSV template at the top of the data fields list on the Bulkload Agents Tool page.

An example of what a completed CSV would look like:

screen shot 2018-04-26 at 9 04 59 am

Format is given at the top:

screen shot 2018-04-26 at 8 55 46 am

back to the agent loader

screen shot 2018-04-26 at 9 00 09 am

Load the CSV you just created

screen shot 2018-04-26 at 9 00 42 am

follow the link

screen shot 2018-04-26 at 9 01 20 am

validate

screen shot 2018-04-26 at 9 01 36 am

back home

screen shot 2018-04-26 at 9 03 38 am

You will probably see an error message with an explanation. (Short version: Duplicate agents cause huge problems with data reliability; a little work now is MUCH easier than any alternative.)

screen shot 2018-04-26 at 9 04 05 am

An active member of the Arctos Working group (=has manage_codetables access) needs to review any errors and then may load these. The review process should include conformation that all information is being provided - e.g., that “J. S. Smith” is in these data because that’s absolutely all we know, NOT because tradition mandates entering “John Smithson Smith” as initials only.

Someone with admin access will see a scary red box with an override link.

screen shot 2018-04-26 at 9 04 48 am

Click it, if there are no remaining errors the data should load.

To access the Bulkload Agents tool, from the Arctos main menu select Enter Data > Batch Tools > Bulkload Agents

screen shot 2018-04-26 at 8 54 33 am

This tool is most often used as part of data migration by incoming collections but it may also be useful when a group of new Agents needs to be entered for other reasons such as members of an expedition or group of students working on a project.

screen shot 2018-04-26 at 9 04 59 am

Related Links

How to Understand Bulkloader Results

Not Used screen shot 2018-04-26 at 8 55 23 am