Ritsumeikan University Researcher s Database Batch Registration Manual

Transcription

1 Ver Ritsumeikan University Researcher s Database Batch Registration Manual The new Researcher s Database is complete. This Batch Registration manual is to be used as a reference when conducting the batch registration of your Research Achievements into the new database from excel files. For regular registration, please refer to the simple registration manual. All data entered into the Japanese fields will appear on the Japanese public page, and all data entered into the English fields will appear on the English public page. Therefore, please enter the title of theses written in English into the Japanese field in English. Top page of the Researcher s Database: On the RU homepage Click

2 Contents Batch Registration Tool: Preparing the Excel Master File... page 1 Downloading the Excel Master File. Opening the Excel Master File... page 1 page 2 Inputting Data into the Excel Master File: Precautions... page 3 Batch Registration Process... page 4 * Excel Master File refers to the file containing the data to be batch registered.

3 Batch Registration Tool: Preparing the Excel Master File Downloading the Excel Master File If you have data already registered in the new database and/or you wish to add data via batch registration by editing the Excel Master File, click Batch to open a Batch Registration window. When you click Data reference in the Batch Registration window, the link Download the Excel file will appear. You can download the Excel Master File by clicking Download the Excel file. (See page 2)

4 Batch Registration Tool: Preparing the Excel Master File Opening the Excel Master File The Excel Master File contains the data to be registered in batch. When you open the Excel Master File, depending upon whether there has been previous data entry in this section or not, the file content will appear in one of the following Patterns : Pattern First time to register data in this section If there has been no previous transfer of data from the old database If you are entering data in Research achievements for the first time No Data Pattern Editing, Adding, or Overwriting data If data has been transferred from the old database previously and you will add to the data or edit the data If you will overwrite the previous data. Data Preparation is complete now!

5 Example: Books Inputting Data into the Excel Master File: Precautions Please consider the following precautions which apply to both previously mentioned Patterns of file content. Row 1 contains column Rows 2 and 2 and below below are headings (field names) are for for data data Warning: Please do not changes the order of any of the rows or columns. Important Note regarding Control Number If you leave Control Number blank, a number will be automatically assigned and the data in that row will be recognized as constituting a new registration. In the case of Pattern (first time data entry), leave Control Number blank. If there has been no previous transfer of data from the old database, or if you are entering data in Research achievements for the first time, leave this cell blank. In the case of Pattern (editing, add, overwriting data), please take notice of the following precautions < Precaution 1 > If you are editing/adding to a data entry made previously, please ensure that you do not change the Control Number. < Precaution 2 > If you wish to overwrite existing data, first enter a 1 in the cell under Delete (column AG) which will delete the existing data in the corresponding row. If there is existing data, you cannot overwrite it by simply adding data. Light Green Control Number (fixed) Red Input required Green Input optional Gray Input not required Purple Input not required (system determined) Example of Precaution 2: There are 35 existing data entries and you wish to delete them all and add 40 data entries in their place. 1. Download the Excel Master File containing the existing 35 data entries. 2. Enter 1 (single-byte character) in all cells in column AG Delete relating to the existing data. 3. Enter the new data that you wish to replace the old data with in rows 36 and below. (There should be data entries up to row 75.) Ensure that the cells for Control Number and Delete are empty for all the rows in which you will enter the new data. (If there is a 0, this is interpreted in the same way as an empty cell.) 4. Save the excel file. (Do not Save As. ) 5. Open a new Batch Registration window (see page 1) Enter the file directory for the file saved in step 4 (above) in the field Select the file to read or click the button (Browse) to locate the file. After this click Read. 6. The Excel Master File will be read and a Data upload button will appear. When you click Data upload, the data will be registered. 7. Click and confirm that the data has been registered correctly.

6 Batch Registration Process After you have entered data on your achievements etc. into the Excel master file and saved the file, it is time to batch register the data into the database. Ensure that you Save the file after data entry. Important: make sure that you click the Read button. 1. Click the button in the Batch Registration window and select the excel file saved in STEP1. Batch registration is complete now! Follow this steps for all other sections. 2. Click Read.