Standard Elements Importer

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1 1 Standard Elements Importer The Standard Elements Importer (import tool) is a utility that can be used to import data from formatted CSVs into Elements via the Elements API. Glossary Category: The category of object (or element ) that can be imported into Elements publications, grants, activities, etc. The list in Appendix A is definitive and cannot be extended. Metadata object: The metadata that describes an import object, regardless of category. For example metadata about a grant is a metadata object, as is metadata about a publication. Type: There are different types of metadata object available within each category. Appendix A lists the default types available in Elements by category. This list can be extended in Elements by administrators. Field: A metadata field available on a metadata object, different types can be configured to employ different fields these are known as field usages. Appendix C lists a set of default fields. This list can be extended in Elements by administrators. Field usages: The configuration of which fields are available on a type. The current configuration of these usages can be viewed in Elements. Field type: Each field has a field type associated with it. This describes the type of data that the field can be populated with. Appendix B includes a list of field types available in Elements. This list is definitive and cannot be extended.

2 2 Contents How it works Prepare CSV files... 3 Metadata CSV... 3 Persons CSV... 4 Links CSV Configure Import Tool... 5 Source Files... 5 API Endpoint... 5 Additional Settings... 6 Consecutive Errors... 6 Throttling API Requests... 6 Allow Orphans configuration SMTP Run Import Tool... 7 Test Mode... 7 Run Mode... 7 Logging... 7 Appendices... 9 Appendix A: Categories and their default types... 9 Appendix B: Field types... 9 Appendix C: Default fields (types) by category Appendix D: Category user link types Appendix E: CSV sample files Metadata.csv Persons.csv Links.csv... 15

3 3 How it works The Standard Elements Importer (import tool) is a utility that can be used to import data from formatted CSVs into Elements via the Elements API. The import tool will make an attempt at cleaning and parsing data into relevant Elements field types. All categories are supported, and objects of any type (including custom ones), currently configured in Elements can be imported. As a high-level overview, an import consists of the following steps: 1. Prepare CSV files: Produce CSVs in the required format. Place them in a directory accessible by the import tool. If you have difficulty creating CSVs in the required format please contact Symplectic. 2. Configure import tool: Update the CONFIG file to set the correct file locations, the API details for the Elements API endpoint (note that the import tool requires connection to a endpoint, if one is not available it must be configured in Elements) and the SMTP settings for ing error reports. 3. Run import tool: Run the import tool in test mode with a few IDs to verify that it runs successfully. Then, run the full import. 1. Prepare CSV files The importer accepts data from three separate CSV files: Metadata, Links and Persons. All the CSVs must contain column headers, and these headers must exactly match the descriptions given below. If a column header is not exactly correct all the data in that column will be ignored by the importer. Metadata CSV Mandatory columns: id, category, type This CSV has three columns that must be populated for all rows: id, category, and type. These columns represent a unique identifier for the data being imported along with the targeted Elements object category and type. The id column is of type string and should be unique within the CSV. Note that this condition is not enforced by the importer so checks for duplicates should be made before running the importer. The category column must contain a value identical to a category name in Elements - see Appendix A for the full list. The type column must contain a value identical to the underlying name of an Elements type, of the appropriate category, within your Elements instance. Since custom types can be defined in Elements a definitive list of acceptable values is not available however a list of the default types is available in Appendix B. If a new type is added to Elements, for example c-review, this value will now be valid in this column. Data rows containing invalid data in mandatory columns will be rejected.

4 4 Data: This CSV contains data for all bibliographic fields except those of type person-list. Specific fields are targeted by column headers based on the Elements underlying field names. Normally this is simply a single column with a header matching the targeted fields underlying name but some field types may require multiple columns headers with appropriate affixes (e.g. pagination), see Appendix B for details. Since fields and their usages are configurable within Elements a definitive list of valid values is not available, however a list of the default field names can be found in Appendix C. Persons CSV Mandatory columns: category, id, field-name This CSV has three columns that must be populated for all rows: id, category and field-name. The id and category values act as a key to relate a row in this file to a particular row in the Metadata CSV file (which represents an object being imported). Therefore these values have the same data restrictions as in the Metadata file. The field-name column which must contain the name of a personlist field (e.g. authors) configured on the type of object being targeted for the metadata row identified by the id and category columns. As described earlier custom fields can be added to Elements and this includes person-list field-type. If, for example, a c-translator field of field type person were to be configured against this category it would be become a valid value in this column. As such a definitive list of valid values cannot be supplied for this column; however the defaults are listed where the person-list fields are shown in Appendix C. Rows containing invalid data in mandatory columns will be rejected. Data: This CSV is similar to the Metadata CSV in that it holds bibliographic data. However since bibliographic data about persons is more complicated than for most other field types each bibliographic person can be read from a single row in the Persons CSV. This CSV has a total of 6 possible columns which can hold the data described below, mandatory fields in bold: Category: the category of the metadata object for which this bibliographic person is a field (see Appendix A) Id: the id of metadata object for which this bibliographic person is a field (e.g. P156437) field-name: the name of the field into which this person data will be injected (e.g. authors) first-name: the first name of a person (e.g. John) surname: the surname of a person (e.g. Smith) full: the full name of a person (e.g. Smith, J) order-number: the order in which this name should appear, has to be an integer (e.g. 5) (Note that if order-number is not supplied people will be added in the same order that their rows are provided in this file). full-list: a list of full names to be parsed by the importer (e.g. Smith J, Torhvik L and Kane C) (Note that in this case the order-number column will be ignored). It is possible for the importer to get one or more names from three different sources for each row in this CSV. It could use a combination of the first-name and surname, it could try to parse a name from the full column, or it could try to parse one or more names from the full-list column. It prioritises creating a name in that order, so if it finds a first-name and surname, it won t look in the full or fulllist columns, if the surname column is empty it will try to parse the data in the full column, and so on for the full-list. Many person rows with the same id value are allowed, and all of the rows with the same id will be added to the targeted person-list field on the relevant publication.

5 5 Links CSV Mandatory columns: category-1, id-1, category-2, id-2, link-type-id There are only five fields available in this CSV and all are mandatory. The data describes the links that should be created between objects in the metadata file and users (which must already exist within Elements e.g. via an institutional HR feed). The objects specified in these links are identified by a category and id combination, where the categories can take any of the values in Appendix A. Currently only links to users are supported in the importer, so one of the categories should contain the value user. The ids of these users are the proprietary ids specified in the HR import, and the ids of the other category are those specified in the Metadata CSV. The final column, link-type-id, is the numerical value taken from a predefined list found in Appendix D, and dictates the type of link that is to be created between the imported metadata object and the existing user, note that only certain linktype-id values are valid for a given category. 2. Configure Import Tool Settings for the import tool are stored in the configuration file: StandardElementsImporter.exe.config The configuration file enables you to customise the operation of the import tool; in addition, there are certain mandatory elements that require setting in order for the import tool to perform its task. In order to perform the import, the import tool needs to have the following information: Where the three source files (Person.csv, Metadata.csv, Links.csv) are stored The API Endpoint address and any necessary API access credentials (for https endpoints) Source Files The source file locations are stored in the following section of the configuration file: API Endpoint The Standard Elements Importer interacts with Elements via the API; therefore in order for it to connect it needs to know the endpoint address to access the API endpoint. The address is specified in the configuration section below:

6 6 If you are using a secure endpoint for the import, the username and password must be specified: Additional Settings Consecutive Errors To allow you to effectively resolve import errors reported by the import tool, a failsafe feature has been added which will halt the import process should a specified number of consecutive errors occur. By default, the Import tool will stop after 20 consecutive errors, however, you can configure this value in the key: If you choose to omit this key from the configuration file, the tool will still use the default value of 20. Throttling API Requests The configuration file provides the option for adjusting the throttling period between consecutive requests to the Elements API. Reducing this period will increase the upload speed, however it will place more strain on the Elements system so caution should be taken when adjusting this. The throttle period is specified in milliseconds: Allow Orphans Orphans are metadata objects without any associated links specified in the Links CSV file. These can be imported as long as this is set to be allowed in the configuration:

7 7 configuration SMTP Once the Import Tool has completed, or in the event of an error, the import tool can send an to a specified account detailed in this section. 3. Run Import Tool The import tool runs from the command line in wither run or an optional test mode. Test Mode StandardElementsImporter.exe -test ids= ID1,ID2,ID3 In Test Mode, the tool will proceed to run as with Run Mode but working with specific records only. The records to process are identified using the ids= ID1 parameter. You can specify either a single ID to process or a list of IDs each separated by a comma. Note: Test mode will import data into Elements. Run Mode StandardElementsImporter.exe Running the above command will carry out a full data import and on completion, produce a number of logs for review and troubleshooting purposes. Logging The import tool produces up to seven logs during execution; these can be used for review and troubleshooting purposes. Log name Type Information Api_Client_Requests Review / Troubleshooting Logs the requests made to the API and the responses received back. Useful to review API activity and to troubleshoot API

8 8 related issues. Elements_Type_Configuration Review Provides a matrix of Elements fields against each type defined in the Elements instance begin imported into. Import_Errors Troubleshooting Produced only if the import process encounters problems during execution. In order to resolve any issues with the source data, this log is a good place to start reviewing after the import process completes Import_Successes Review Logs all successfully imported data. Import_Warnings Troubleshooting Logs problems associated when attempting link imported of data. Produced only if there are warnings to report Program_Exceptions Troubleshooting Produced when the importer stops execution after it encounters a critical error or reaches a maximum number of consecutive errors. Summary Review Provides a statistical breakdown of the items imported into Elements. Logs are time-stamped and stored in time-stamped folders. A new folder is generated each time the import tool is run:

9 9 Appendices Appendix A: Categories and their default types Category Category Type(s) Publication artefact design performance book exhibition poster chapter internet-publication report composition journal-article scholarly-edition conference other software dataset patent thesis-dissertation grant grant activity org-structure organisational-structure project project equipment instrument database service software concept concept user Appendix B: Field types Different field types are represented by different column structures and data options in the metadata CSV. Depending on what type the field is the importer will try to parse the data in different ways, below is a description of the expected outcome. Data not in the described format will not be imported. A CSV containing sample data of the format expected by the importer is available in Appendix F. Field Type text date Description A single column with a header of the exact same name as the mapped Elements field. Data of any format can be put in this cell and it will be set as the field value on the metadata object. importer will attempt to parse this data into a date type, it can do this from recognised date

10 10 formats. choice integer boolean number list isbn-10 isbn-13 issn person-list url keyword-list doi pagination address-list Identifier-list fundingacknowledgements data in this cell must be one of the available choices configured in Elements for this field. data in this cell must be a valid integer. data in this cell must be one of the following to parse as true true, yes, y, 1 or to parse as false false, no, n, 0. data in this cell must be a valid decimal number. data in this cell should be semi-colon separated list of values, each of the separated values will be parsed into a separate entry in the final list field. data in this cell should be a valid isbn-10. data in this cell should be a valid isbn-13. data in this cell should be a valid issn. A field of this type are targeted by the Persons.csv as opposed to a column in the Metadata.csv file data in this cell should be a valid URL. A single column with a header of the exact same name as the mapped Elements field. As for list, the data in this cell should be a semi-colon separated list of values, each of these values will be parsed into a separate entry in the keyword list. data in this cell should be a valid DOI. A pagination field can be parsed from a combination of 4 columns. These are the field name succeeded by one of 4 identifiers: -start-page, -end-page, -page-count, -full. For example in the case of a custom pagination field called c-pagination, the column headers would be c-pagination-start-page, c-pagination-end-page, c-pagination-page-count, c- pagination-full. The values in the start, end and count components should be integers, however the full column can contain a full pagination object of the form The separate components take precedence over the full component such that if a start-page value is populated the full column will be ignored for that row. A single column with a header of the exact same name as the mapped Elements field. Full addresses should be separated by a semi colon, as for lists and keyword lists, and each value will create a new address entry in the list. Fields of this type are currently not supported by the Standard Elements Importer. Fields of this type are currently not supported by the Standard Elements Importer.

11 11 Appendix C: Default fields (types) by category underling field type publication grant equipment project abstract text x x additional-name text x addresses address-list x x algorithm text x amount number x application-date date x arxiv-pdf-url url x associated-authors person-list x authors person-list x author-url url x award-date date x c-audience text x c-broadcast-programme text x c-conferences-stype-lu choice x c-end-length number x c-extension-stypes-lu choice x c-imprint-year number x coded-in text x commissioning-body text x confidential boolean x contacts person-list x c-reports-stypes-lu choice x c-start-length number x c-thesis-stypes-lu choice x currency text x data-input text x data-output text x department text (100) x description text x x x developed-by person-list x discipline text (100) x doi doi x edition text x editors person-list x eissn issn x end-date date x fee-for-service boolean x filed-date date x

12 12 finish-date date x x funder-name text x funder-reference text x funder-type text x funding-acknowledgements fundingacknowledgements x funding-type text x institution text (200) x institution-reference text x inventory-number text x is-application boolean x isbn-10 isbn-10 x isbn-13 isbn-13 x issn issn x issue text x journal text x keywords keyword-list x language text x licence text x location text x manufacturers address-list x medium text x model-number text x name text x x name-of-conference text x notes text x number text x number-of-pieces text x operating-system text x pagination pagination x parent-title text x patent-number text x patent-status text x pii text x place-of-publication text x programme text (100) x protocol text x publication-date date x publication-status choice x publisher text x publisher-url url x purpose text x references list x restrictions list x scheme text (250) x series text x

13 13 service-fee-url url x start-date date x x x status text x sterling-value integer x sub-programme text (100) x sub-type text x thesis-type choice x title text x x types list x url url x version text x x volume text x Appendix D: Category user link types Category Link type ID Link Type publication 8 Authored of 9 Editor of 82 Translator of grant 17 Funder of 43 Primary investigator 44 Secondary investigator activity 23 Associated with org-structure 29 Director of 30 Administrator of 31 Member of 45 Researcher in 60 Head of 61 HR manager of 62 Safety manager of 63 Web manager of 64 Finance manager of

14 14 65 Deputy head of 66 Fellow of 78 Board member of 79 Committee member of 80 Consultant for 81 Visiting academic in project 37 Funder of 46 Administrator of 47 Project manager of 48 Championed by 49 Lead of 50 Team member of 51 Researcher on equipment 41 Used of 52 Trained on 67 Member of team 68 Maintainer of 69 Manager of concept 56 Has keyword

15 15 Appendix E: CSV sample files Metadata.csv Persons.csv Links.csv

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