Ryerson Back-Indexing

Transcription

1 Ryerson Back-Indexing We have now introduced a streamlined procedure to handle files for back-indexing, which will make it much easier for all those involved both the indexers, and Alan as the Back-Indexing Co- Ordinator. The new process involves storing files of notices to be indexed on Google Docs, from where they can be accessed by any indexer, at any time. This means an indexer will never run short of work, and Alan will no longer have to files or post CDs to indexers. There will always be a supply of files available, so anyone on the backindexing team can take a file and index it, at any time. In summary, the process is: 1. log on to Google Docs 2. download the file (or files) for the date you wish to index 3. delete the file from Google Docs (so no-one else indexes the same file) 4. index the paper and deliver the.txt file as normal Like everything in the computer world these days, different combinations of operating systems, browsers and even the number of files being downloaded result in differences to the process. We have tried to cover most of the common cases. Our Google Docs account is organised with a folder (called a collection) for each paper. This makes it easier for indexers to locate a particular paper, because they don t have to sort through the entire list of papers in the Home folder. CONTENTS Logging on to Google Docs...2 Downloading Files using Firefox...4 Downloading Files using Internet Explorer...7 Downloading Files using Other Browsers...9 Windows 7 - Downloading Files using Internet Explorer...10 Deleting Files...16 Uploading Files...17 Important Points to Note...22 Page 1

2 Logging on to Google Docs Step 1: Go to The screen will look like this. Step 2: Click the Sign in Here link. The resulting screen will look like this: Step 3: Enter the address and password Death.Notices (note that the password is casesensitive.) Page 2

3 Tick the Stay signed in box so you can avoid signing in each time. Click the Sign In blue button. The next screen will look like this: This is the list of files available for indexing. Page 3

4 Downloading Files using Firefox This process describes how to download multiple files. If downloading a single file, the process is slightly abbreviated. Step 1: Locate the collection for the paper in the left-hand side menu, and click on the entry. Step 2: Identify the files for the paper you want to index. Remember that one paper may have multiple scans (generally with a suffix of A, B, C or #1, #2, #3 etc). Step 3: Tag the files you want by clicking in the square box to the left of the filename. A tick appears in each box, eg Step 4: Right-click anywhere in the yellow highlighted area, and a pop-up menu will appear: Page 4

5 Step 5: select the download option, and the Convert and Download screen appears. This looks more fearsome than it really is. Depending on the format in which the files have been saved, you will see different options. If you are downloading a.tif file, then accept the as-is option and click the blue Download button. If you are downloading a.pdf, then go straight to Step 6. If you are downloading a Word file, then accept the PDF option and click the blue Download button..tif file Word document Page 5

6 Step 6: After clicking the Download button, your files will be automatically zipped, and then you will see a standard download screen where you can define where you want to save the files. Step 7: Save the file wherever convenient for you, and start indexing. Page 6

7 Downloading Files using Internet Explorer Step 1: Locate the collection for the paper in the left-hand side menu, and click on the entry. Step 2: Identify the files for the paper you want to index. Remember that one paper may have multiple scans (generally with a suffix of A, B, C or #1, #2, #3 etc). Step 3: Tag the files you want by clicking in the square box to the left of the filename. A tick appears in each box, eg Step 4: Right-click anywhere in the yellow highlighted area, and a pop-up menu will appear: Select the Download option. Page 7

8 Preliminary Step 5: for Word files only - the Convert and Download screen appears. Accept the PDF option and click the blue Download button. Page 8

9 Step 5: you will be given the option to open the file or to save it. Click the Save button. Step 6: You will see a standard Windows screen where you can select the folder in which to store the file. Once the download is complete, click the Close button. Downloading Files using Other Browsers Chrome, Opera and Safari all have their little idiosyncrasies, but indexers who use these browsers are already at a higher technical level than the average user, and will have no trouble working out their own sequence of events. Page 9

10 Windows 7 - Downloading Files using Internet Explorer Step 1: Locate the collection for the paper in the left-hand side menu, and click on the entry. Step 2: Identify the files for the paper you want to index. Remember that one paper may have multiple scans (generally with a suffix of A, B, C or #1, #2, #3 etc). Step 3: Tag the files you want by clicking in the square box to the left of the filename. A tick appears in each box, eg Step 4: Right-click anywhere in the yellow highlighted area, and a pop-up menu will appear: Page 10

11 Select the Download option. Step 5a: for tif files Step 5b: for Word files only - the Convert and Download screen appears Accept the PDF option. For either option click the blue Download button. Page 11

12 Step 5: you will be given the option to open the file or to save it. Click the Save button. It will then zip the files and when ready will show this screen Step 6: Click click here to download Page 12

13 Click the arrow to the right of the Save button and this will open the conventional save dialogue box. Select a folder, rename as necessary and click Save Once the download is complete, click the Close button. Page 13

14 Downloading a single file Click the arrow next to the Save button. This will open a conventional save screen. Page 14

15 Select an appropriate folder, rename the file as necessary and save. Page 15

16 Deleting Files After you have downloaded the files you want, you should delete them from Google Docs so that no-one else subsequently claims them and doubles up on your indexing. Deleting is the easiest part of the process. After you have downloaded, the list of files in the newspaper collection will still show those you downloaded highlighted in yellow, and with a tick in the box, ie Step 1: In the toolbar above the red word TITLE, you will see a trash can icon, which shows Move to trash when you mouseover. Click on it. Job done. Page 16

17 Uploading Files If you have files to upload, then the process is simple, if a little cumbersome. All uploads into our Google Docs account are stored in the Home folder. From there we need to copy them into the particular newspaper collection. At the top of the left-hand menu there are two pink buttons. The right button, with an icon showing an arrow pointing up, is the upload button. Step 1: Click the upload button. You will see another menu screen: Step 2: Click on the Files option. Note that your cursor doesn t change to suggest it is clickable, but it is really! Page 17

18 Step 3: You will see a standard Windows file selection screen, so select the files you wish to upload and click Open. You will then see the Upload Settings window: Always ensure the first option ( Convert documents etc ) is selected. Click the blue Start Upload button. Step 4: Sit back and watch the upload happen (or find some drying paint to watch it s probably more exciting!) Step 5: Once the upload has finished, you need to move your files into the appropriate newspaper Collection. First, look at the list of collections on the left hand menu. If there is an existing collection defined for the newspaper you have uploaded, go to Step 5b. If there is no existing collection for the newspaper you have uploaded, then you need to create one. In the following example, a file for the Macleay Argus has been uploaded file MA tif. Note that there is no collection already defined for the Macleay Argus. Page 18

19 Step 5a: Because there is no collection defined, we define one. Firstly, click on the My Collections item on the left-hand menu. The heading at the top changes from Home to My Collections, and a small icon appears on the Docs line, which looks like a manilla folder with a cross on it. Page 19

20 This icon is the Create a New Collection icon. Click on it. You will see a small box which allows you to enter a name for the new collection you are creating. In this case, we enter Macleay Argus, and click the blue OK button. The result is: ie the Macleay Argus Collection has now been created. Page 20

21 Step 5b move the new files you have uploaded into their collection. First, click on the Home link on the left-hand menu, and locate the files you have uploaded. Tick the box to the left of each file you want to move into the collection. Now, drag and drop the highlighted files into the correct collection. To prove you have done it correctly, the collection name will appear beside each file moved, eg Page 21

22 Important Points to Note 1. The file name contains the newspaper code and the date (in yymmdd format). 2. All files on Google Docs are there to be indexed, so don t be shy just because it s not your usual paper. 3. If you are uploading files, please save them in either tif, jpg, pdf, word or txt format. 4. If you inadvertently delete a file, you can get it back again from Trash. The process is pretty simple click on Trash on the left-hand menu, highlight the file or files, right-click in the yellow highlighted area, and select Restore from Trash. So don t panic if you accidentally delete something just put it back again and no-one will be any the wiser! 5. It is a bit of a pain to page through the lengthy list of files when you know that yours is near the bottom. If anyone can find a way to go directly to the bottom of the list, please tell us all. (Version 1.3, 21 May 2012) Page 22