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If you are not yet familiar with the batch metadata editing process for ScholarWorks, please consult the training documentation created by David Walker.
Field #2: Creator, Advisor, Committee Members (February 2022-March 2022)
Field #1: Title (December 2021-January 2022)
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Download the .zip file for your campus. Contact David if you don’t have that URL.
There is a separate CSV file within the .zip file for each data model/work form, of which we currently have four: dataset, educational resource, publication, and thesis. If your campus will be cleaning up metadata for more than just ETDs, you will need to complete the following clean up steps for each CSV separately.
For each CSV file, download it and save it locally. Then delete all fields (columns) except for id (column A) and those name-based fields you intend to clean up, such as creator (column AY), advisor (AR) and committee_member (AS).
Add two new columns to the right of each field/column that you intend to clean up and then name those new columns as follows: [original field name]_revised and [original field name]_revised2.
Select what is now cell C2 (the first blank cell in the first of the _revised columns you’ve added), then click on the formula bar, and copy and paste the following function: =RIGHT(B2,LEN(B2)-SEARCH(",",B2)-1)&" "&LEFT(B2,SEARCH(",",B2)-1) and press enter/return on your keyboard.
Then fill the formula down the entire column. Please consult Excel’s documentation for additional guidance with that.
Then copy the output of that formula and paste it as values in what is now column D (i.e., your _revised2 column for that field).
Please save your file at this point to avoid losing your work.
Working from what is now Column D, spot check the output of the formula for error. If you find any errors, please correct these within Column D.
Particular attention should be paid to names that include suffixes or more than one comma, as these will probably need to be corrected manually.
If you come across “#VALUE!,” that should mean that the original name in Column B was already in the correct order. In a case like that, select the D cell containing “#VALUE!,” press your backspace/delete key, and then copy the name from the corresponding cell in Column B and paste it into the D cell.
Once the spot checking is completed, delete Columns B and C. Then remove “revised2” from the heading of what was Column D (now Column B).
Repeat the above steps as necessary for additional fields, changing the reference points in the formula as needed to refer to the correct column.
When finished, be sure to save the CSV again, and then send the file back to David. He will take it from there and give you the opportunity for a “sanity check” before finalizing the changes.