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Michelle Flinchbaugh

Michelle Flinchbaugh

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Required for this procedure:

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For other problems with the files Proquest FTP's to us, ask Michelle to call Proquest technical support at 877-408-5027 or 800-889-3358 (or email at tsupport@proquest.com or
http://support.proquest.com/ ) to find a solution.

Adding Supplements to the metadata in Excel and Moving them to the PDF Directory

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Adding Licenses to the metadata in Excel:

Licenses were last downloaded on: 7/22/21

  • Take the licenses you want to work on to the copier and put them in the top tray.
  • Press email.
  • Enter your email address. Press Ok. Press Start.
  • If you get a "Communications with server is lost error" while scanning is in progress, start over.
  • Put the paper licenses into the manilla "scanned" folder.
  • Download the pdf from the email.
  • Open the PDF with Acrobat.
  • Select tools then select Organize Pages
  • Select all of the pages
  • Click Extract.
  • Check Extract as Separate Files, then click Extract.
  • Select the License folder.
  • Go to the license folder.
  • Open the first file. 
  • If no choice was made, or license wasn't signed, put in the unusable folder.
  • Open the metadata file if not already open. Scroll down and see if labels remain on the top. If not, go to view, then click normal, the click Freeze Panes and select Freeze Top Row.
  • Find the document in the metadata file, ensuring that both the full author name and title match.
  • If no entry matches, put the license in the "not in this load" folder.
  • In the matching data file entry, move the files from column A to the Open or Limited access column as appropriate. If there is an embargo, handle as open, and check the issue date to see if it's expired--If so, handle as usual. If there as an active embargo (not yet expired), record the title, author, issue date, and embargo expiration date on the embargo list.
  • In the license column, column D, enter a file name for the license loosely using the following naming conventions. Note that typos or shortened versions are ok. However, a program will run and make changes based the Open.pdf and Lim.pdf so those must be accurately entered.
    • Open:  Author's last name, first initial, First word of the title (omitting articles)_Open.pdf (e,g, JonesRFindingOpen,pdf),
    • Closed:  Author's last name first initial,  first word of the title (omitting articles)_Lim.pdf (JonesR_Finding_Lim.pdf).
  • Copy the license name that you just entered into column D.
  • Do a "Save As," and rename the pdf file, pasting the file name that you entered in column D into the spreadsheet..
  • Ensure that the file you just did is saved under the authors last name. Then delete the Sharp file.
  • Repeat for each file.

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  • Make sure all rights fields have the header dcterms.accessRights .

  • Save your sheet2 (you must be on it) as a .csv file. While on the "save as" screen, change the character encoding to UTF8  by using the tools drop-down, selecting web options, then encoding, and UTF8.

  • In the CSV file, make sure that dates are in the YYYY-MM-DD format. Find and replace to fix if necessary.
  • Be sure to close Excel or the next steps won't work.

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