The Author Details Update Tool is a Python script that helps update author information in a spreadsheet
based on data from another file.

Prerequisites:
Before using the tool, ensure you have the following:
Python installed on your system.
Necessary Python library installed (openpyxl).
Installation
These steps are to be done during first time only
Python
Ensure Python is installed in your system.

1. In Windows search bar, type Command prompt or cmd.

2. Type python -V
   It will show python version. Ensure it is 3.2 or higher.
    
   Install pip package
   In the command prompt type this-
   openpyxl
   pip install openpyxl

Files Needed

• Authors, ORCIDs & Collections file: The latest version of Authors, ORCIDs & Collections file, • https://umbc.atlassian.net/wiki/spaces/library/pages/28054062/Digital+Scholarship+Services#Authors%2C-Collections%2C-ORCIDs.

• Spreadsheet: An Excel file where the author's details need to be updated.
  Usage Instructions

• Ensure all necessary dependencies mentioned in the Prerequisites section are installed.

Running the Script

1. Download the script: Download the Update_Author_Details.py

2. Download the latest version of Authors, ORCIDs & Collections file from the wiki page.

3. Ensure both the excel files are closed before running the script.

4. Run the Script:
   Double-click the Update_Author_Details.py file to execute the script.
   Alternatively, run the script from the command line using the following command:
   python Update_Author_Details.py

5. Browse and Select Files:
   Click the "Browse" button next to the "Authors, ORCIDs & Collections file" label to select
   the latest Authors, ORCIDs & Collections file.

6. Click the "Browse" button next to the "Spreadsheet" label to select the spreadsheet that
   needs to be processed.

7. Execute Script:
   After selecting the Excel files, click the "Update Authors' details" button.
   The tool will process the files, update the author details in the spreadsheet, and save
   the updated file in the same location.

8. Script Completion:
   Once the script completes execution, A message box will appear confirming that the
   author details have been added successfully.

9. View Logs:
   Logs for the script execution are stored in a file named author_updates.log which is in
   the same folder as the script.
   This log file provides information about any errors encountered during the file
   processing such as authors not found in the Authors collection file, and rows where
   errors occurred.

10. Fill details for authors that are mentioned in the author_updates.log or resolve the issue and run
    the script again depending on the issue encountered.

11. Check for departments that needs to be added or deleted. For example- if “About UMBC and Its
    People” needs to be added or “UMBC Faculty Collection” needs to be deleted.

12. More than 1 status: For authors with a more than 1 status note (Ex: student 2005-2009. Faculty 2010-present), check the date of the work for the author and apply the collection matching the note (Ex: work was created in 2007 then only student collection applies for the author, not faculty collection)

Troubleshooting

If the script encounters errors or does not produce the expected output, refer to the log file
(author_updates.log) for detailed error messages.

Types of Issues:

·         The author is not present in the Authors, ORCIDs & Collections file

·         There is a mismatch in the author’s name given in ‘dc.contributor.author’ column and ‘UMBC authors list’ column

·         If there is text outside the spreadsheet columns, the program won’t recognize it and will error, remove the text to correct