The Digital Commons Batch Upload File Manager provides a convenient way to batch import files to Digital Commons from your computer. It is available to all Digital Commons administrators with batch import permissions.

For additional support, please contact Consulting Services.

Introduction

The Batch Upload File Manager is a feature that complements the existing Batch Upload tool. Using these tools together will allow you to upload full-text and other files from your local computer.

This option eliminates the need for files to be placed on unsecured IT servers, or in a third-party storage service like Google Drive or Dropbox that can require varying URL modification workflows.

In this reference, you'll find information specific to the Batch Upload File Manager, including how to select files and generate file URLs for use with the Batch Upload tool. For complete steps in the batch import process, please see the Batch Upload, Export, and Revise guide.

How it Works

The Batch Upload File Manager carries out two tasks:

• Stores a copy of file(s), which you upload into it, on a secure server maintained by Digital Commons
• Generates URLs meant to populate the “fulltext_URL” column in a batch upload or batch revise spreadsheet; these URLs are delivered in a spreadsheet

Whenever a batch upload or batch revise job invokes one of those URLs, the stored file is imported from the server and into your Digital Commons instance. The generated URLs can also be used to batch import supplemental content (using the “additional_files” column of a batch upload spreadsheet; refer to the Batch Upload, Export, and Revise guide for details).

Launching the Batch Upload File Manager

To launch the tool, visit the Manage Submissions page for the series/publication you want to batch upload to. Then click the Batch Upload File Manager link.

Selecting Files for Upload

Once the tool has launched, click on the Select Files button, which will bring up your browser’s file picker to browse your local hard drive.

Select one or more files, then click on the appropriate button (usually ‘Open’) to proceed with the file upload.

Uploading Files

While the files are being uploaded to the Digital Commons server, do not close the tab or your browser.

Downloading the Spreadsheet

Once the upload process is complete, the tool will provide you with a link. Clicking that link will download a spreadsheet containing the URLs that the tool has generated for your files.

Reviewing and Editing Your Spreadsheet

The downloaded spreadsheet will be populated with two columns: “fulltext_url” (containing the URL for each of the files just uploaded) and “filename” (noting the original names of the files uploaded, as a reference).

Next, you'll combine the newly generated file URLs with the metadata for your batch upload. You may use either of the following methods:

• Option 1: Add metadata for all the other fields in the Batch Upload File Manager spreadsheet, delete the “filename” column, and upload the resultant spreadsheet using the Batch Upload or Batch Revise tool.
• Option 2: Copy the URLs and paste them into the “fulltext_url” column of a batch upload or batch revise spreadsheet you may have prepared (e.g., all other metadata entered). Then upload that spreadsheet using the Batch Upload or Batch Revise tool.

If you need further assistance at any point, please contact your Consultant. More information is available on our Contact Us page.