If you have a large number of datasets ready to be onboarded, we recommend using the bulk import function to quickly onboard descriptive metadata.
Steps:
1. Once you have logged into the tool, the first page you will be presented with is the ONBOARDING PORTAL, which is shown below.
2. Click on Import.
Note: you can also access this page from the Importer.
3. Download the Sample Excel File. This file contains each of the descriptive metadata fields in your schema as column headers along with a number of sample datasets already populated. These are presented as an example of how to correctly format your datasets for import.
4. Fill in the spreadsheet with the descriptive metadata for each dataset. It is not necessary to fill out every single field (although highly encouraged!) at this early stage but it is recommended that you fill out any mandatory fields.
5. Tips for avoiding errors upon import:
Please closely check that each field matches the restrictions set out in your schema. For example, if your Abstract field is restricted to 255 characters, please check that you have not gone over that limit. Equally if you are filling out a field which only has a set number of answers (i.e. an enumerated list or dropdown menu), please check that you have entered one of the options set out.
For fields which allow multiple entries e.g. keywords, please ensure that each entry is comma-separated e.g.
[“Blood”, “DNA”, ”Bone Marrow”]
OR
Blood, DNA, Bone Marrow
For further instructions on how to complete each field please review the completion guidance for your schema: Metadata Completion Guidance.
6. When you are happy with your import spreadsheet, please return to the Import page. Select the organisation (i.e. your usergroup) your datasets should be uploaded under, choose the file you would like to import and click on
7. You will now be directed to the results of the import which will consist of a list of all datasets imported and any potential errors (failed rows).
You can further review and edit successfully imported datasets by clicking on each title in the results screen or by searching through the onboarding portal as usual. Please note that each dataset must be finalised or submitted for review manually.
Bulk Update
9. The bulk import can also be used to update existing draft datasets. To begin, export your datasets using the Export function (seeHow do I export my data?). You will received a file that looks very similar to the one you imported. However, you will note that that the persistent identifier field is filled in, which is the difference between updating an existing dataset and a creating a new set of dataset.
10. Next, simply edit the excel spreadsheet directly with the changes you required.
11. When this is complete, simply reimport the datasets in the same manner as before. The changes you made will now be reflected in the datasets.
12. Please note finalised datasets cannot be updated in this way so you will need to create a new draft beforehand.