Digital Library Manual

1. Overview

2. 00-Content Discovery-Copyright

3. 01-Scan

4. 01-Scan: OCR

5. 02- Rtf Prep - Quality Control for this Stage

6. Rtf Prep Done

7. 03-Proof 1: Library Proof 1

8. 04-Proof 2: Library Proof 2

9. 04-Proof 2 - MechGens: Assign Articles and Gen Web Resources

10. 05-Proof 2 - The Website: Is It Live?

11. 05-Proof 2 - Curation: Marking a document in UV so it shows in the right places

12. UV and Marking Records: More Information

13. Missing Pages and Issues

14. Images

15. Audio

16. Prisoner Proofing

17. General Troubleshooting/Further Information

18. Computer Programming/Technical Help

19. Excel

20. English Style Guidelines

21. Spanish Style Guidelines

22. Technical Addendums: Things to Note About the Digital Library or the Digital Library Manual

Overview

When entering the digital pipeline, the theoretical flow of a document is the following:

00-Content Discovery-Copyright

01-Scan

02-Rtf Prep

Rtf Prep Done

03-Proof 1

04-Proof 2

MechGens

Website

00-Content Discovery-Copyright

Stephen decides on an item.

He researches Copyright and Doctrinal Issues.

He assigns a number.

He either scans it in or gives it to someone to scan.

Implementation as of Aug 2019

BOOKS File—New Fields

FieldName	Typ	Nbr	FORMAT	FUNC	OutputFmt	SM	ASSOC_NAME
COPYRIGHT.STATUS	D	191	2T	191		S
COPYRIGHT.STMT.CODE	D	192	4T	192		S

AUTHORS File—New Field

	FieldName	Typ	Nbr	FORMAT	FUNC	OutputFmt	SM	ASSOC_NAME
	COPYRIGHT.HOLDER	D	14	30T	14		S

Valid Values

Currently, with our small sample size, the AID field of the AUTHORS file is being used as the code for a given statement.

This doesn't need to be the case. The code could be anything (although we would generally like to keep codes to four characters).

What matters is that the COPYRIGHT.STMT.CODE in the BOOKS file matches a CODE in the CopyrightStatments record of theVALID.VALUES FILE

MECHGENS Copyright Statement Processing

Copyright Statements are dynamically added to the Master in Gen Web Resources (GWR) processing prior to invoking the Site Builder modules

It is mechinzed based on the population of the BOOKS file joined to the VALID.VALUES table. (CopyrightStatus and CopyrightStatements)

This removes the human element except for the proper population of the aforementioned BOOKS and VALID.VALUES fields.

This will put the copyright statement in each article. Site Builder will pass this along in both the web rtf files and xml files at the article level.

Copyright Statements will be removed from individual articles and a single statement placed at the end of the document during the Page Up process.

Page Up is used in various processes ( including GWR) in both the Library and Print paths

Indesign documents as well as e-documents (epub, mobi, pdf) are all "bookcentric" and don't need the statement in each article.

Page Up in GWR happens as the last section of processing of the Site Builder process after the web rtf files and xml files are created.

Currently this process applies only to books by an author.

No process has currently been implemented to add a statement to an article by a copyrighted author that appears in a publication of which he is not the author or editor.

01-Scan

As the foundation for the rest of the digital library process, doing a scan correctly can save hours of work down the line and keep a book from getting caught in a snag that forces it to spend years in the pipeline, potentially never seeing the light of day. Many of the later issues in the pipeline can be avoided if attention is given to scanning.

Before approving a scan to be passed on to the next step, certain things should be checked:

• Pages: Count every individual page in the pdf and make sure they are all there. Even if your number matches, you could have accidentally scanned one page twice and missed another one entirely. You need to check each page individually.

• Alignment: Are the pages straight? Pages that have been scanned in at an angle can easily get mangled in the OCR process, causing many issues later on. If there are loose-leaf pages, they can cover the text of other pages as well (See example A below).

• Contrast: Is there a high enough contrast on each page? Words from a low contrast page are often mangled by the OCR process, since the computer isn’t able to recognize them correctly. This causes many more hours of work at both the Proof 1 and the Proof 2 stage.

• Shadows: Are there lots of shadows on the page, particularly at the bottom of the page, in the margins? (See example B below). This can cause skipped or mangled words and lots of eyestrain for later individuals squinting wearily at the shadows and hoping they’ve correctly guessed at whatever words lurk there.

If there are problems with any of the above, it is worth it to take the time to redo those pages, or even the entire scan.

After checking all of the above, make sure the scan has the correct book number and the corresponding name before passing it on.

Additionally, if you have scanned the book in so that it is in multiple pdfs/parts, the parts should be combined into one pdf before it goes through the OCR process.

Bad Scans

Characteristics of a Bad Scan:

• Pages are not straight (examples A and B)

• Text is covered (A)

• Margins are angled with dark areas (causing text to be missed by the OCR) (B)

• Low contrast (check your printer settings)

• Grainy (B)

• Cut off part of the page (C)

Good Scans

Characteristics of Good Scans:

• Pages are straight (example D)

• Pages are flat with no tenting in the margins (D) (all words are easily recognized)

• High contrast (Example D) – this can be done on the printer settings

• Not grainy, whenever possible (It’s not always possible to avoid. However, a light level of graininess is usually fine.)

• Best scans: Only have one page of the book per pdf page (Example E). That way, if there are problems, they are more easily fixed by someone further down the line. (Note: Scans that have come in as two pages can actually be split into one page scans in OCR. But it works better if it’s done at the Scan stage.)

01-Scan: OCR

Omnipage

Pre-process

Open Omnipage

If you want to load a scan that is of two pages (an open book), but have those pages split so that only one page shows at a time, go to Tools->Options->Process->Look for facing pages and make sure that Look for facing pages is checked. While this option is very helpful for dealing with skewed pages, the process doesn’t always do a good job of identifying facing pages and can cut off parts of the book. If you don’t want this to happen, close the document without saving, uncheck this box, and reload the pdf.

Step 1

Click “Load Files”

• Omnipage is designed to run in a 1->2->3 process. Load Files is Step 1.

Check your settings (Tools ->Options)

• Your layout description should be Custom

• Language settings can make a huge difference. Make sure you have the right language selected for your document, since it will automatically be set to whatever language you last used. This can cause problems if you are switching between languages but don’t remember to change this setting.

• Image settings? (Tools->options->custom layout. Setting it as No Graphics and One Column seems to work)

Select “Draw Text Zone” (the t on the sidebar)

• Draw zones around the areas you want to recognize.

• Double clicking will often draw it for you, but be careful, since it doesn’t always get it right.

• Use the X on the tool bar (draw ignore zone) to block out images or help you refine your text box. Sometimes it’s easier to do this than redraw your text box.

• If you don’t like your text box after you draw it, you can do a ctrl+z

• Draw a table zone around tables (this option is a drop-down option from the Draw Text Zone t)

— You can insert row dividers and column dividers by using the button below the t

* ~ * It will show you a cursor that looks like >— . If you line up the center of the > with where you want your rows to be, it works very well.

IMPORTANT: When you are drawing text zones, it is very important to draw them in the order in which they should appear in the text. If you do them out of order, the paragraphs will get shuffled around when it goes to spit them out in the Word file. This causes a lot of panic and confusion down the line, particularly for those who don’t know why the paragraphs are suddenly out of order.

• To make sure your text zones are appearing in order, select “Change Zone Order” from the toolbar. This will show you numbers that tell you which order the paragraphs are currently going to appear in. Clicking on the paragraphs while in the “Change Zone Order” setting will change the order.

Step 2

After defining all of the text, you are ready to recognize the text.

1. Select all of the pages in the document by clicking one of the pages in the thumbnails, then pressing ctrl+a.

• For this stage you can deselect pages you don’t want or pages that only contain images, but this will remove them from the PDF and can cause problems later on.

2. Click the second button. This button has multiple options. You are always going to want Custom.

• If you have it set on something other than Custom, it will go back and redo all your work.

Step 3

1. Click “Save to Folder”

a. Make sure you are saving it to the folder you want it to be in.

b. Save both a searchable PDF and an RTF.

*** This is very important. If you do not have the OPD document saved and you forget to save one of these two things, you’re going to have to redo the whole document.

c. It’s important to make sure you save them with the right number. Whatever name you save them with really doesn’t matter at this step, as long as you save them with the right number.

d. Double-check the PDF when you’re done to make sure the OCR has worked on all the pages.

*** This can be done with ctrl+a. If it selects the text, it’s good. If it selects the entire page, including the margins and graphics, that page has been missed.

Pro tip: If you have scrolling enabled in Adobe, you’ll only have to hit ctrl +a once. If you don’t, you’ll have to hit ctrl+a for every page.

Pro tip: Adobe Acrobat X Pro works MUCH better than Adobe Acrobat DC. Make sure you open the PDF with the correct version.

NOTE: Sometimes, if you save the omnipage file that you are working on, close it, and come back to work on the omnipage later, it will undo some of your work and you won’t necessarily notice. This is particularly true of the image pages. This is part of the reason why the PDF needs to be checked. The other part is that sometimes the program just skips pages because it wants to. The final part is human error—you could easily have just missed a page.

02- Rtf Prep - Quality Control for this Stage

Check X:\Library Projects\01-Scan\00-Done

Any work for this stage is actually carried out in the Done folder of 01-Scan. Once a document is placed in 02-RTF Prep, an automatic process will check the folder 5 minutes after the hour and individually run any documents/PDFs that have been placed here.

1. For this automatic process to run, the RTF/PDFs must have the proper numbers assigned.

2. The Automatic Process:

• Runs the front-end processes (cleanup macros)

• Attaches the Master Template

• Creates a folder in CMS for that number if a folder does not yet exist for that number

• Places the pdf in the Archive of that folder and replaces it with a shortcut in RTF Prep Done

• Places a copy of the RTF in the Archive of the folder in CMS

• Renames the PDF and the RTF so that they have names that match UV

Steps for the Pre-Rtf Prep Quality Control

CHECK TO MAKE SURE THE DOCUMENT ISN'T ALREADY IN CMS

• Look in CMS to see if there is a Master with articles assigned (if there’s a document, but it does not have articles with numbers assigned, carry on)

• Check the history for it in the BooksProductsInfo app to make sure it hasn’t already been placed on the web or to see if it has a P in the Approval box.

1. Check to make sure that the OCR PDF is complete. 

Count pages to make sure they are all there.

2. Check OCR quality. Look for pages with poor contrast where the OCR isn't complete on that page due to bad quality in the scan. When highlighting text on a page within Adobe Acrobat in preparation for copying, this can be seen where the highlight fails to select parts of the image of the text. If there are many such pages, send it back for a rescan. Otherwise, bits and pieces of just a couple of the worst looking pages are quicker to fix by retyping within the RTF.

Example:

Easiest way to select all pages:

In Adobe Acrobat X Pro go to view -> Page Display -> Enable scrolling

Ctrl+a

Scroll through the document, looking for the above.

This will also show you if a page hasn't been OCRd.

3. Do a Collection check. That is, make sure the UV record has a collection number assigned. This can be done later but then there's a danger of the completed book landing in "limbo land" rather than making it to the website digital library in a findable way.

4. Do an Author check. That is, make sure the UV record has a record for the author assigned in the author database. This can be done later but doing it now makes it easier to find in searching for files not yet processed and it will need to be done someday anyway. It’s a pain if an item makes it to the web but can’t be found via browsing.

5. Make sure Kind has a V in it. This will make sure the book runs through in the order it is laid out. If it's marked with a T, it will sort alphabetically

6. If it passes inspection: Send to X:\Library Projects\02-RTFPrep

- If it fails: Send to Missing Pages and Issues with a note in the RTF including

• the reason for failure

• the pages where it failed

• your name

• the date

Rtf Prep Done

The holding tank for Proof 1.

Stephen decides what he wants done first and moves those documents to Proof 1.

03-Proof 1: Library Proof 1

Helpful Skills: Find and Replace

1. Using wildcards

2. Doing a find and replace on spaces, styles, fonts, paragraph/line breaks, and whole words

With a library proof 1, you will go over a document multiple times.

• Note: There should always be a pdf that comes with your rtf. There are occasional exceptions to this, but, in general, if you received an rtf without a pdf, that was a mistake and it was left behind somewhere earlier in the process. I would hunt in the earlier folders, then ask for it.

Pass 1: Pages

Look at the page numbers in the pdf. Make sure the pages are all there (1, 2, 3, as opposed to 1, 3, 4) and there aren’t repeats (1, 2, 2, 4).

Pass 2: Looking for Paragraph Breaks.

1. Open your pdf

• When it has been turned on, it will show you paragraph marks, line breaks, and spaces

2. The first thing you will do is compare your word document to the pdf, looking to see that each paragraph ends in the right place. In other words,

• is there a paragraph mark at the end of each paragraph that is in the pdf?

• Are there paragraph marks where there is not a paragraph mark in the pdf?

— If yes, delete them.

3. Line breaks will almost always only be in poems and some quotes. Otherwise, they are a mistake and should probably be turned into either a space or a paragraph mark.

Pass 3: Chapters and Subheads

1. Compare your word document to the pdf and mark it for chapter headings, subheads, and poetry

• Chapters: To mark a chapter heading, place a Cut tag in front of the title.

• Subheads: To mark a subhead, place Subhead tag in front of the title.

• Poetry: You don’t need to mark poetry, simply separate the lines within a stanza with a line break (shift+enter) instead of a paragraph break (enter).

Separate between stanzas using a paragraph break (enter).

Cut tag:

Subhead tag:

Pass 4: Messed-Up Text

Look at your word document. If you see blatant errors (words split by a space, etc.), fix those. If you see a blatant repeated error, do a find and replace (ctrl + h)

• Note: find and replace can also be done to eliminate/replace extra spaces, paragraph breaks, and other things.

Pass 5: Look for Missing Words

Compare your word document to the pdf. This time, you will do it by clicking within the pdf and selecting all the text (click and drag or ctrl + a).

• If you see a dark space or an area that does not highlight, there’s a decent chance this word is missing in the text. Check your word document.

— The word is missing: Type it in.

— The word is not missing: Hooray!

• Note: sometimes, it deletes — or “. If you notice those, add them in.

Pass 6: Greek and Hebrew

Look through the PDF for Greek or Hebrew words. They will have been converted to gibberish in the RTF. You need to replace them with the correct symbol.

• To do this, select “Insert” from the top bar in Word.

i. On the far right, select “Symbol,” then “More symbols.”

ii. Select the symbol you want, click “Insert.”

Special Issues with Hebrew

Hebrew is read from right to left. Word knows this. Sometimes, when you are inserting letters, it will insert them from right to left. Sometimes it won’t. It just depends. You will need to double-check that your word has been spelled in the correct direction. If not, try again, but in reverse.

Watch out! Hebrew has a lot of letters that look very similar. For example:

ה is not the same as either ח or ת.

ך is different from ר.

ו is not the same as ן.

If you look at the Unicode name before you insert the symbol, sometimes the word “final” appears. That means that the letter only appears at the end of the word. This can help you differentiate between ך and ר. Or ו and ן.

*** But, Watch out! Remember, it goes from right to left. The end of your word is the first letter on the left.

Troubleshooting

Sometimes you will find that documents have problems outside of the usual ones. Here are a few common scenarios and the answers:

1. You get an rtf without a pdf:

• Check in Scans, RTF Prep, RTF Prep Done, or Proof 1.

2. There is no pdf to be found:

• Ask Paul Rule (or whoever is in charge of doing OCR).

3. The paragraphs are out of order:

• This is caused during OCR. Don’t panic! Just because the paragraphs are in the wrong order in one place does not mean they are everywhere else. Fix them, and carry on.

4. Sentences are mixed together:

• This may be a widespread problem, or it may be isolated.

— If it’s only one place, type the sentences in correctly and carry on.

— If it’s a widespread problem, pass it on to Missing Pages and Issues

*** In the event that you do this, please write a note at the beginning of the document with the pages that have errors, the pages you have checked, your name, and the date. Then, highlight the note and the areas where the sentences are mixed.

5. Pages are missing:

• Pages are missing completely: Pass to Missing Pages and Issues with a note about which pages are missing.

— In the event that you do this, please write a note at the beginning of the document with the pages that are missing, your name, and the date. Then, highlight that information.

• Pages are in the pdf, but are still in image format:

— If there is only one or two, type them in.

— If there is a significant amount, pass it on to Missing Pages and Issues with a note about which pages are missing.

*** In the event that you do this, please write a note at the beginning of the document with the pages that are missing, your name, and the date. Then, highlight the note. Additionally, please leave highlighted notes in the document where the pages are missing (if page 3 is missing, please leave a note in the section between pages 2 and 4) saying what page belongs there.

04-Proof 2: Library Proof 2

At the Proof2 level, or what MJH likes to call “Library Proof 2” (since it’s different from a Print Proof 2), you will do quite a few different things before running the document out to the web. A basic checklist is provided below, followed by a more detailed explanation of each step.

Checklist:

• Check Folder in CMS

• Style

• Table of Contents check

• - to —

• D Quote “

• ` w '

• S Quote ‘

• Italics / Bold

• REF/BOLD Tag Remnants

• F &R

• Eye Scan

• Placed in CMS

• PDF to Archive

Process Explained:

X: (Done on the X Drive)

Check Folder in CMS: Look to make sure there isn't already a master there. I do this because sometimes things slip through that have already been done, or I forget to delete a duplicated file from somewhere and I end up doing it twice. If I check the folder in CMS first, then this is significantly less likely to happen.

D: (Done in the Document)

Optional – Format Erase:

This can be helpful to do at the beginning if you have a document that’s really messy. Also, if you go to add italics in later, it makes it a lot less confusing. It helps make the formatting consistent, and it removes strange styles that shouldn’t be in the document. However, if you do this, you want to do it first. To do a format erase, hit ctrl + a, then click the eraser in the font section of the top bar.

Format erase

Style the document:

(Notes on how to do this are in the following section)

— Titles, chapters, subheads, poems.

Index check:

Compare the chapter titles in the document to the chapter titles in the PDF

• In Word, select View->Navigation Pane->Headings

- to —

check the hyphens to see if they should actually be em dashes or if they should not exist.

Double Quote:

Find and replace all straight quotes with “. This makes them switch to the direction they will face in INDD. Make sure that beginning quotation marks and ending quotation marks are present and not missing (for some reason, either the initial quotation marks or the final ones frequently get deleted. I don’t know if this is a problem with OCR, or if it was something strange with the original Front-end processes) and are facing the correct direction.

` w ' :

Replace ` with ' (Use Find and Replace to do this)

S Quote:

Find and replace all ' with '. Check to make sure they are facing the right direction, change into double quotes where necessary, delete if they are just random dots inserted by the OCR software (often happens).

Italics:

Italics are often some of the most frequently misspelled words and often cause periods to be deleted. I’ve found it’s easiest to simply add in all italics myself, so I frequently do a ctrl+a then a format erase on the whole document before I do anything else in this process. That way, when I get to italics, I know that any italicizing has been added by me.

REF/BOLD Tag Remnants:

Check to make sure there aren't any remainder reference tags. Not very common anymore. Usually only needs done if you've seen one while doing the other things.

F &R:

Find and replace any consistent errors (particularly words) that you've noticed while doing the above.

Eye Scan:

Skim the document, not reading it, but looking for blatant errors.

- Note: As you go, you will see two things:

• * ** *** or *1 *2 *3 These are footnotes. You need to find their match and insert them into the document using References ->Insert Footnote in Word.

• Highlighting. This is inserted by the computer as part of the RTF Prep. These are words or symbols that are likely to be errors, but may not be. It’s simply there to call your attention to common errors.

X: (Done on the X Drive)

Placed in CMS:

Place it in the corresponding folder in CMS. If there isn't a folder, create one. Watch out for the 10s place (4 digits vs. 5).

PDF to Archive:

If there isn’t an Archive folder in the CMS folder that matches your book number, create one and place the PDF in it (these days, that folder will likely already exist and a copy of the PDF should already be there).

To Style a Document

The Master Template should already be loaded to your document if it has come through RTF-Prep. If it has not been loaded:

To Load the Template to the Word Document

1. In your Word document, select File->Options->Add ins

2. At the bottom of that screen, you will see Manage:

• In the drop-down menu, select Templates

• Click Go

3. Under Document Template, select Attach

• Navigate to X:\Computer\eBooks\Applib

• Select BTP Master Doc Template.dotm

4. Check Automatically Update Document Styles

• Click Okay

5. Enable Macros if prompted.

A Word Document With the Template Added

Once you open your document, if prompted, enable the macros. Then, go to View->Macros->Apply_Default_Style->Run.

As you work your way through the document, you will be identifying the different parts of the document so that the computer will know how to display them on the website. The best way to do this is to apply the macros, since they will correctly format each section, and you will not have to do as many steps. The numbers on the left in the chart below indicate the order in which you will likely use the different macros. Anything without a number is rarely used.

Macro Cheat Sheet

	Use	Macro	Shortcut	Category
		Set_Shortcut_Keys		Setup
1	Applies the Default style to the whole document	Apply_Default_Style	Alt-1	Setup
		Replace_Subhead_Tags		Setup
		Replace_Ref_Tags		Setup
2	Book Title	Format_Book_Title	Alt-5	Title
3	If applied to an article title, it will format the cut tag and the title completely.	Insert_Article_Number	Alt-A	CUT
	Section	Format_Section_Title	Alt-3	Title
4 (if 3 not used)	Article Title	Format_Article_Title	Alt-T	Title
5	Italic Text	ItalicText	Alt-I	Bold/Emphasis
6	Bold Text	BoldText	Alt-B	Bold/Emphasis
7	Bold/Italic Text	BoldItalicText	Alt-D	Bold/Emphasis
8	Subhead 1	Format_Subhead1	Alt-S	Title
9	Second-Tier subhead	Format_Subhead2	Alt-2	Title
10	Formats the Poem	Poem	Alt-P	Poem
		Poem2		Poem
11	Numbered List	Number_List	Alt-7	List
12	Bullet List	Bullet_List	Alt-8	List

Sometimes you will have to manually format each piece, or you will simply need to change something. Here is a list of the different styles for each purpose.

Book Title: B-Title

Book Author: B-Author

Article beginning: Cut tag and style A-Article

Article Title: A-Title

Subheads: A-Subhead1 or A-Subhead 2 (for a subhead within a subhead)

Bold: T-Strong

Italics: T-Emphasis

Bold/Italic: T-StrongEmphasis

Normal Text: T-BodyText

Centered Text: T-BodyTextCentered

Lists: T-BodyTextList

Poem: X-Poem

A long quote (particularly those spanning multiple paragraphs): X-Quote

An image: X-Image

An image number (instead of the image itself. Draws from the image database): X-ImageRef

Article Author: A-Author

04-Proof 2 - MechGens: Assign Articles and Gen Web Resources

Before Starting

Before running an article through MechGens, it’s good practice to double-check to make sure the necessary information is filled in in UV. Here is the list of what needs to be there:

UV:

• Collection #

• Author (No space between periods in initials, when dealing with the digital library. For example, J.N. Darby or J.N.D. vs. J. N. Darby and J. N. D. )

• Marked for Type (MB – Ministry Book, GR – General Reading, WP – Web Periodical)

• Marked for Commentary/Poetry/Quotes/Illustrations (Y or blank)

• If marked for commentary, the book is filled in in the references category for the Book Record.

• Kind: V (V stands for volume, meaning the articles will display in their current [volume] order. This should be the default. T will change it to title order, sorting them alphabetically. R will sort them according to Bible reference.)

• Doing Association filled in (Your name)

• Edited level filled in (2 for Proof 2)

For more information on what goes into the UV record, see UV and Marking Records: More Information (Article #177607).

This is the step that takes your document and prepares it to go to the web. There are two parts here:

Part 1: Assign Articles

1. Open MechGens

2. Select Assign Articles (Proof2 to Master)

• It will automatically select your processing path and methods

3. Fill in the number and select Run

4. It will have you load a document.

• Select CMS structure -> Search->Run

It will take you to the corresponding CMS folder.

Troubleshooting:

If your document doesn’t appear:

• You haven’t moved it out of the Proof2 folder into the CMS folder

• It’s saved as a docx, not an RTF. It has to be saved as an RTF file for it to appear as a loadable option.

If your document fails Assign Articles, it is usually because of a problem with either a Cut tag or your Title.

Possible Problems:

Your Cut tag can’t have anything other than < + CUT + > No spaces on either side, no letters, nothing added in. Unfortunately, sometimes spaces get added in.

Cut tag:

• Open your Word document

• Go to the first Cut tag that does not yet have a number assigned.

• If there are no spaces and nothing is added, the problem is likely with your Article Title

Note: To help you see if there are any extraneous spaces, turn on show/hide by clicking the paragraph marker in the top bar:

2. MechGens is picky about titles. If there is an – or — in the title, it will fail. They must be changed to a hyphen and later changed manually in UV.

3. Other problems:

• You don’t have a book title

• You have text without any sort of article title because you forgot to add it because it was a one-article book and that article had the same name as the title.

• You have an article title without a paragraph break. (This can happen with audiobooks when the books don’t actually have any content and simply serve as a vehicle for getting the audio out to the web).

Part 2: GenWebResources

After running Assign Articles,

1. Go to MechGens

2. Select “Generate Web Resources”

• The program will automatically select everything else for you

3. Type in your book number

4. Run

Troubleshooting:

If your document fails and you can’t understand your error message, you can do one of two things:

1. Copy the error message and send it to Mark Hapanowicz.

2. Go to X:\CMS2\Messages and Logs\MechGen

• Make sure the documents are sorting according to most recent.

• Click on the reports for your document. Try to figure out what they are telling you.

a. Understand the problem and fix it.

b. Stare blankly, cry, and ask Mark Hapanowicz.

05-Proof 2 - The Website: Is It Live?

Congratulations! You’ve made it so far! Alas. you’re not done yet. Welcome to the follow-up stage. This stage is very important because, if you don’t follow up to make sure the document is accurately displaying on the web, it may never make it there and most people won’t notice (unless they’re specifically looking for that document). All your hard work up to this point will be in vain.

At this stage, the best method is to go to the What’s New page of the library and see if it’s appearing at or towards the top of the page.

1. Is it appearing?

• Yes. Go to 2.

• No. Cry. Start troubleshooting:

i. Make sure your book passed GWR (look at the doer codes in UV to make sure GWR has a start and an end date. If there’s no end date, it failed or was never run).

ii. Look at the dates of the other books—if they are all older, the website may not have updated.

iii. Make sure your book has a collection number and an author.

2. Click on the title and scroll through the articles, reading the titles of the articles to make sure that they are correctly spelled.

• If they are not, go to UV and fix them.

*** See shortcut below for updating many titles at once.

Book Title: Hopefully, you don’t have to change this. But, if you need to change a BOOK title, you need to also change the File Name of the Master* in CMS to match. Otherwise, it will fail the nightly run and you can only run GWR by unchecking “use CMS defaults” and loading it yourself.

*Example of the Master File Name:

3. Click on a couple article titles and scroll through to make sure they are formatting correctly.

• If they aren’t, check your document.

i. If your document is fine, ask Mark and Dan.

~ a ~ Mark: MechGens and style problems

~ b ~ Dan: Website issues

~ c ~ Both: sometimes Dan’s programs don’t know about Mark’s styles. That means Mark’s styles won’t show up unless someone points them out to Dan and asks him to make the website match. (Hint: that someone is probably you. No one else may be aware of the problem.)

ii. No content is displaying in your article? Bummer.

~ a ~ Your document probably did not complete GenWebResources successfully.

4. Go to the author page and make sure your book is displaying on the author page

• It’s not? Bummer.

i. You might have the wrong author.

ii. Your author name might be misspelled.

iii. Your author name and collection number might not match.

iv. Your author might not have a record or collection.

v. Still no? Ask Don Rule.

5. Carry on to Curation

Digital Library: Other Problems and Their Causes

1. There’s a book on the web that has double articles with the same number:

• Dan says this can happen when there are two authors listed for articles in the same book. (But, I think it only happens if the book itself has an author assigned that doesn’t match)

Solution: Add in author 2 to the Book record. (Or figure out if the second author is actually a mistake).

2. There’s strange bolding going on in the article:

• Ask MDH for information on this. Sometimes, when the paragraph before has bold, it gets carried over through the paragraph break.

• But, sometimes, it comes when the RTF is converted to an XML file. In this case, Dan knows how to fix it, and I do not.

3. Ghosting. In which the author switches back and forth between two people.

• It usually comes after an author or collection number has been updated after a book was run through to the web.

• Hypothesis: I believe this comes from a memory in the system—I think it comes from Dan having information in his sequel tables that hasn’t yet been corrected.

4. Your book has one author listed, but the article says it’s written by someone else entirely.

• You probably changed the author at some point, but failed to change the article author. You need to go to the article record and change the author to match the author in the book record. Unless, of course, it’s a periodical or some such thing where the book and the article really do have separate authors.

05-Proof 2 - Curation: Marking a document in UV so it shows in the right places

At this stage, you have to mark the document in UV to categorize it and make sure it ends up in the right place. Ideally, this would be done earlier on, but it tends to be easiest to do at this stage. It also provides an opportunity to check each of the articles, causing you to catch problems you wouldn’t otherwise see.

For information on how to mark the various categories, see UV and Marking Records: More Information (Article #177607).

You need to go through each article and identify it for:

• References: You don’t mark every single reference. Just the reference or references that are the focal point of the article. If the article is essentially a commentary on that reference, put it in the Reference field. If it’s connected to that reference, but not really commentary, put it in RReference.

• Quotes: This is for either a short article that serves as a pithy quote, or a longer article or book that is composed entirely of quotes.

~ Note: If it’s a whole book, you only need to mark Quotes in the Book record, and all of the articles will appear under quotes—no need to mark them individually.

• Illustrations: This is for a story that serves as a good illustration for the Gospel, an Address, or a Sunday School Class.

~ Note: If the whole book is composed of illustrations, you only need to mark the book record, not each individual record.

• Poetry: If the whole article is a poem or the whole focus of the article is a poem.

• Commentary: If the book is a commentary, you need to mark Commentary in the book record and add the corresponding Bible book or reference to the Reference section of the book record.

Once you have marked all of these, you need to come back the next day and spot check some of them to make sure they are showing up in the correct sections of the website. You have to do it the following day because Dan usually updates the website overnight. Sometimes, it will take longer than a day if the website crashes or Dan doesn’t run the update for some reason.

It’s easiest to do this marking in the BooksProductInfo app. For more information on how to use it, read the next article (UV and Marking Records: More Information) (Article #177607).

UV and Marking Records: More Information

Ease of Access

The easiest way to update a UV record is to do it in the BooksProductInfo app. If you don’t know how to access this app, ask Mark Hapanowicz.

Below is an image of the Books Screen in the app as of 4/16/2021. The numbers in the titles of the sections below indicate where those sections are located in the app.

Using the App:

To pull up an article, type in the ID in the “Item” box [1] and hit enter.

To switch between Book records and Product records, simply click the “Products” circle near [9]

• You have the ability to copy the product record over to the same number in the library if you use the “Copy from PRODUCTS” button at the bottom of the screen.”

To see all of the articles in a book, select “Show Articles.” [8]. In this screen, you can see all of the articles in the book at once, and even edit certain fields without having to switch between records. (See below)

• To edit articles, click “edit” in the upper right-hand corner. Then click on the cell.

~ Note: As you edit in the pop-out screen, it’s a good idea to periodically “Commit Changes.” The app will sometimes disconnect, and changes will not be saved.

• If you don’t want to edit, leave it in Read Only mode. Read Only mode allows you to double-click on any article and go to that record.

• In either mode, you can sort the articles according to the heading at the top of each column

a. Book numbers will be sorted numerically, in either ascending or descending order, depending on whether you click the heading once or twice.

b. All other columns will sort alphabetically, either forwards or backwards, depending on whether you click the heading once or twice.

The “Show Articles” Screen

Book and Article Titles [between 1 and 2]

Article Titles: Article titles are changed in UV or the BookProdInfo app. Once a book has had a assign articles run, changing an article title in the actual Master document does nothing.

Book Title: Hopefully, you don’t have to change this. But, if you need to change a BOOK title in UV or the app, you need to also change the File Name of the Master* in CMS to make it match what’s in UV. Otherwise, it will fail the nightly run and you can only run GWR by unchecking “use CMS defaults” and loading it yourself. This is only true of BOOK titles. You don’t need to change anything about the Master if you change an ARTICLE title.

Note: Changing the Book Title inside the Master does nothing.

*Example of the Master File Name:

Quotes, Illustrations, and Poetry [6]

Fill in with a Y for yes. No other value needed.

• If an entire book is labeled as quotes/illustrations/poetry, you don't need to mark each article individually.

• Individual quotes/illustrations/poetry should be marked if they are part of a larger book that is not marked as quotes/illustrations/poetry.

References and Commentaries [6, 7.1-7.2]

Reference Fields [7.1-7.2]

• Reference (AKA Reference 1 [7.1]) is for when the reference is the primary focus of the article, or the article is a commentary on that reference.

• RReference (AKA Reference 2 [7.2]) is for references that aren't necessarily the focal point of the entire article, but the article might be helpful for someone trying to find information on or related to that reference (it will put these lower down in related articles)

References that can be entered:

• They should be in a 3-letter code format

• ACT 1 (Articles on chapter)

• ACT 1:13-17 (Articles on verse range)

• ACT 2-19 (Overview articles)

• ACT 1:13-6:19 (Overview articles)

References that don't do anything:

ACT

• Add in the chapter range to make this useful

• The exception to this is when the book is a single-chapter book. Then, unless you are specifically referencing the first verse, you should only put the three-letter code. For example, Jude or 3 John.

• The other exception to this is when it is marked on the book record instead of the article record of a commentary. This is a valid entry that will cause it to show up on the correct commentary page, granted that the commentary field is also filled in with a Y.

Commentaries [6]

For a commentary to show up in the commentaries section, in the Book record, the Commentary box needs to be marked with a Y and the references box needs to contain the three-letter book code for the Bible book it provides commentary on.

If something isn't showing up on the commentaries page, it's probably because the commentary box doesn’t have a Y.

If the Commentary box has a Y and it's still not showing up online, it's probably because there is no book reference in the reference category (it doesn't know how to sort it).

Unlike AOC, the book does not need to include the chapters, it can simply be the 3-letter code.

Types, Subtypes and BTypes [1]

Type = General Category

The most common Types are:

• MB: Ministry Book

• GR: General Reading

• PA: Pamphlet

• WP: Web Periodical

• TR: Tract

Note: If you’ve been in the BTP Stock Room, the Types correspond to the section that item would be placed in.

Sub Types: A type within a type. They can allow something to show up in multiple sections on the website.

They work as nested categories. So the TR category of Tracts has the nested Sub Type of CT for Color Tract (there used to be Economy (small 1 Color), Standard (current size 2 Color) and Full Color.  Safety, Certainty and Enjoyment is a PA (Pamphlet Type) and GB (Gospel Booklet) Sub Type. This lets it appear in the pamphlets section of the general catalog but also within the Gospel Booklet section of the Gospel Catalog. Like many fields in a nearly 30-year-old database there's the "original use" and "how we shoehorn it now" use.

• CT: Color Tract

• GB: Gospel Booklet

• BB: Bible Book

• PO: Poetry

• WP: Web Periodical

• DO: BTP Documentation

There are others. See Don Rule for more info.

BTypes: Can be marked as

• A: Article

• B1: Book

• C: Collection

Doer Codes [5]

Commonly Used Codes:

LP1: Library Proof 1

LP2: Library Proof 2

C1-C4: Pre-LP1 steps. Obsolete.

AA: Assign Articles

GR: GenWebResources

FT: Fast Track (Obsolete?)

WS: Web Sync. Obsolete.

P1: Used interchangeably for Proof 1 (LP1) and the first print proofing by a reader. The vast majority are actually LP1.

P2: Used interchangeably for Proof 2 (LP2) and the second print proofing by a reader. The vast majority are actually LP2.

PP: Prisoner Prep

CO: Corrected (it means the corrections from a prisoner have been entered into the digital document).

Other Codes:

UN: Unknown

SC: Scan

SP: ScanProof1

OC: OCR

BC: BookCleaner

RP: RTFProcessor

RC: RefCorrector

SB: StyleBook

US: UpgradeStyle

AC: AssignCollection

UV: CreateUVABC

FX: FixBook

GR: GenResources

DC: DuplicateCheck

M3: RegenerateAudio

PP: Pre-Paper-Proof (Aka Prisoner Prep)

P3: BookProof3

P4: BookProof4

FP: FormatProof

EB: CreateEbook

P5: BookProof5

WS: WebSync

ED: Proofed

NA: NotActive

BB: BookBorrowed

BR: BookReturned

NOTE: Note

Periodicals [1]

I. Magazines

A. A Magazine Collection is identified by the value “WP” in the TYPE.SUB field. It stands for Web Periodical.

B. The Articles in the Books of the Collection appear in the browsing lists without regard to what is in the AUTHOR field.

Put the date in the date field in UV. (Article.date)

Kind [4]

There are three values that you will see used in the Kind field: V, T, and R

V = Volume. This displays the articles in the order of the number in the volume field (usually generated according to the order that the articles are found in the master).

T = Title. This will display the articles in alphabetical order, based on their inverted titles.

R = Reference. This will display the article in Biblical order, based on the value listed in the Reference field (as of 4/30/2021, the RReference field was ignored).

Volume [close to 4]

For articles, Volume is done in increments of 3. It should be preceded by a colon (:)

For example:

The reason for skip-counting by threes is that sometimes you have to add in an article or a book later. If you do this, there is space to add at least two consecutive numbers without having to redo all of the volume numbers.

For example, if I discover that an article was missed between articles one and two, Article 1 already has the volume number of :3, and Article 2 has the volume number of :6. I simply need to add the new article in as volume number :4 or :5.

Collections [3]

For a book to appear on the web, it must have a collection number. Collection numbers can correspond to authors, periodical collections, collections of related books (typically by one author), or whatever grouping someone has decided belongs together.

To find a collection number, open the BookProductInfo app.

• Click “Search UV.”

• Enter the name of the collection into the TITLE field (Even if the collection you are looking for is an author).

• The collection is the result (or one of the results) that matches in name and does not have its own collection number

• In the example above, 26476 is the collection number for Robert Thonney.

• To double check that you have a collection, pull up the book record for that number.

a. Check the field “BType.”

b. If there is a “C” in the “BType” field, you know that you have a collection.

• If you cannot find a collection after multiple searches with different keywords, go to the steps “Creating an Author Record and Author Collection” listed below.

Authors [2]

Web Author Processing (From Don Rule, 2/6/2020)

I. Magazines and Books

A. A Magazine Collection is identified by the value “WP” in the TYPE.SUB field. It stands for Web Periodical.

B. The Articles in the Books of the Collection appear in the browsing lists without regard to what is in the AUTHOR field.

C. Books

i. The AUTHOR value of a Book record must match one of the Name, Full.Name, Initials values in the Authors file to be listed under that author in the Author’s browse tree of the site.

ii. The Author field should be a single author. If there are other authors they need to be in the Author2 field.

iii. Any article within a book can have an author name different than the Book author field name. That article will show up in that author’s list of “Articles in Periodicals and Other Sources”

iv. A code change has just been made (2.6.20) so that the Book will be listed whether or not the article records of the book have the author in their AUTHOR field.

v. It is best practice to put the author’s name in the individual article records. When done, articles listed from using the search box will show the author name of the “hits” and help the user to decide if we want to open that item to read.

vi. In UV, enter WL for the Web Library menu. Item 28 is Copy Author Name from Book to Article. It puts the book author name into each article and if something is there it overrides it.

II. Library Author Check Report

A. The nightly check lists suspect names and shows author names not in the

Author’s file.

B. It shows Article records that have names like “By Mary Smith” where the “By”

should be removed.

C. It is a good place to go to find and remove weeds from the Author field.

D. At times it helps to see why a Book is not showing under an Author Book list.

III. Books File

A. The Books file was created to catalog the physical BTP library. Later the use of the file was expanded to include support of the Web Site Library.

B. As a result, the existence of the book and its author in the file does not mean it exists or is supposed to exist in the web library.

C. A web book can be identified by looking at the Tasks fields.

D. Also, a book can be disallowed from appearing if the APPROVAL field has a

P(ending) or N(o).

IV. AUTHOR2 Field

A. Values in this field do not participate in forming Author lists.

B. It can be used to help us keep track of Magazine editors, etc. but its use in not currently support with site software.

C. Proposals for what and how to use are welcome.

Creating an Author Record and Author Collection

For an Author Collection to exist, there must first be an Author Record. Follow the steps below to determine if an Author Record exists, then create one if it does not. After that, proceed on to creating a New Author Collection.

To create Collection Recs and Book Recs MDH uses the following Spreadsheet:

X:\People\Mark Hapanowicz\MDH Files\UV SQL Generator.xlsx

New Author Record – DO FIRST

If it's a new Author (not already in the Author's file)

Check related apps in Mechgens

1. Auth

• Search to see if the author record exists

~ In the AID field, type @ and the author’s name (sometimes it’s better to only search part of the name)

2. If it already exists, carry on to Author Collection Creation. If not,

• Go to the spreadsheet

• Put an N in col Z

• Copy Col Y

• Go to the MDH Tools app, then Call Subroutines -> UPDATE.UV.FIELDS

1. Paste the Col Y info into the second text box

2. hit the run button

3. capture the new Author Id

• paste the new author id back into the Col Z of the SQL Gen spreadsheet on the appropriate row.

• Make sure the Author in the BOOKS rec matches either the NAME, FULL.NAME or INITIALS in the AUTHORS file.

~ The AUTHORS screen can be found in MechGens App;Related Apps Tab, Doubleclick on AUTH

~ Or you can run the following from the QryMgr App or from the UV > prompt: SELECT AID, NAME, FULL.NAME, INITIALS, VARIANTS,  WEB.OK, NOTES FROM AUTHORS  WHERE AID = nnn ;

3. If it already exists as an author record, make sure you add the author id into the appropriate field in the spreadsheet.

New Author Collection – DO SECOND

In the case of Author Collections Records, in the spreadsheet use tab "Author Collection—New"

• Fill in the Author info in Cols A-F and Z

• Drag down all other columns up to V

• If it's a new collection, put an N in the Book column (G).

• Copy the V column

• Go to the MDH Tools app; Call Subroutines; UPDATE.UV.FIELDS

1. Paste the Col V info into the second text box

2. hit the run button

3. capture the new BookId

• paste the new book id back into the Col G of the SQL Gen spreadsheet on the appropriate row.

Tricks and Tips for Dealing With BTP Universe (If you’re working out of UV directly, instead of the Books.Product.Info app)

To Skip Forward on a Screen

“>” + the first few letters of the line you want to go to + enter

To Do a Find and Replace

At the beginning of a field you enter the $/x/y/ where x is a set of characters to be replaced by the y set of characters. It assumes that x and y do not include the / character.

To Save a Screen and Exit

Hit escape twice

To Exit Without Saving

Click X and get out of the whole thing. Whatever you have done won’t save.

Be Careful Not to Delete a Record!

You can’t get it back. There is no ctrl+z in UV.

Special Characters: UV Keyboarding Conventions

Missing Pages and Issues

As of 4/19/2021 X:\Library Projects\04-Proof2\00—Missing Pages and Issues

When an item comes to Missing Pages and Issues, you need to determine the problem and what should be done about it. The easiest record-keeping system thus far for this is the Digital Library page in Planner.

Once you have looked at a document and determined the problem(s), create a card for it in Planner, and place it in the bucket with the name that corresponds to its problem.

On this card, you should include:

• File path to the folder it’s in (typically MP &I)

• The problem

• The problem pages

• What needs to be done with it

• Where to put it when it’s completed.

Then,

• Assign the person who needs to do this job.

• Add P—to the file name of both the PDF and RTF (if both a PDF and RTF exist)

* Note! Sometimes there are 2 PDFs, so make sure you get all 3 files.

The reason for adding the P—to the file name is to

• Indicate that the problem has been analyzed and the card has been created in Planner

• Help you know which documents have already been analyzed if a new document is ever added in.

Once a problem has been resolved, you need to make sure that the corresponding files in the MP&I folder have either been relocated or deleted (depending on the issue).

Images

Types of Images and Their Uses

There are two types of images in the Digital Library:

1. Images That Will Only Be Used Once

For example:

These images should be copied and pasted directly into the Word document and styled with X-Image.

2. Images That Will Be Used Multiple Times by Potentially Different People.

For example:

Enlarge

Download (1.6 MB)

You will need to

1. Create a record for this image and make sure the different sizes of images are created and stored in the correct folder.

2. Once this is completed, you will need to add only the photo number (the number of the IMAGE record in UV) to the document and style that number with X-ImageRef.

***For an example of what this looks like, see this section of the master for this book.

To Create the Record, Various Image Sizes, and Image Folder

1. Create a UV record for the images (WL (Web Library) > 3 (Images)

Images are stored here: X:\Web\Images\3 Images Master\400

Basic Instructions:

a. Open the photo.

b. Open WL and select option 3 (images)

c. Type N in the IMAGE field. Hit enter.

d. Type the picture title into the TITLE field and hit enter.

e. To Save, Option 1: If available, hit enter until you reach the References field and enter any Bible Reference.

f. To Save, Option 2: After entering the last Bible reference, hit enter followed by ESC.

g. Rename the picture with the following form NNNNNN-TITLE. In other words the image should have its name as the image number that was just assigned, then a hyphen, then the title of the picture. For example: 400492-Ancient Musical Instruments.jpg

2. Run the "Resizer"/Web Sync equivalent function to generate 400,000 series folders for the images. To do that:

• Place images in X:\Web\Images\2 Ready for Images Master

• Web Sync

- CMS – File Creation

- Library Images

- Create CMS files

• On the Sync page, right click, then click "Load Settings"

• Go to

X:\Computer\BTP Programs\Web In Sync\Resources\Settings-LibraryImages.xml

(You will likely have to go manually, not copy and paste the above)

• Load the File like you would a normal one (from the Product files drop-down menu, select date for batch load)

• Sync

3. Make sure the Document has the macros etc. for the Master Style Document attached.

4. Place the picture number after the paragraph where it is to appear.

5. Style with X-ImageRef.

Troubleshooting

Your image is not appearing on the web:

1. After creating the record, did you run Resizer* to create images and then Web Sync** it?

2. After running Resizer*, did you remember to Web Sync** it? (once you do, it should show up immediately. No need to wait a day).

3. Is your image styled correctly?

a. If it’s a one-off image that you did not create a record or folder for, it needs to be styled with X-Image in your Word document.

b. If it’s an image that is being saved for all posterity and you did create a record and folder for, it needs to be styled with X-ImageRef in your Word document.

c. If you have not styled your image correctly and you do have to go in and style it, you will need to wait a day for it to appear, since the Word document needs to run the GWR again and then be loaded to the website before your image will appear.

One of your images is appearing, but it’s cut off, and the images immediately following it are not appearing:

• Are your images styled with X-Image? If so, the problem is that you need a paragraph break after/before each image.

The text you put next to or below your image is not appearing:

• Text can’t be on the same line as your image. X-Image is a paragraph style, so it’s trying to tell the computer that your words are actually images, which they aren’t, so they don’t appear.

• You probably accidentally have X-Image applied to the words below your image. Try styling them as T-BodyText or T-BodyTextCentered.

*How to run Resizer/Create the Folder for an Image

Place images in X:\Web\Images\2 Ready for Images Master

- Open Web Sync

• CMS – File Creation

~ Library Images

~ * ~Create CMS files

**How to Web Sync Images from X:\Web\Images\3 Images Master

Go to Web Sync

• On the Sync page, right click, then click "Load Settings"

• Go to

X:\Computer\BTP Programs\Web In Sync\Resources\Settings-LibraryImages.xml

(You will likely have to go manually, not copy and paste the above)

• Load the File like you would a normal one (from the Product files drop-down menu)

• Sync

Audio

To put audio on the web, the sound file needs to be in the CMS file for the book that it corresponds to. It then needs to be named with the article number of the article that it goes with (that should be its whole name—just the number). It will then be automatically caught when you run GenWebResources process.

Prisoner Proofing

Prepping a Document to Be Sent

To Prep an item going to a prisoner, go through and do the following:

• Scroll through looking for errors

• Find and Replace as many errors as possible

• Do an F&R on double and single quotation marks (just replace them with themselves. This causes them to turn the direction that they will turn in INDD. That way, the prisoners should see and catch quotation marks that are facing the wrong direction).

• Remove any gray reference tags remaining (it’s often a good idea to check and make sure those references have been recorded in UV before you delete them).

• Add in page numbers

• Mark it as “PP” in UV. (Prepped for Prisoner or something like that)

Entering Corrections From a Prisoner

When you get corrections from a prisoner to enter:

• Start entering corrections from the end of the document, working towards the front. This will keep your corrections on the same digital page as the physical page, making them easier to enter.

• You don’t have to enter every correction they have made. If you disagree, skip it and move on.

• Keep the physical copy when you are done and return it to Don Rule.

• Enter “CO” into UV. (COrrected)

General Troubleshooting/Further Information

If your article doesn't survive the MechGens process and keeps failing:

• Are there charts or large graphics in the document? This could be causing overset text in INDD. This has to be fixed in INDD.

Your article/book isn't appearing on the web (or it's appearing on the What's New page, but it doesn't have any articles).

• ABC: All articles must belong to a book and all books must belong to a collection. If your book does not belong to a collection, it can cause it to not appear.

• ABC: You checked the above, and it still doesn't work. Why not? Did you check your collection number? Does it match the author? Mismatched authors and collection numbers can cause this problem.

Your commentary is not on the commentary page

• Did you mark it as a commentary in the books record?

• If yes, is there a corresponding Bible book in the reference field?

Your book is not appearing on the author page, even though the author is recognized.

• Is it spelled exactly the same way as the author record?

?s are being inserted into UV

• You've been editing in the all articles page and UV doesn't recognize the characters when they get run through the app.

You typed in special characters in UV and they show up as the jumble of letters.

• You used an apostrophe. This character ` is actually the character that is up next to the number 1.

Your book says V in the kind field, but it won't show up that way on the web

• Check the volume information. If there is no volume number populated, it can't do it. If that doesn’t work, check the “Kind” section of UV and Marking Records: More Information (Article #177607) for further information on special problems with changing the Kind field.

If an article is enjoying a long-standing reign of terror at the top of the What's New list

• Check the date in the Doer association. Chances are you mistyped a number.

Your Article titles are sorting according to 2,20,21 instead of 1,2,3

• The program is not recognizing the numbers as a unit, so it’s sorting by the first digit it finds. One messy way around this is to add 0s on the front. For example:

001, 002, 003, 004, 005, 006, 007, 008, 009, 010, 011 ... 020 ... 100

The Author Page on the Website: More Information

2/4/2020

Browse Directory

Don calls them browse trees

• Authors

• Periodicals

• Anything you can get at by clicking with your mouse without using the search box

~ All based on Sequel tables

~ Dan's software

When the changes are made in the books file, a program is run and finds any changed records and it takes them and runs an update of the way they are stored in the sequel table. The tables are then transmitted to the website computer and they are updated and drive the website itself.

Every article has to belong to a book and every book has to belong to a collection (ABC).

All authors have standardized names with limited variation for how it is to appear in the author field.

There is a separate file called the author file

Example: John B. Jones—a new author of an article. I want him to show up in the authors table and point to the article by him.

For that to happen, I have to create an author's record for John B. Jones

• Assign the standard name under which I am going to put it.

Books could belong to collections that are not the author. Same idea with subjects. Also a subjects files work just like the author's file. Every defined subject has a number assigned to the subject. Books records can have under subjects those numbers. If an article or book has the number field for subjects filled in, then that article or that item will appear under that specific subject in the subject things.

Subject entries can have less coding and appear (dictionaries).

You can't have a book belonging to more than one collection.

• Except when a collection itself has been built to appear within a collection (see the collections within the Darby author page).

Publications: The publication is at the collection level.

If there's an article in the book that appears under a different author's name, that article will appear under that author's name. (That's why you have the list of "articles by this author in other books"

It has to be typed correctly in the author field. If it doesn't match, that's why it doesn't show up.

Standard formatting: No spaces between periods and initials

Computer Programming/Technical Help

NOTE: When using some of these techniques, it is very easy to commit mass errors. Please use VERY CAREFULLY. If in doubt, ask a programmer to do it.

Updating an Area of UV (When Doing Mass Updates)

1. Go to MechGens

• Click on the third tab (LibraryMtceTasks)

• Type in Book#

• CopyTbl

2. Open a new Spreadsheet

• Paste table in the spreadsheet

• Add a new column for the area that you want to update (or not, if it's already there)

• In a column to the right, type in this code: =CONCAT("BOOKS,",A2,",(77),(",I2,")")

	1	=CONCAT("BOOKS,",A2,",(77),(",I2,")") You are updating a book. Because of the quotation marks, this is literal. It's adding in the word BOOKS. You need that.
	2	=CONCAT("BOOKS,",A2,",(77),(",I2,")") This is the column and the row that contains the articleID#
	3	=CONCAT("BOOKS,",A2,",(77),(",I2,")") Note where the "" begins and ends. This is literal. 77 stands for the reference field in UV (where primary references are entered, not secondary references). Yes, you need the parentheses and comma added. You will need to change this part of the equation, depending on what you are doing. Double-check it!
	4	=CONCAT("BOOKS,",A2,",(77),(",I2,")") I2 is the column that your References (or whatever) that you are trying to update are coming from. You will need to change this part of the equation, depending on what you are doing. Double-check it!
	5	=CONCAT("BOOKS,",A2,",(77),(",I2,")") You need your final quotation marks around the ) and you need to have the final ) or the statement isn't done.

• Click and drag down.

3. Go to X:\Computer\eBooks\Applib   - Apps

• Open MDHTools

• Click on "Call UV Subroutine"

• Click on update.uv.field

• Copy the column you created from step 2 into the second box down in the screen.

• Click run (it should be on BTP)

• Check the box at the bottom to make sure they are all successfully updated.

Other:

If you don't know what the number of the field you are updating is:

1. Go to X:\Computer\eBooks\Applib   - Apps

2. Open QryMgr

• On the right, click FileMap

• Scroll down through the field names (D can have data entered into it, I is an info field and you can’t edit it)

• The number in the Nbr field is the one you want.

Commonly Used Fields and Their Numbers

		Field Number
	TITLE	3
	TYPE	2
	COVER	6
	INVERT	13
	PAGES	18
	LANGUAGE	29
	SUBTITLE	33
	KIND	83
	PARENT	84
	VOLUME	85
	AUTHOR	4
	Reference	77
	Illustrations	131
	Quotes	133
	Poetry	128
	TYPE	2
	TITLE	3
	AUTHOR	4
	COVER	6
	INVERT	13
	TYPE.SUB	17
	KIND	83
	WEB.TITLE.LIB	170
	WEB.TITLE.INV	171
	WEB.TITLE.SORT1	172
	WEB.AUTHOR1	173
	WEB.AUTHOR.INV	174
	BTYPE	184
	AUTHOR2	79

Creating an Author Record and Author Collection

To create Collection Recs and Book Recs MDH uses the following Spreadsheet:

X:\People\Mark Hapanowicz\MDH Files\UV SQL Generator.xlsx

New Author Record – DO FIRST

If it's a new Author (not already in the Author's file)

Check related apps in Mechgens

1. Auth

• Search to see if the author record exists

~ In the AID field, type @ and the author’s name (sometimes it’s better to only search part of the name)

2. If it already exists, carry on to Author Collection Creation. If not,

• Go to the spreadsheet

• Put an N in col Z

• Copy Col Y

• Go to the MDH Tools app, then Call Subroutines -> UPDATE.UV.FIELDS

1. Paste the Col Y info into the second text box

2. hit the run button

3. capture the new Author Id

• paste the new author id back into the Col Z of the SQL Gen spreadsheet on the appropriate row.

• Make sure the Author in the BOOKS rec matches either the NAME, FULL.NAME or INITIALS in the AUTHORS file.

~ The AUTHORS screen can be found in MechGens App;Related Apps Tab, Doubleclick on AUTH

~ Or you can run the following from the QryMgr App or from the UV > prompt: SELECT AID, NAME, FULL.NAME, INITIALS, VARIANTS,  WEB.OK, NOTES FROM AUTHORS  WHERE AID = nnn ;

3. If it already exists as an author record, make sure you add the author id into the appropriate field in the spreadsheet.

New Author Collection – DO SECOND

In the case of Author Collections Records, in the spreadsheet use tab "Author Collection—New"

• Fill in the Author info in Cols A-F and Z

• Drag down all other columns up to V

• If it's a new collection, put an N in the Book column (G).

• Copy the V column

• Go to the MDH Tools app; Call Subroutines; UPDATE.UV.FIELDS

1. Paste the Col V info into the second text box

2. hit the run button

3. capture the new BookId

• paste the new book id back into the Col G of the SQL Gen spreadsheet on the appropriate row.

Excel

Dragging Numbers:

Type "0" into the top line (the one that doesn't move/the Overall Title line)

On the next line down, type =, then click on the box above.

You should see =02

Drag down

To Add in a Colon

Do action 2

In the column next to your first number after 0, type =CONCAT(":",O2)

The O is the column of the number from action 2. Change accordingly.

To Skip Count

Complete action 2, but add a +3 (or whatever you want to skip count by) onto the end

Ex. =O1+3

SQL Queries

Field Map:

SELECT FIELD AS FieldName, TRIM(SUBSTRING(FIELD.TYPE FROM 1 FOR 2)) AS Typ,TRIM(SUBSTRING(FIELD.TYPE FROM 3)) AS Nbr ,  FORMAT, FUNC, F3 AS OutputFmt, SM, ASSOC.NAME FROM DICT xxxxxx   ORDER BY FIELD.TYPE, FIELD;

Books Query:

SELECT PARENT, BOOK, TITLE, SUBTITLE, COMMENTARY, REFERENCES FROM BOOKS WHERE AUTHOR = 'F.B. Hole' ORDER BY WEB.ARTICLES.SORT;

Author Query:

SELECT AID, NAME, FULL.NAME, NAME.INVERTED, VARIANTS,  WEB.OK, NOTES FROM AUTHORS   WHERE NAME.INVERTED LIKE 'A%' ORDER BY NAME.INVERTED;

English Style Guidelines

For English Style Guidelines, see book # 26461 on the .info website.

Or, click here: English Style Guidelines

Spanish Style Guidelines

For Spanish Style guidelines, see book # 26486 on the .info website.

Or, click here: Spanish Style Guidelines

Technical Addendums: Things to Note About the Digital Library or the Digital Library Manual

How the Documentation Collection Works

From Dan Macy, 4/30/2021

BTP.info has a Documentation link on the library home page; BTP.net does not. I have tried to block any of the articles or books with TYPE.SUB = “DO” (inherited from their collections) from being included in search results. If you find any loopholes on BTP.net, let me know and I’ll try to close the barn door before the cows get out.

I manually changed the TYPE.SUB of collection 26460 to “DO” for my testing. I have now changed its record in UV BOOKS, so after tonight that collection will automatically be treated as documentation.

The code only allows BTP.info to display documentation, so BTP.com will behave the same as BTP.net once it gets a site code update.