Spreadsheet Upload

Template

Tab Breakdown

Column Breakdown

• Root
• Authors
• Publishers
• Licenses
• People
• Places
• Localities
• Objects
• Files (CSV, EAF, WAV)

Upload Spreadsheet to an RO-Crate with Crate-O

Template

For collections where there are a lot of interconnected objects and files, it may be easier or preferable to add the metadata for these via uploading a spreadsheet to an existing RO-Crate in Crate-O, rather than adding these items manually. An RO-Crate metadata spreadsheet template can be downloaded below and populated with metadata specific to your collection:

ro-crate-metadata-template.xlsx

Spreadsheet upload currently only has functionality to add new data, and cannot overwrite or edit existing data in your RO-Crate.

The template is based on an example data collection that contains three types of files within each object:

• Audio files (WAV), the primary material
• Text files (CSV), transcriptions of the audio files
• ELAN files (EAF), linguistic annotations of the audio files

Tab Breakdown

The spreadsheet has the below tabs by default, but depending on your collection, you may need to add additional tabs, or others may not be applicable.

ELAN (.eaf) files can have relative or absolute paths to the data they relate to. The ELAN preferences file is generally not needed for the collection and relates to the particular ELAN user only.

Below the header, an example row is included to illustrate how the section can be filled. The example row is colour-coded according to whether the column:

• requires the user to input data (blue)
• is pre-filled with a formula or static value and doesn’t require editing (green).

HINT: Highlight the example row and drag it down to copy all the pre-filled cells. Don’t forget to remove the example rows before you upload your spreadsheet to Crate-O!

At a minimum, it’s best practice to include @id and @type columns in each of your spreadsheet tabs, as these appear in Crate-O for each of the entities. The tables in the next section provide further details on what constitutes a valid @id and @type in each tab. For more detailed lists of these, see Metadata for Language Data.

HINT: To type a column name beginning with @ in Excel, put an apostrophe before it '@. This will force it to be recognised as a text value rather than a formula.

The columns provided in the template tabs are illustrative only and may not all apply to your collection; please edit these as needed. Where a column header begins with a full stop (.), this indicates that the column will be ignored when the data is loaded into Crate-O and will not appear in the RO-Crate. This can be helpful if you want to retain other information in your spreadsheet that may not be in a format applicable to the RO-Crate.

Column Breakdown

The section below describes each of the columns included in the template, ordered by tab. Please note that the columns provided in the template tabs are illustrative only and should be edited according to the requirements of your collection.

Root

The root tab provides information about the top level of the collection. Unlike the other tabs, the root tab can only have one row, so if there are columns that require more than one value, duplicate that column.

The prefix isRef_ indicates that data in this column should be taken from another @id field in the spreadsheet. For example, isRef_author uses the @id from the Author tab to link all the author details to the Root tab.

Authors

An author is a person or organisation responsible for creating the collection. It is possible for collections to have multiple authors.

Publishers

A publisher is an organisation responsible for releasing the collection. It is possible for collections to have multiple publishers.

Licenses

A license for a collection establishes the conditions for who can access, share and reuse the data, and other conditions as required. It is a legal arrangement between the creator of the data and the end-user specifying what users can do with the data.

It is possible to leave the licensing tab blank if these details are still being finalised for the collection, however, this will need to be amended later in Crate-O.

For custom licenses (i.e. those specific to a particular collection), it is recommended that a copy of the license be included in the repository to ensure that it remains accessible. Furthermore, if there are any additional usage restrictions or options for use outside of a given license, this information can be included in a usageInfo field, e.g. “For any use not permitted by the CC-BY-ND 4.0 License, please contact the Data Steward”.

People

This tab contains information about the people within the collection.

Places

This tab contains information about the places within the collection.

Localities

This tab contains information about the geometric locations within the collection.

Objects

An object is a single resource or a group of tightly related resources in a collection. For example, a work (document) in a written corpus, or the files associated with a dialogue or session in a speech study (recordings, transcriptions etc.). Some systems, such as PARADISEC, refer to Objects as Items or may use other terms.

Files (CSV, EAF, WAV)

A file is a container for data and can store data in different formats. For example, a single object could have an audio file as well as a text file containing a transcription of the audio. Three examples of file tabs are included in the template, and their columns are combined in the table below.

Upload Spreadsheet to an RO-Crate with Crate-O

For steps on adding your spreadsheet data to an existing RO-Crate, see Append Data from Spreadsheet.