Knowledge Maps Submissions By Spreadsheet Instructions

THL Toolbox > Reference > Knowledge Maps of Subjects Submissions by Spreadsheet Instructions

Knowledge Maps of Subjects Submissions by Spreadsheet Instructions

Contributor(s): Steven Weinberger, Andres Montano.

Quick link: external link: current version of the spreadsheet. Only download this if you know what you are doing – otherwise read below first.

Introduction

The SHANTI Knowledge Maps of Subjects has a sophisticated online editing interface for creating and revising subjects records. However, when one is simultaneously working on the description of many subjects, it is far easier to work in an offline format like a spreadsheet, since you can rapidly work on multiple records simultaneously without having to open and close modules for each piece of data in the online interface. Thus, we have created a program to import subjects descriptions from a standardized spreadsheet into the Knowledge Maps of Subjects. It is essential that the formatting of the spreadsheet and data follows exactly the guidelines described below. The import will ONLY work with the Knowledge Maps of Subjects Standard Importation Spreadsheet, or a reduced version of it (that is, a derivative produced by deleting columns). Thus if work has been entered into a table, it must first be imported into a standardized spreadsheet; and data entered into alternative spreadsheet formats will need to be imported into the standardized spreadsheet. Once data is correctly entered in the spreadsheet, however, importation into the Knowledge Maps of Subjects is straightforward.

The actual importation at present of the finished spreadsheet must be done by a SHANTI staff member. In the future, we plan to make a web interface for editors to be able to do this directly.

Step-by-Step Instructions

The structure of subjects records is the same as that of Place Dictionary records, mutatis mutandis. You may want to refer to the Place Dictionary Editor’s Manual so that you are familiar with the structure of knowledge map records. Note that some fields in a Place Dictionary record are not in Subjects (latitude, longitude, characteristics, etc), but every field in a Subjects record is in a Place Dictionary record.

Search the external link: SHANTI Knowledge Maps of Subjects to determine if any of the subjects you want to describe are already in the Knowledge Maps of Subjects. For those subjects which are in the Knowledge Maps of Subjects already, you will need to record the ID, since you will need to enter that in the spreadsheet if you are going to add data to that record. In addition, make sure that you see what information is already there for any subject already present in the Knowledge Maps of Subjects, since you do not want to add the same information twice; plus you want to consider how your information, such as a new name, may be related to names already there, which you can specify as relevant in the spreadsheet.

2. You then need to generate “subject IDs” for any subjects you are describing which do not currently have records in the Knowledge Maps of Subjects. These subject IDs are then recorded in the spreadsheet, and the importation process will use those IDs to enter the data in the spreadsheet with a given record. The process of generating subject IDs is as follows:

  1. Go to external link: external link: http://subjects.kmaps.virginia.edu and log in.
  2. Click the “Edit” link at upper right of the page.
  3. Pull down the menu bar and select Subject ID Generator.
  4. Press “New Subject Range”
  5. Specify how many subjects IDs you want to generate (this is the number of new subjects for which you need IDs)
  6. Click “create” and it tells you the range of subject IDs, which you can now use in the spreadsheet. For example, if you enter “3” when it asks how many subjects you want to generate, it will return something like "Range created: S15453 to S15455."

To be explicit, when you request new subject IDs, the Knowledge Maps of Subjects actually creates records for each of the ID. However, it sets them as “blank” so that they don't display in the public interface. The data for these records are then entered in your spreadsheet. When the data in the spreadsheet is imported, the records will be made public as part of the importation process.

3. Now you need a spreadsheet. The first step is to download the external link: current version of the spreadsheet.

4. Next you must decide what types of data you need to input, and then examine the columns in the spreadsheet to figure out which columns to use. You can delete all columns you don't want to use, which will make the spreadsheet more user friendly for your work.

5. Now enter your data into the spreadsheet, carefully following the Editor’s Guidelines in ALL details. Keep in mind you don't have to fill out all data for each spreadsheet – you can just leave fields blank if they are not relevant. The only field that is required to have data is the features.fid column (for an existing record) and, for a record you have created, features.fid and the columns for 1.feature_names.

6. Once you are finished entering data in the spreadsheet, you send the spreadsheet to the SHANTI staff member who will handle the importation process.

Details of Columns in the Spreadsheet

Each row corresponds to a record for a single subject. The columns then are types of data that can be specified for each individual subject.

Please note that we are building this spreadsheet and accompanying instructions as people make requests to use specific fields for importing spreadsheets of subjects data. Thus if there are fields of data that are covered by the Knowledge Maps Editor’s Manual or the Place Dictionary Editor’s Manual, but which are not included here, just contact us to see if the fields can be added to the spreadsheet.

Subject IDs

features.fid enter the ID for the subject, whether it is already in the Knowledge Maps of Subjects, or whether it is a new ID you generated for a new subject. Only the number is necessary; do NOT prefix the number with an “S”.

Project

You can associate one or more projects with a subject. Use these fields:

  • project.#.code
  • project.#.fullname

If the project does not already have a record in the list of projects available when you pull down the menu on the main edit page and select “Projects,” contact us and we will add it.

Names

You can enter any number of names for a given subject record. The spreadsheet has columns for 3 names. If you don’t have that many names, after you are finished entering data into the spreadsheet for all the subjects you are describing, then delete the unused columns. If you have more than 3 names for a single subject, then add columns. The instructions below are based on the spreadsheet having columns for 3 names.

For each name, the one required column you must enter data in is #.feature_names.name (where # is a number from 1 to 3 (or, if you have more than 3 names for a subject, you can add additional sets of columns, such as 4.feature_names.name). The other columns that begin with that number are for entering additional data about that name. These include:

  • #.languages.code
  • #.writing_systems.code
  • #.feature_names.info_source.id
  • #.feature_names.is_primary

and so forth.

Example: you have entered the subject ID for a subject in the features.fid column. Now you want to add names for that subject.

  • 1.feature_names.name Enter the first name in this column. For example, མིང་མེད་ཡུལ། NOTE: enter the primary name for the subject in the field 1.feature_names.name. If the subject is a Tibetan subject, then the Tibetan name in Tibetan script is the primary name; see the Editor’s Manual for details.
  • 1.languages.code enter the appropriate code from the Languages list found in the Editor’s Manual. For this example, “tib” is the language code for Tibetan
  • 1.writing_systems.code enter the appropriate code from the Writing Systems list found in the Editor’s Manual. For this example, “tibt” is the code for Tibetan script
  • 1.feature_names.info_source.id this is the ID from the THL bibliography repository for the source of the data. This will in most cases be a published book or article, although it could also be a website or other online resource. To find the ID, go to external link: http://mms.thlib.org/media_objects and in the Search box at the top of the page, enter the title of the book that is the source of the information. Then copy the ID and paste it into the 1.feature_names.info_source.id cell in the spreadsheet. If the book is NOT in the THL bibliography repository, you need to create a record for it. See the Place Dictionary or Knowledge Maps editor’s manual for details. If the source of the name is a person, see the “Sources” section below. Also see that section below if you want to enter the page number and/or volume number of a book or article.
  • 1.feature_names.is_primary this field is to indicate the primary name for romanization for the subject (that is, the primary name in roman script). The default primary name for romanization for Tibetan subject names is the name in THL Phonetics; for Chinese subject names, the default primary name for romanization is the pinyin. In these cases, you do NOT need to enter anything in this field. The exception to this is if there is a name that is an English translation, in which case that is the primary name for romanization. In such cases, enter YES in this field. The other exception to the rule for primary romanization name is when there is a well-known English name for a subject and it is not a translation; see the Editor’s Manual for more details.
  • 1.feature_names.1.time_units.date the date that this name was used. For example, 2010. The format is either YYYY or MM/DD/YYYY. See below for entering in the spreadsheet date ranges, Tibetan calendrical dates, etc. See the Editor’s manual for details pertaining to date ranges, Tibetan calendrical dates, etc.
  • 1.feature_names.1.time_units.certainty_id enter 1 in this field for dates that are certain; enter 2 for dates that are probable (=reasonably sure but not completely), as when a scholar does 1345?-1357; enter 3 for dates that are estimated (=a rough but informed guess).
  • If there is a date range rather than a single year, then do not enter any data in the field 1.feature_names.1.time_units.date. Instead, add these four columns to the spreadsheet and enter the appropriate data in each column:
    • 1.feature_names.1.time_units.start.date
    • 1.feature_names.1.time_units.start.certainty_id
    • 1.feature_names.1.time_units.end_date
    • 1.feature_names.1.time_units.end.certainty_id
  • 1.feature_name_relations.parent_node if the name is not an original name, enter the parent name here. The number you enter is the number from the spreadsheet name. For example, if the parent name is in the cell 4.feature_names.name, then enter “4” (without the quotation marks).
  • 1.feature_name_relations.is_translation if this name is a translation or partial translation, then enter yes; you also need to enter the number of name it is a translation of in the column 1.feature_name_relations.relationship.code. See the Editor’s manual for more details. In the example of མིང་མེད་ཡུལ།, it is not a translation, so you would leave the field blank.
  • 1.feature_name_relations.relationship.code if the name is a phonetic or orthographic rendering of a subject, then go to the Editor’s interface, pull down the dropdown menu, and select either Orthographic systems or Phonetic systems, find the code for the specific phonetic or orthographic system, and enter it in this field. In the example, མིང་མེད་ཡུལ། is neither a phonetic nor orthographic system. However, if the name was ming med yul, you would enter the code for the THL Extended Wylie transliteration orthographic system: thl.ext.wyl.translit. If the name is a partial translation-partial phonetic rendering (like Nueva York), then in this column enter the code for the type of phonetic transcription, and be sure to enter "yes" in the 1.feature_name_relations.is_translation column, and also be sure to enter the number for the parent name in the field 1.feature_name_relations.parent_node. For a Chinese name that is a partial phonetic rendering of the Tibetan name and a partial translation (like Zangwa si for gtsang ba dgon pa), the language=tib, and in the is_translation field you enter yes.
  • 1.feature_names.1.etymology: Enter the etymology for the name; follow the instructions in the Place Dictionary Editor’s Manual.
    • Add the column 1.feature_names.1.etymology.languages.code
    • If you have source data and time data for the etymology, this gets attached to the name itself in the following columns: 1.feature_names.1.info_source.id, 1.feature_names.1.info_source.volume, 1.feature_names.1.info_source.pages, 1.feature_names.1.time_units.date, 1.feature_names.1.time_units.certainty_id, and so forth
  • You can add a note to a name. Create a new column, and enter this header in row two: #.feature_names.1.note
  • 2.feature_names.name enter the next name for this subject. For example, the phonetic transcription Mingmé Yül. Add data to the rest of the columns that begin with “2.” for which you have data.

Order of Names

For Tibetan subject names:

  1. Enter the name in Tibetan font for that subject in 1.feature_names.name column and its associated columns
  2. Enter the name in THL Phonetics in the 2.feature_names.name column
  3. Enter the name in THL Extended Wylie in 3.feature_names.name column
  4. If there is a second Tibetan name, enter the name in Tibetan font in 4.feature_names.name column, enter the name in THL Phonetics in 5.feature_names.name column, enter the name in THL Extended Wylie in 6.feature_names.name column, etc
  5. If there is not a second Tibetan name and there is a Chinese name, enter the Chinese name in Chinese characters in 4.feature_names.name column, enter the name in pinyin in 5.feature_names.name column, etc.

For Chinese subject names:

  1. Leave 1.feature_names.name, 2.feature_names.name, and 3.feature_names.name and their associated columns blank; enter the name in Chinese characters in 4.feature_names.name, enter the pinyin in 5.feature_names.name, etc.

For a subject that has both a Chinese and a Tibetan Name:

  1. Determine which name is the primary name
    1. If the Tibetan name is primary, then enter the Tibetan name in 1.feature_names.name column and its associated columns, etc.
    2. If the Chinese name is primary, then leave 1.feature_names.name column and its associated columns blank; enter the Chinese name in Chinese characters in 4.feature_names.name, and enter the pinyin in 5.feature_names.name; then enter the Tibetan name in 6.feature_names.name (or whatever the next available column is after all the Chinese name data has been entered) and the associated columns.

If you are working on a spreadsheet that has more than one root name (that is, a name that is not a child of any other name) and you need to prioritize the names, do the following.

  1. Add a column with this header: #.feature_names.position
  2. Then in the cell, enter 1 to make it the main root name; enter 2 to make it the second root name; enter 3 to make it the third root name; etc. You can also use this to prioritize sibling names (that is, names that are children of the same parent name) but you will not likely need to do this.

Source for Wylie, THL Phonetic, and Pinyin

If a Tibetan name is given in a source but in that source it does not give the Wylie or phonetic, in the spreadsheet assign the same source to the Wylie and phonetic as you did for the name in Tibetan font. The same holds for pinyin: assign the same source as for the name in Chinese characters, even if the source does not actually give the pinyin.

NOTE: Tibetan Names If the first character in a cell is ' (single quote, which is the Wylie transcription of the letter a chung འ) you need to insert a second single quote in the Excel doc. Otherwise, Excel does not read it as a character (it reads it as part of a command string) and it will NOT get imported into the subject record and the Wylie will be incorrect. If you are entering data into a spreadsheet, be sure to enter the extra ' for each initial a chung. (This only applies when the a chung is the FIRST letter of a name).

If you are processing a spreadsheet, you can find every instance of this in the spreadsheet this way:

  1. Copy the entire column of the spreadsheet that has names in Tibetan font. Do this by moving your cursor to the top of the column until it becomes an arrow and then clicking; this will select all the text in the column
  2. Open a blank word doc and paste into it the column you just copied. It will be a table
  3. At the top left corner of the table, when you hold your mouse over it there is a little plus sign. Click that and it will highlight the entire table.
  4. In the Layout menu, click “Convert to text” (it might be “Convert table to text”)
  5. Choose paragraph as the delimiter
  6. Click OK. This should change the table into text, with each record on its own line. If you turn on formatting, you should see a paragraph mark (¶) at the end of each line
  7. Open the search box (Windows=control-f; Mac= command-f)
  8. Run each of the following searches. For each Tibetan name that the search finds, go into the spreadsheet and enter a second ' (straight single quote) at the beginning of the cell that has the Wylie for that name; there will now be two single straight quotation marks ('') at the beginning of that cell.


^pའ
^pའུ
^pའི
^pའེ
^pའོ
^pའཻ
^pའཽ

NOTE: Tibetan Names At the end of every name in Tibetan script, you need to enter a shad (།). Thus, enter སེ་ར་དགོན། There are two exceptions: 1) when a name ends in ང enter a tsheg+shad, so it looks like this: ང་། 2) When the name ends in ག, do not enter a tsheg and do not enter a shad. If you already have Tibetan font names in a column and need to add the shad, follow this procedure:

  1. Copy all the cells in the column that has names in Tibetan font and paste into a Word doc
  2. This will be pasted in as a table. Move your cursor to the top left corner of the table, over the cross; click on this to select the entire table.
  3. Click the Layout tab, in the Data section click on "Convert to Text," and then under "Separate Textwith" select paragraph marks. Click OK.
  4. With the text still select, do this search and replace. In Find what enter ^p; in Replace with enter །^p; then click replace all. When it asks "Do you want to search the remainder of the document?" click No.
  5. Perform this search and replace. Find what: ང།^p Replace with: ང་།^p click replace all. When it asks "Do you want to search the remainder of the document?" click No.
  6. Perform this search and replace. Find what: ང།^p Replace with: ང་།^p click replace all. When it asks "Do you want to search the remainder of the document?" click No.
  7. Perform this search and replace. Find what: ག།^p Replace with: ག^p click replace all. When it asks "Do you want to search the remainder of the document?" click No.
  8. With the text still highlighted, copy the text (Windows: control-c; Mac command-c)
  9. Go back to the spreadsheet file. The text you originally copied should still be highlighted (that is, all the cells in the column with Tibetan font names). Paste in the text from the Word doc thus: Windows: control-v; Mac: command-v.
  10. Check a few rows to make sure the Tibetan font name and Wylie correspond; this will confirm that you pasted the data back into the correct rows.
  11. Do the same thing for any other columns of Tibetan font names in the spreadsheet.

NOTE: in order to use this procedure, ALL the names in the column must be in Tibetan font; you cannot do this if the column has non-Tibetan font names in it.

Subjects and Names that Are already in the Knowledge Maps of Subjects

If the subject you are working on already exists in the Knowledge Maps of Subjects but the names and name relations are done incorrectly and it will be faster to delete them and reimport the data correctly by entering it into the spreadsheet than it would be to go into the Knowledge Maps of Subjects and manually fix everything via the editing interface, then add the column feature_names.delete and enter yes in this field. IF YOU DO THIS you MUST make sure that all the data that is already in the Knowledge Maps of Subjects record is in the spreadsheet (including source data, which does not display in the public view); otherwise, the data will be lost.

Adding Names and Metadata for a Subject that Is already in the Knowledge Maps of Subjects and for which You Do NOT Enter "YES" in the feature_names.delete Field

You want to add a Chinese name that is a transcription of a Tibetan name of a subject that is already in the Knowledge Maps of Subjects. For example, external link: http://places.thlib.org/features/4439. This already has the Tibetan name སྒར། in the Knowledge Maps of Subjects but there is no Chinese name, and you want to add the Chinese name 噶尔:

  1. In a new row in the spreadsheet, add a new column to the right of 1.feature_name_relations.parent_node
  2. In the second row of this column paste in 1.feature_name_relations.parent_node.name
  3. Then in the row for the subject you want to add the Chinese name to, in the column 1.feature_name_relations.parent_node.name paste in the name that you copied from the Knowledge Maps of Subjects record (make sure to copy the full name).

You can also use the name ID from the Knowledge Maps of Subjects:

  1. In a new row in the spreadsheet, add a new column to the right of 1.feature_name_relations.parent_node
  2. In the second row of this column paste in 1.feature_name_relations.parent_node.id
  3. Then in the row for the subject you want to add the Chinese name to, in the column 1.feature_name_relations.parent_node.id enter the ID of the Tibetan name from the Knowledge Maps of Subjects.
    1. To find the ID, log into the Knowledge Maps of Subjects, and in the search box enter the name of the subject. In this example that is སྒར།
    2. Click the pencil next to Gar at the top of the Knowledge Maps of Subjects record. This will open the edit interface.
    3. Put your cursor over the name you are looking for (in this example, སྒར།) and at the bottom of your browser a URL will display. It will look like this: places.thlib.org/admin/features/4497/feature_names/8630/edit
    4. The ID number at the end of that URL, 8630, is the number you need; copy it
    5. You can also click the folder icon to the left of the name and it will go to the manage name window; look in the URL and the number at the very end is the ID number you need.
  4. In the row you are working on, paste this number into the 1.feature_name_relations.parent_node.id column
  5. Then enter data in the column 1.feature_name_relations.relationship.code (and if the Chinese name in this example is a translation of the Tibetan name, in the column 1.feature_name_relations.is_translation) the same way you do for a parent name that is in the spreadsheet.

To add a source or other metadata to a name that is already in the Knowledge Maps of Subjects:

  1. In a new row, add a new column to the right of the column 1.feature_names.name. In the second row of this new column paste in 1.feature_names.existing_name
  2. In the row you are working on, in the column 1.feature_names.existing_name paste in the name you copied from the Knowledge Maps of Subjects
  3. Then enter the source data in the column 1.feature_names.1.info_source.id the way you usually do, enter the source pagination data in the column 1.feature_names.1.info_source.pages the way you usually do, etc.

You can also add a source to a name already in the Knowledge Maps of Subjects using the name ID:

  1. In a new row, add a new column to the right of the column 1.feature_names.name. In the second row of this new column paste in 1.feature_names.id
  2. In the row you are working on, in the column 1.feature_names.id, enter the ID number of the name from the Knowledge Maps of Subjects, following the instructions immediately above to find the ID of the name.
  3. Then enter the source data in the column 1.feature_names.1.info_source.id the way you usually do, enter the source pagination data in the column 1.feature_names.1.info_source.pages the way you usually do, etc.

Adding Names when the Subject is already in the Knowledge Maps of Subjects but the Names to Be Added Are Root Names that Are Not in the Knowledge Maps of Subjects

  1. Enter data such as writing system, language, and so forth according to the instructions above.
  2. Do NOT enter anything in the fields #.feature_name_relations.parent_node or #.feature_name_relations.relationship.code

Names Which Are Alternate Spellings

When a given subject has a name which is an alternate spelling of another name, such as པུ་ཧྲེང་ and པུ་རང་ , first determine which is the primary spelling and which is the alternate spelling. Then enter data for the name which is the alternate spelling following the instructions above (#.languages.code, #.writing_systems.code, etc) with these exceptions:

  1. In the #.feature_name_relations.parent_node field, enter the number of the primary name
  2. Create a new column with the header #.alt_spelling_systems.code
  3. Find the CODE for the type of alternate spelling in this list; copy and paste the CODE into the spreadsheet:

 Alternate spelling typeCode 
 Acronymacro.spell 
 Contractioncontract 
 Expansionexpform 
 Mistaken Spellingmistake.spell 
 Variant Spellingvar.spell 
Note: in the example for Sera Monastery, it has names se ra theg chen gling and se ra dgon; se ra dgon is an alternative spelling of se ra theg chen gling, type=contraction.

Sources

A source can be a resource in the Media Management System (MMS) or it can be a person.

A source can be a resource in the Media Management System (MMS), an online resource, or it can be a person.

An example of a source of a name that is a resource in the MMS: 1.feature_names.1.info_source.id

An example of a source of a name that is an online resource not in MMS: 1.feature_names.1.info_source.url

An example of a source of a name that is a person: 1.feature_names.1.info_source.oral.fullname

You can have a source for the following components:

  1. #.feature_names.1.info_source.id
  2. #.feature_geo_codes.1.info_source.id
  3. #.feature_relations.1.info_source.id (note: this is in place of #.feature_relations.type.1.info_source.id)

You can add a column for volume number and/or page number for the source. For example:
1.feature_names.1.info_source.volume and 1.feature_names.1.info_source.pages
In 1.feature_names.1.info_source.pages you can enter either a single number or a page range, such as 13-26
If there is more than one page or more than one page range (or a single page and a page range) for an individual source, then insert two columns in the spreadsheet and put this in the header column (this example is a source for 1.feature_name): 1.feature_names.1.info_source.1.pages 1.feature_names.1.info_source.2.pages

You can add multiple sources for a given component; add the second source as xxx.2.info_source.id. For example:
1.feature_names.2.info_source.id

To add a note about a source: xxx.info_source.1.note

Online Sources

For online sources, create an MMS record and be sure to include the URL. Then copy the MMS ID and paste it into the spreadsheet just as you would for a book or article.

If you have many webpages from a single website as sources, then follow this procedure:

  1. Create an MMS record for the homepage of the website, such as Tibetan Buddhist Resource Center. In the URL field enter the address, for example external link: http://www.tbrc.org
  2. Each time you cite as a source an individual webpage, in the column 1.feature_names.1.info_source.id enter the MMS ID
  3. Add another column and in the second row enter 1.feature_names.1.info_source.path
  4. In the row you are working in, enter in the column 1.feature_names.1.info_source.path the rest of the URL for the specific webpage. For example, if the webpage that is the source is external link: http://www.tbrc.org/#!rid=P155, then in the column you enter /#!rid=P155
  5. If the webpage has a name, then add another column, in the second row enter 1.feature_names.1.info_source.name, and in the row you are working in enter the name. If the webpage does not have a specific name, then do not put anything in this column.

People and Other Sources that Are Not in the MMS

Sometimes the source for a piece of information is a person or other source that is not a book, article, or online resource, and therefore does not have a record in the MMS. In such cases, do the following:

  1. Create a new column
  2. Enter XXX.info_source.oral.fullname as the column header. For example, for a person who is the source of 1.feature_names.name, enter this as the column header: 1.feature_names.1.info_source.oral.fullname
  3. In the subject's row for that column, enter the full name of the person.

Dates

A date must ALWAYS go in a separate column.

  1. 1.feature_names.1.time_units.date if you only have a single year for which a name is applicable – for example, the year a place name index was published – enter this, in the format MM/DD/YYYY. If you only know the year, use the format YYYY.
    1. 1.feature_names.1.time_units.certainty_id enter 1 in this field for dates that are certain; enter 2 for dates that are probable (=reasonably sure but not completely), as when a scholar does 1345?-1357; enter 3 for dates that are estimated (=a rough but informed guess).
  2. 1.feature_names.1.time_units.start.date if you know the start date for the use of the subject name, enter it here.
    1. 1.feature_names.1.time_units.start.certainty_id enter 1 in this field for dates that are certain; enter 2 for dates that are probable (=reasonably sure but not completely), as when a scholar does 1345?-1357; enter 3 for dates that are estimated (=a rough but informed guess).
  3. 1.feature_names.1.time_units.end.date if you know the end date for the subject name, enter it here.
    1. 1.feature_names.1.time_units.end.certainty_id enter 1 in this field for dates that are certain; enter 2 for dates that are probable (=reasonably sure but not completely), as when a scholar does 1345?-1357; enter 3 for dates that are estimated (=a rough but informed guess).
  4. Seasons you can also enter data for seasons if you have it. Example: 1.feature_names.1.time_units.season_id. Then enter the appropriate ID from this list:
    1. 1=Spring
    2. 2=Summer
    3. 3=Fall
    4. 4=Winter
  5. Generations if a date is given in the format "three generations": use 20 years for the length of a generation and calculate the number of years; set the certainty to 3; add a note that says "Three generations; estimate based on 20 years per generation."

Tibetan Dates

  1. For a Tibetan date for, for example, 1.feature_names: insert a column with the header1.feature_names.1.time_units.calendar_id. Then enter 2.
  2. For a rapjung for 1.feature_names, for example: insert a column with the header 1.feature_names.1.time_units.date.rabjung_id; then enter the number of the rapjung. So if it is the third rapjung, then enter 3 in the cell.
  3. To specify the calendrical system: insert a column with the header 1.feature_names.1.time_units.date.calendrical_id. Then enter the appropriate ID from these two options:
    1. 1=Pakluk Kalacakra
    2. 2=Tsurpu
  4. To specify the element component of the date: insert a column with the header 1.feature_names.1.time_units.date.element_id. Then enter the appropriate ID from this list:
    1. 1=earth (sa)
    2. 2=iron (lcags)
    3. 3=water (chu)
    4. 4=wood (shing)
    5. 5=fire (me)
  5. To specify the animal component of the date: insert a column with the header 1.feature_names.1.time_units.date.animal_id. Then enter the appropriate ID from the list below:
    1. Hare = 1
    2. Dragon = 2
    3. Snake = 3
    4. Horse = 4
    5. Sheep = 5
    6. Monkey = 6
    7. Cock = 7
    8. Dog = 8
    9. Boar = 9
    10. Rat = 10
    11. Ox = 11
    12. Tiger = 12
  6. To specify the gender component of the date, insert a column with the header 1.feature_names.1.time_units.date.gender_id. Then enter the appropriate ID from the list below:
    1. Female = 1
    2. Male = 2
  7. To specify an intercalary month and day:
    1. Insert a column with the header 1.feature_names.1.time_units.date.intercalary_month_id. Then enter the appropriate ID: 1=Secondary; 2=Tertiary
    2. Insert a column with the header 1.feature_names.1.time_units.date.intercalary_day_id. Then enter the appropriate ID: 1=Secondary; 2=Tertiary
  8. To specify the season, insert a column with the header 1.feature_names.1.time_units.date.season_id. Then enter the appropriate ID from the list below:
    1. 1=dpyid ka
    2. 2=dbyar ka
    3. 3=ston ka
    4. 4=dgon ka
  9. To enter the month, insert a column with the header 1.feature_names.1.time_units.date.month, and then enter the number of the month.
  10. To enter the day of the month, insert a column with the header 1.feature_names.1.time_units.date.day, and then enter the number of the day.
  11. To enter the hour, insert a column with the header 1.feature_names.1.time_units.date.hour, and then enter the number of the hour.
  12. To enter the minute, insert a column with the header 1.feature_names.1.time_units.date.minute, and then enter the number of the minute.
  13. To enter the day of the week, insert a column with the header 1.feature_names.1.time_units.date.day_of_week_id. Then enter the appropriate ID from this list:
    1. 1 = Sunday (gza' nyi ma)
    2. 2 = Monday (gza' zla ba)
    3. 3 = Tuesday (gza' mig dmar)
    4. 4 = Wednesday (gza' lhag pa)
    5. 5 = Thursday (gza' phur bu)
    6. 6 = Friday (gza' pa sangs)
    7. 7 = Saturday (gza' spen pa)

Relationships between Subjects

This allows you to specify the relationship between two subjects. To see the list of relationships and explanations of each, see the FEATURE RELATIONS COMPONENT section of the Place Dictionary Editor's Manual (you can also see the list in the Knowledge Maps of Subjects itself: go to the editor’s interface, pull down the dropdown menu, and select Subject Relation Types.

  1. feature_relations.delete if there is already data in the Knowledge Maps of Subjects record for related subjects and you are changing that data, enter "yes" in this field. If you are both changing existing related subject data and adding new related subject data, then enter "yes" in this field. If there is already data for related subjects in the Knowledge Maps of Subjects record and you are adding new data but you are not changing the existing data, then do NOT enter anything in this field. If you are newly creating the Knowledge Maps of Subjects record or if the existing Knowledge Maps of Subjects record does not have any related subject data, then do NOT enter anything in this field.
  2. 1.feature_relations.related_feature.fid specifies the Knowledge Maps of Subjects ID for the subject that has a relationship to the subject you are entering data for in the spreadsheet. Obtain that ID by searching the Knowledge Maps of Subjects. Only include the number and do NOT include the “F” prefix.
  3. 1.feature_relations.1.type.code you must enter the code for the type of relation that obtains between subjects. The list of relations types and their codes is below (you can also see this list in the editor’s interface: pull down the dropdown menu, and select Subject Relations Types). For most cases the relationship is has.as.a.part/is.part.of. For example, Domestic Animals (subjects.kmaps.virginia.edu/features/6349) has as a part Horse (subjects.kmaps.virginia.edu/features/6390), so in the row for Domestic Animals you enter the ID for Horse and the subject relation type code has.as.a.part. You do NOT then also need to enter in the row for Horse a subject relation to Domestic Animal.

Subject Relation Types

  • has as a part/is part of use has.as.a.part/is.part.of
  • is related to use code is.related.to
  • is in conflict with use is.in.conflict.with
  • is affiliated with use is.affiliated.with
  • is mother of/is child of use is.mother.of/is.child.of
  • has as an instantiation/is an instantiation of , use has.as.an.instantiation/is.an.instantiation.of

  1. 1.feature_relations.1.time_units.date the date for which the subject relation obtains. If the date is a range rather than a single year, add the start and end columns as described in Dates section.
  2. 1.feature_relations.1.time_units.certainty_id the certainty of the information about dates.
  3. 1.feature_relations.1.info_source.id identifies the source of information about the related subject. Like all info_source.id data, this is the MMS ID of the resource.
  4. 1.perspectives.code the perspective for the relationship between subjects is always “general”; the code to enter in the spreadsheet is gen
  5. 1.feature_relations.1.note add this column if you want to add a note about this subject relation.

Note: if you have already imported data into the Knowledge Maps of Subjects and it had the wrong perspectives.code, you can fix this: take the spreadsheet, save it as a new name, delete all the data except the features.fid column, and in row 2 of the second column enter feature_relations.replace; then enter the correct code in that column.

Caption

Every subject should have a caption (see editor's manual for details about length limits, etc). There can be captions in multiple languages (for example, in Tibetan, in English, and in Chinese), but there can be only one caption in each language.

  1. #.captions.content enter the text of the caption
  2. #.captions.languages.code enter the code for the language the caption is written in
  3. #.captions.author.fullname enter the full name of the author of the caption

Summary

Every subject should have a summary (see editor's manual for details about length, etc). There can be summaries in multiple languages (for example, in Tibetan, in English, and in Chinese), but There can be only one summary in each language.

  1. #.summaries.content enter the text of the summary
  2. #.summaries.languages.code enter the code for the language the summary is written in
  3. #.summaries.author.fullname enter the full name of the author of the summary

Essays

You can attach any number of essays to a subject record, as well as the author of the essay and the essay title, using these fields:

  1. descriptions.delete if there is already a description in the subjects record and you are modifying that description, enter "yes" in this field. If you are both changing existing description data and adding new description data, then enter "yes" in this field. If there is already description data in the Knowledge Maps of Subjects record and you are adding new data but you are not changing the existing data, then do NOT enter anything in this field. If you are newly creating the Knowledge Maps of Subjects record or if the existing Knowledge Maps of Subjects record does not have any description data, then do NOT enter anything in this field.
  2. #.descriptions.content enter the essay in this field. If you want markup, you either need to add it manually before import or to add it manually using the online interface after import.
  3. #.descriptions.author.fullname enter the full name of the author. NOTE: the name must be in the Users table of the Knowledge Maps of Subjects
  4. #.descriptions.title enter the title of the essay in this field. For short, paragraph-length overviews, use the title Overview of X. Example: An Overview of Repgong. The title in Tibetan would be: རེབ་གོང་གི་ནང་དོན་གནད་བསྡུས།. For a longer essay, use the title An Introduction to X. Example: An Introduction to Repgong. The title in Tibetan would be: རེབ་གོང་གི་ངོ་སྤྲོད།
  5. #.descriptions.languages.code enter the three-letter abbreviation for the language in which the description is written, using the same abbreviations as you use for language codes (for example, "bod" for Tibetan, "zho" for Chinese, "eng" for English, etc.)

Illustrations

You can associate images from two sources with the record: photos or other visual resources in THL MMS image collections, and photos or other visual resources found on the web.

To associate an illustration found on the web (please read the editor’s manual about copyright issues), create the following columns in the spreadsheet:

  • #.external_pictures.url enter the illustration’s URL
  • #.external_pictures.caption enter a short caption for the illustration
  • #.external_pictures.place.id this is the Place Dictionary ID of the feature the illustration is associated with

To associate an illustration from the THL MMS image collections:

  • #.mms_pictures.picture_id enter the MMS ID

NOTE: in the future this will include images from Shared Shelf and will involve the Drupal Gallery image management module.

Geocodes

Up to four geocode types can be specified for a subject. For each geocode type the required columns are:

  1. 1.geo_code_types.code to get the geo code, go to the Editor’s manual, pull down the dropdown menu, and select Geocode Types.
  2. 1.feature_geo_codes.geo_code_value enter the actual number, like a zip code, etc.
  3. 1.feature_geo_codes.1.info_source.id enter the MMS ID for the source of the geocode. If the source is not in the MMS, create it in the MMS and then enter the ID here.
  4. 1.feature_geo_codes.1.time_units.date the date a geocode is applicable. For format and types of dates, see the “Dates” section

Notes

You can add a note to the following fields:

  • feature_names
  • feature_relations
  • feature_geo_codes

You can also add a note to the names section as a whole in addition to an individual name; this note will be applied to all the names (see below).

When you add a note, create three columns with these headers in row two:

XXX.1.note.author.fullname enter the name of the person who wrote the note
XXX.1.note.title enter the title of the note, such as “Note on founding”
XXX.1.note.content enter the text of the note

Adding a note to a given field: insert three columns to the right of the field the note is about, and in row 2 of those columns paste in the name of the field plus “.note.author.fullname”; “.note.title”; and “.note.content”. Then enter the data in the cells as detailed immediately below.

Example: you are adding a note for the subject in row 43 of the spreadsheet, which has an explanation about the relationship “is part of” between this subject and another subject, which is recorded in the field 1.feature_relations.related_feature.fid,.

  1. Insert three new columns to the right of 1.feature_relations.related_feature.fid
  2. In row 2 of these columns, enter 1.feature_relations.1.note.author.fullname; 1.feature_relations.1.note.title; and 1.feature_relations.1.note.content. Then in the cell that is the intersection of row 43 and these columns, enter respectively the following: Jane Scholar; Note on relationship; Some consider this relationship to be reversed.

You can add as many notes to a given field as you want. Example: you want to add two notes to 1.feature_names. To do this, insert two sets of three columns each. In row 2 of the first set of three columns, enter: 1.feature_names.1.note.author.fullname; 1.feature_names.1.note.title; 1.feature_names.1.note.content. In row 2 of the second set of three columns you added, enter 1.feature_names.2.note.author.fullname; 1.feature_names.2.note.title; 1.features_names.2.note.content
Then enter data in each of the cells.

Adding a note to all the names in the Names section: insert three new columns in the spreadsheet. In row 2, enter respectively: feature_names.1.note.author.fullname; feature_names.1.note.title; feature_names.1.note.content
Then enter data in each of the cells.

To add a second note that applies to all names, insert three new columns and in row 2 enter respectively: feature_names.2.note.author.fullname; feature_names.2.note.title; feature_names.2.note.content

Tibetan Words in the Data

Use this format: phonetics (wylie). Phonetics is capitalized if it is a proper noun; Wylie is never capitalized within parentheses. To italicize the Wylie, add the markup: <i>wylie to be italicized</i>. Be sure to use THL Phonetics and THL Extended Wylie. There is documentation on both of these in the Toolbox.

Provided for unrestricted use by the external link: Tibetan and Himalayan Library