Prepare a batch upload

 


Introduction


Members of a language team can add words and phrases as entries to a language site in batches to save time. You can work offline to prepare your entries and upload them together at one time.

You must be part of a language team to add new entries. To learn about how language teams work, check out our information on Managing your team's workflow with different roles.

 


How to prepare and send a batch upload


Before you start

As a team, decide on what information you want to include with your entries.

See the section “Fields in a batch spreadsheet” below for a list of the fields available and their suggested uses. In general, the more information you can provide, the more useful the language site will be in the future. 

Prepare your media files

  1. Copy your audio and other media files into one folder on your computer.

  2. Give the folder a practical name ONLY use lowercase letters, numbers, hyphens, or underscores, NO SPACES. Suggested folder name: september_2019_media

  3. Name your media files using the same format. The only special character should be the period before the file type (e.g. .mp3 or .wav). Suggested filename: 2018_joe_smith_word1.mp3

Folder and file name requirements

Do NOT use any spaces or special characters in the folder name or file names. Only the standard English alphabet letters (A-z), numbers (0-9), hyphens -, and underscores _ are allowed.

Example 1:

  • "2018_Joe_Smith_ahthenno.mp3"

  • "2018-Joe-Smith-ahthenno.mp3"

  • "2018 Joe Smith ahthenno.mp3"

Example 2:

  • "1_go-danrecording_martha_bill.wav"

  • "1.gṑdanrecording~martha&bill.wav"

Note: MP3 files are smaller and are the preferred choice for uploading to FirstVoices and for downloading. WAV files can be used for master copies.

Create your spreadsheet

The spreadsheet captures the metadata and documentation about your files and is required for the batch uploading. You'll need a spreadsheet application. Open Office is recommended because it handles the Indigenous special characters best. You can download Open Office for free at https://openoffice.apache.org/.

  1. Download a template spreadsheet from the Resources section of this page.

    1. If you are using Open Office, click the box next to "Comma" before clicking OK

      Screenshot of the Open Office settings text import settings window, with an arrow pointing to the option Separated by - Comma, which is the only one checked

       

  2. Enter your data into the appropriate columns below the headers. DO NOT alter the column headers in the template. Please note that you can add additional columns, but they must be taken from the list of field options available in the list below. Take great care to avoid typos. Any errors you make in the content of this spreadsheet will be added to your FirstVoices language site or may affect the uploading of entries altogether. See the list of fields below for explanations on each field.

  3. When you are finished and ready to save, you must make sure to save your spreadsheet in CSV UTF-8 (Comma delimited) (.csv) file format. Do NOT save as an Excel file (.xlsx) or a regular Comma Separated Values (.csv) these cannot be processed. More information on how to do this can be found here: Save spreadsheets in UTF-8 CSV format

PART_OF_SPEECH: At this time you are not able to create your own 'PART_OF_SPEECH'. You can choose from a fixed number of options and they should be entered exactly as they appear in the list at the bottom of this page.

Double-check all your files and the spreadsheet

It's important to make sure your files, metadata and documentation are correct before you submit them. Take particular care to enter your filenames exactly as they have been named in Step 2. Any typos in filenames will result in that entry being skipped by the upload. Work with your language team to double-check and proofread all entries before sending them in.

Send to the FirstVoices team for processing

1. Format your spreadsheet and media folder as such:

 

2. Upload your spreadsheet and folder of media files to your custom SharePoint link (email support@fpcc.ca to set this up). It is ok to zip your folder of media files for easier attachment.

  • How to zip your media files on a Mac

    1. Locate the folder to zip

    2. Right-click on the folder

    3. Click "Compress"

    4. Find the newly created .zip archive in the same location on your computer

  • How to zip your media files on a PC

    1. Locate the folder to zip.

    2. Right-click on the folder

    3. Click "Send to" and then click "Compressed (zipped) folder"

    4. Find the newly created .zip archive in the same location on your computer

3. Email batch@fpcc.ca with the subject of the email as your spreadsheet name – so for example, if the spreadsheet you uploaded was ktunaxa_august_2_2021_phrases.csv, that should be your email subject – letting us know that you have submitted a new batch to the Sharepoint folder.

 

 


Common errors to double check for


There are a few common errors made during batch preparation. Here are some things to double check before sending a batch spreadsheet to the FirstVoices team:

  • Are all of the column headings spelt and capitalized correctly? (i.e. LITERAL_TRANSLATION, not LITERALTRANSLATION; CATEGORIES, not categories)

  • Does every entry have a definition in the DEFINITION field?

  • Do you have .wav or .mp3 after your filenames in the AUDIO_FILENAME column? (i.e. "my-great-sound.mp3", not just "my-great-sound")

  • Are all of the categories you reference in your spreadsheet spelt the same on your FirstVoices site, including their capitalization? (i.e. The category "Food" is not accidentally spelt "food" in your spreadsheet)

  • Have you already created any custom categories you reference in your spreadsheet?

  • Is your full email address in the USERNAME field?

  • Have you added information in the AUDIO_SOURCE or IMG_SOURCE or VIDEO_SOURCE columns, as needed?

 


Fields in a batch spreadsheet


Here is a list of possible fields that can be uploaded to using the Word batch upload process. The "intended use" for each field is just a guide for what the field should be used for. You and your team can make decisions together about how you will use these fields for your language site. We recommend trying to maintain consistency on their use across your language site.

Words and phrases require different fields, so they must be collected in different spreadsheets. Example: ktunaxa_august_2_2021_words.csv for words, ktunaxa_august_2_2021_phrases.csv for phrases.

Fields for Words

 

Required

Type 

Intended use

Example

 

Required

Type 

Intended use

Example

USERNAME

♦ Required 

Text (email)

Users with accounts in the system who worked on the record. 

Up to 5 usernames are supported, but only one is "required". Extra definitions can be added in extra columns with a modified title: e.g USERNAME_2, USERNAME_3...

jsmith@gmail.com

WORD

♦ Required 

Text

The word or phrase, written in the language, using the community writing system consistent with the language site.

déjà vu

DEFINITION

♦ Required ♦

Multiple Text

An explanation, in English, of what the word means and/or how it is used (may or may not match the literal translation).

Up to 5 definitions are supported, but only one is "required". Extra definitions can be added in extra columns with a modified title: e.g DEFINITION_2, DEFINITION_3...

"The strange feeling that in some way you have already experienced what is happening now"

CATEGORIES

Recommended

Comma Separated Text

A descriptive grouping related to the word or its meaning. If you want to add a word to multiple categories, separate each category by a comma and space. e.g "Shellfish, Food".

NOTE: The category must be added online to your FirstVoices language site before you can add words to it in a batch upload. See this article for instructions on Adding and editing categories.

Shellfish, Food

PART_OF_SPEECH

Recommended

Text

The grammatical category that best describes the way the word is used in a sentence.

noun

PRONUNCIATION

Optional

Text

An IPA transcription of the word or phrase.

/ˌdāZHä ˈvo͞o/

LITERAL_TRANSLATION

Optional

Multiple Text

A direct English translation of the word, without interpreting meaning or usage.

Up to 5 literal translations are supported. Extra literal translations can be added in extra columns with a modified title: e.g. LITERAL_TRANSLATION_2...

"already seen"

INCLUDE_IN_GAMES

Optional

True/False

Content suitable to appear in games. Typing 0 means false and 1 means true.

Defaults to 1 (i.e. True; include in games).

1

 

Fields for Phrases

 

Required

Type 

Intended use

Example

 

Required

Type 

Intended use

Example

USERNAME

♦ Required 

Text (email)



jsmith@gmail.com

PHRASE

♦ Required 

Text

The phrase, written in the language, using the community writing system consistent with the language site

hɛj, hɛlow!

DEFINITION

♦ Required 

Multiple Text

A practical translation, in English, of what the phrase conveys (need not be a literal translation).

Up to 5 definitions are supported, but only one is "required". Extra definitions can be added in extra columns with a modified title: e.g DEFINITION_2, DEFINITION_3...

"hi there, hello!"

PHRASE_BOOK

Recommended

Comma Separated Text

A descriptive grouping related to the phrase or its meaning.

NOTE: The phrase book must be added online to your FirstVoices language site before you can add words to it in a batch upload. New phrase books can be added on the page for manually adding or editing a phrase.

Greetings

 

Additional fields for Words/Phrases

In addition to this basic information, further details can be added to both words and phrases:

 

Required

Type

Intended use

Example

CULTURAL_NOTE

Optional

Multiple Text

Any notes about the word/phrase or its meaning beyond its definition. Includes both general notes and cultural notes (currently there is  no separate field for general notes).

Cultural notes often include information about who the word is used by (man or woman, young or old), or where it is used (in the Big House, on the land).

General notes often include additional details about what the word does or does not convey, information about the history of the word, or any other information about the word that is not captured by the definition or literal translation.

Up to 5 notes are supported e.g. CULTURAL_NOTE_2 ...

Often used in literary writing.

REFERENCE

Optional

Text

If the word/phrase is sourced from a dictionary or other reference make a note of it here. It could be a citation, a link, or other information.

Cambridge English Dictionary, or another online archive/word list

ACKNOWLEDGEMENT

Recommended

Text

This an extra field that can be used to credit anyone involved in collecting or recording the entry.

Collected by Jane Doe

CONTRIBUTOR

Optional

Text

The name of the person who prepared the word/phrase entry.

John Smith

CHILD_FRIENDLY

Recommended

True/False

Content suitable for young children. Typing 0 means false and 1 means true. Defaults to 1 (i.e. True).

If true, this entry and related audio recordings will be automatically included in the Kids’ Portal.

1


Batch fields for linked media

For media files to be successfully linked to words in the spreadsheet when the batch is processed, you'll also need to add the following columns. Each of the following required columns are for uploading new media and linking it to the word in that row.

 

Required

Type 

Intended use

Example

 

Required

Type 

Intended use

Example

AUDIO_TITLE
or IMG_TITLE
or  VIDEO_TITLE

♦ Required 

Text

Web-friendly title for the media.

"Child saying déjà vu"

AUDIO_DESCRIPTION
or IMG_DESCRIPTION
or VIDEO_DESCRIPTION

Recommended

Text

Description of the media and any other notes. Potentially a longer, user-friendly description of how the recording or image came to be, recording location, conditions, date etc.

"A recording of 'déjà vu' being spoken. Recorded at the FPCC office, May 2019."

AUDIO_FILENAME
or IMG_FILENAME
or VIDEO_FILENAME

♦ Required 

Text

The exact name of the media file itself.

NOTE: This field CANNOT contain any spaces or special characters. Only numbers, letters or underscores are allowed, with one period followed by the file extension (see example).

20190521_pb_01_w7.wav

AUDIO_SHARED_WITH_OTHER_DIALECTS
or IMG_SHARED_WITH_OTHER_DIALECTS
or VIDEO_SHARED_WITH_OTHER_DIALECTS

Recommended

True/False

Typing 0 means false and 1 means true. Defaults to 1 (i.e. True).

1

AUDIO_CHILD_FOCUSED
or IMG_CHILD_FOCUSED
or VIDEO_CHILD_FOCUSED

Recommended

True/False

Media suitable for a younger audience. Typing 0 means false and 1 means true. Defaults to 1 (i.e. True).

1

AUDIO_SOURCE
or IMG_SOURCE
or VIDEO_SOURCE

Recommended

Text

The person speaking in audio files (the speaker).

For images and videos, this field could be used to acknowledge the artist who created it.

Up to 3 audio sources are supported for each file. For example, add columns AUDIO_SOURCE_2, AUDIO_SOURCE_3.

Peter Brown

AUDIO_RECORDER
or IMG_RECORDER
or VIDEO_RECORDER

Recommended

Text

Person who captured the recording or image.

Kyra Borland

When uploading a batch of words, you can optionally add additional columns to quickly add simple information for a related phrase. This will create a new phrase entry linked to the word.

 

Required

Type

Intended use

RELATED_PHRASE

Required

Text

A phrase that contains the word and/or exemplifies its meaning.

RELATED_PHRASE_DEFINITION

Required

Text

A translation in English of what the related phrase conveys and/or how it is used.

RELATED_PHRASE_AUDIO_TITLE

Optional

Text

Web-friendly title for the media associated with the related phrase.

RELATED_PHRASE_AUDIO_FILENAME
or RELATED_PHRASE_IMG_FILENAME
or RELATED_PHRASE_VIDEO_FILENAME

Optional

 

The exact name of the media file to be uploaded.

 


Available options for PART_OF_SPEECH


At this time you are not able to create your own 'PART_OF_SPEECH'. You can choose from a fixed number of options and they should be entered in lowercase exactly as they appear in the list below.

basic

verb

noun

pronoun

adjective

adverb

preposition

conjunction

interjection

particle

advanced

pronoun_personal

pronoun_reflexive

pronoun_reciprocal

pronoun_demonstrative

pronoun_relative

particle_postposition

particle_quantifier

particle_article_determiner

particle_tense_aspect

particle_modal

particle_conjunction

particle_auxiliary_verb

particle_adjective

particle_adverb

entity_noun_like_word

event_activity_verb_like_word

event_activity_verb_like_word_transitive

event_activity_verb_like_word_intransitive

event_activity_verb_like_word_reflexive

event_activity_verb_like_word_reciprocal

suffix_prefix

question_word

 


Resources


Templates

Note: Templates are under version control here if you are familiar with Github: https://github.com/First-Peoples-Cultural-Council/fv-batch-import/tree/master/templates/words

Sample Spreadsheets and Batch Uploads