Add multiple entries in batches

Owned by Former user (Deleted)
Last updated: Nov 09, 2023 by Clarissa Forbes
7 min read

 

 

The batch upload process is currently being redesigned for the new FirstVoices. Check back later for information about the new batch process when it is ready!

 

What is a batch?

Members of a language team can submit multiple words or phrases in batches via a spreadsheet format (.csv), allowing many entries to be uploaded to their language site at one time. Alphabets are also uploaded in a spreadsheet format.

The spreadsheet format allows you to work offline to prepare your content, and once you are familiar with the process it can save you a lot of time.

 

Overview and video tutorial

 

To upload text-based information, for example a word, its definition, and notes, then you only need to submit a spreadsheet (.csv file) as part of your batch.

To upload media files, such as audio recordings or images, then you will also need to submit your media files to FirstVoices alongside the spreadsheet. The batch upload process has strict file name requirements for media files which you will need to review carefully.

Overall preparation steps

  1. You will work offline to prepare a spreadsheet containing the details of all your entries, and to organize all of your media files. There are very specific requirements for how your files and data should be formatted into this spreadsheet so please carefully look over the preparation instructions below.

  2. Once you're ready, double-check your spreadsheet and all of your files to make sure they are in the correct format. If you are including media files, collect them into a single folder.

  3. Then you'll submit your spreadsheet and media files to FirstVoices through a SharePoint link, and inform us via email when it is ready. To get started with this, or if you need an alternate solution due to internet speed issues, please email hello@firstvoices.com.

  4. As long as there are no errors in your documentation, the FirstVoices team will then upload your files and send you a confirmation email once it has been completed.

 

Attention to detail

The batch upload process does require very keen attention to detail and as such, some users prefer to add entries individually using the online form. If you like data entry and proofreading, batch uploads can be a really efficient way of uploading entries.

 

How many entries in a batch?

  • For your first batch, we require that you submit a small batch of 10-20 entries to familiarize yourself with the process before investing large amounts of time.

  • Subsequent batches should be 50 entries minimum.

  • For words and phrases, most teams opt for 100-200 entries per batch as an efficient but still manageable size. Batches can have hundreds or even thousands of entries, but it can be hard to spot or correct errors in a larger spreadsheet.

 

Preparing and submitting your batch

At this time, FirstVoices accepts the following content to be uploaded in a batch:

 

1. Before you start

As a team, decide on what information you want to include as part of your batch upload. In general, the more information you can provide, the more useful the language site will be in the future, but the longer the batch may take to prepare.

For example:

  • Just the basics:

    • word/phrase in your language, and its translation (for words/phrases)

    • alphabet characters and their order (for alphabet characters)

  • Sample pronunciation audio for each word, phrase, or alphabet character

  • A part of speech (words only)

  • A reference or citation

  • Additional explanatory notes

2. Review file-naming requirements

If you are submitting media files such as audio recordings, you will need to prepare your files in a specific way so that they can be accepted by our uploader. Our batch uploader is not as flexible as the FirstVoices website, and has more restricted file name requirements.

Please keep this in mind and make sure that ALL files and folders you submit follow these rules.

 

Not accepted:

Try this:

 

Not accepted:

Try this:

Basic letters and numbers only!

Replace special letters, including letters with diacritics, with the basic Roman letters (a-z), or come up with your own conventions.

No spaces!

Replace any spaces with - (hyphen) or _ (underscore)

No other special characters!

Periods, apostrophes, and other symbols can be replaced with hyphens, underscores, or letters/numbers.

 

3. Create your spreadsheet

The batch spreadsheet captures the metadata and documentation about your files and is required for the batch upload. You'll need a spreadsheet application to proceed with this step.

 

  1. Review the specific preparation instructions for the kind of batch you are working on:

  2. From the “Resources” section of the instructions page, download a template spreadsheet and save it on your computer.

  3. Open the template spreadsheet on your computer. If you are using Open Office, ensure that ONLY the box next to "Comma" is checked 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

  4. (Optional) Add or remove columns in the spreadsheet to match the field information you plan to upload.

    1. If there are optional columns in the template that you do not plan to use, you can delete or “hide” them. For example, you can delete columns relating to image files if you are not using them.

    2. You can add additional columns to the template if you wish. Please note that your additional columns WILL NOT BE UPLOADED unless the column header matches a column listed in the instructions.

    3. DO NOT change the names of the column headers in the template.

  5. Enter your data into the appropriate columns below the headers. Take great care to avoid typos. Any errors you make in the content of this spreadsheet will be uploaded to your FirstVoices language site or may affect the success of the upload.

  6. When you are finished and ready to save, save your spreadsheet in CSV UTF-8 (Comma delimited) (.csv) file format.

    1. Give the file a practical name with no spaces or special characters, following the rules in step 2.
      Example: denekeh_september_2019_words.csv

    2. Do NOT save as an Excel file (.xlsx) or a regular Comma Separated Values (.csv) – these cannot be processed and may break special characters in your data.

4. Prepare your media files

  1. To include media files in the upload, copy your audio and other media files into one folder on your computer.

  2. Give the folder a practical name related to your batch. The name should follow the rules in step 2 (e.g. NO SPACES.)
    Example folder: denekeh_september_2019_words_media

  3. Name your media files using the same format. The names should follow the rules in step 2. (e.g. the only special character should be the period before the file type, such as .mp3 or .wav). 
    Example filename: 2018_joe_smith_word1.mp3

  4. Enter the exact filename of the media into your spreadsheet where it belongs, along with other information such as the title.

5. 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 match the filenames in your spreadsheet exactly as they have been named in your folder. Any typos in filenames may affect that row being successfully uploaded.

Work with your language team to double-check and proofread all entries before sending them in. You may wish to send it to another team member, who can open it up and make sure it saved correctly.

6. Send to the FirstVoices team for processing

Format your spreadsheet and media folder as such:

 

Format

Example

 

Format

Example

Spreadsheet

sitename_month_day_year_[words/phrases].csv

ktunaxa_august_2_2021_words.csv

Media folder

sitename_month_day_year_[words/phrases]_media.zip

ktunaxa_august_2_2021_words_media.zip

If your upload is large and cannot be attached by email, you can upload these files to FPCC’s custom Sharepoint in a folder designated for your team. To set this up or get access to the link, email hello@firstvoices.com.

It is ok to zip your folder of media files for easier upload.

Once the upload is complete, email batch@fpcc.ca with your files attached, or by letting us know that you uploaded them to Sharepoint. The subject of the email should match the name of your spreadsheet – so for example, if the spreadsheet you uploaded was ktunaxa_august_2_2021_phrases.csv, that should be your email subject.

7. Review uploaded content

Once FirstVoices staff has uploaded your content, we will notify you by email.

Then, you should review the new content to make sure it uploaded correctly. For words/phrases, the entries will be visible only to your language team until you approve them.

Congrats, you have uploaded a batch!