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NIMAC for Publishers & Vendors: Using the Excel to OPF Feature & Manually Uploading Files

Learn how to use the NIMAC Publisher Portal for efficient file management, including uploading NIMAS file sets, creating OPF metadata, and accessing helpful resources.

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NIMAC for Publishers & Vendors: Using the Excel to OPF Feature & Manually Uploading Files

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  1. NIMAC for Publishers & Vendors: Using the Excel to OPF Feature & Manually Uploading Files December 2015

  2. What is the Publisher Portal? • This portal provides publisher access to the NIMAC system. • Publishers who are registered with the NIMAC receive an account that allows them to submit NIMAS file sets to the repository. • The primary account holder is the “super user.”

  3. What does the Publisher Portal do? • The NIMAC Publisher Portal enables publishers to: • View, update and download your own inventory • Create “starter OPFs” for your files • Upload NIMAS file sets that are 60 MB or smaller directly into the system. • Locate and download resources such as the NIMAC Validation Wizard and the batch delivery Excel sheet

  4. The Home Screen • The home screen has five menu tabs: • Publisher Home • Manage Inventory • User Information • Support • Reports • In this training, we will focus on the Manage Inventory functionality.

  5. Manage Inventory • Specifically, we will cover: • How to generate correctly formatted and tagged OPF metadata using the “Transform Excel to OPF” feature • How to create metadata records in the system for new inventory • How to upload zip files for new inventory • How to search the inventory • How to upload resubmissions • How to get more help!

  6. The Support Tab

  7. A quick note about the Support Tab • The Support tab contains helpful documentation and tools that you can download anytime, including: • The NIMAC Metadata Guidelines document • The NIMAC Validation Wizard set-up file • The NIMAC Batch Load Excel Spreadsheet • This PowerPoint presentation!

  8. A quick note on getting help: • If you experience a technical problem or error while using the publisher portal, contact OverDrive Tech Support: nimacsupport@privatereserve.com • If you have a problem related to an FTP delivery, contact the OverDrive Batch Team : FTPNIMAC@privatereserve.com • All other questions:nimac@aph.org

  9. Manage Inventory • The Manage Inventory tab has three menu options: • Transform Excel to OPF • Add New Inventory • View Inventory

  10. Transform Excel to OPF

  11. Transform Excel to OPF • This is an optional feature that allows you to convert metadata from an uploaded OverDrive Batch Excel spreadsheet into valid OPF metadata with the correct NIMAS tags and formatting. • Using this feature can help reduce metadata errors by eliminating the need for vendors to manually enter and format metadata in the OPF file.

  12. Transform Excel to OPF • Important: The official NIMAC Batch delivery spreadsheet is the only sheet that can be used. • This sheet is found on the Support tab and it is also available on the NIMAC website: http://www.nimac.us/publishers.html • The system can only accept the sheet as an .xls file. If you have a later version of Excel, be sure to save the sheet as .xls and not as .xlsx.

  13. Excel to OPF • Select “Transform Excel to OPF” and click the “Choose File” button. • You will see a file selection dialogue box. • Just navigate to where your completed Excel sheet resides and click “Open.”

  14. Excel to OPF • The screen then returns to the Excel to OPF page and shows the name of the file that you have chosen. • Now click “Convert to OPF.” • You see a confirmation screen that contains a message that you should check your email shortly for the emailed zip file of “starter” OPFs.

  15. Transform Excel to OPF • The system then emails the OPF files to you in a zip file. • These files can be used in NIMAS file sets regardless of whether they are manually uploaded or submitted using batch delivery. • Note: The Excel to OPF feature does not modify or replace any OPFs that are in the NIMAC inventory.

  16. Excel to OPF • Now you can download the zip file from the automated email from the system. • When you open the “starter” OPFs, you will see that the correctly tagged and formatted metadata are present. • The Manifest and Spine portions of the OPFs must be completed for your OPFs to be valid.

  17. File Validation • After your file set is prepared, run it through the NIMAC Validation Wizard. • (Detailed instructions found in “NIMAC for Publishers and Vendors: Overview & File Submission Procedures” on the Support tab and the NIMAC website.) • Once you have confirmed that your file set is valid, you are ready to upload the file to the NIMAC system!

  18. Add New Inventory

  19. Add New Inventory • Files that are smaller than 60 MB can be uploaded directly into the system. • If you would prefer to submit smaller files by FTP, that is also fine. • Add New Inventory can ONLY be used to upload ISBNs that are not already in the system. • To upload resubmissions, the Edit Title function must be used.

  20. Add New Inventory • The Add New Inventory page allows the user to create a new metadata record by either manually typing in the metadata or extracting the metadata from an unzipped OPF file. • After entering the metadata, the user then uploads and saves the NIMAS zip file and record to the system.

  21. Add New Inventory • When you click on “Add New Inventory”, you will open a web form that contains all the metadata fields that are valid for NIMAS. • Required metadata are found at the top of the screen, while optional fields are further down.

  22. Add New Inventory • As mentioned, the system allows you to manually type in the metadata, but the easiest way to create a new record is to extract the metadata from an unzipped OPF. • Let’s walk through that now!

  23. OPF Metadata Extraction • When you click “Choose File,” you will be prompted to navigate to the unzipped OPF that you want to use. • Navigate to the file and click “Open.” • The system will then return you to the Add New Inventory screen. • Just click “Validate & Populate Fields Below” to extract the metadata.

  24. Uploading the NIMAS zip file • Once you have reviewed the extracted metadata, you will upload your zip file. • Then you will save the record and zip file at the same time. • Be sure you have run the file set through the NIMAC Validation Wizard before attempting to upload. • The system will not upload an invalid file set.

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