Tips & Tricks

Table of contents

  1. Legacy Catalog
    1. View MARC in Legacy Catalog
  2. Archives Portal
    1. View XML in Archives Portal
  3. Metadata Management System
    1. View MODS XML
  4. Google Sheets
    1. Division Acronym → MSU Liaison
    2. Sierra Location Code → Location Name
    3. Full bnumber → Short bnumber
    4. Import List of Relator Name Elements
    5. Check if URL Contains DC-Related Domains
    6. Add Thumbnail Using Image ID
    7. Copy Cell Above If Cell Is Blank
    8. Count Occurrences in Row
    9. Highlight Duplicate Cell Data in Row
    10. Make Cells with URLs Clickable
  5. See Also

Legacy Catalog

View MARC in Legacy Catalog

Place an x in front of a record URL, e.g.: https://legacycatalog.nypl.org/xrecord=b21530562~S1

Archives Portal

View XML in Archives Portal

Add .xml after a collection URL, e.g.: https://archives.nypl.org/brg/19343.xml

Only EAD-encoded finding aids will have XML that contains the full finding aid’s content.

Metadata Management System

View MODS XML

  1. On the Descriptive metadata tab of a Collection, Container, or Item record, use either method:
    1. Click Preview complete MODS record under the Descriptive Metadata Heading 
    2. Click XML MODS export
      1. In the popup prompt, type admin as the username and password as the password

Google Sheets

Division Acronym → MSU Liaison

Replace A2 with the cell containing the division’s acronym

=IFERROR(vlookup(A2,IMPORTRANGE("https://docs.google.com/spreadsheets/d/1P-YDJigon640fTCLP4Ig4-zmzqrX88v5M24ShuxFNVY/edit#gid=0","Metadata Liaisons and Contacts!A3:F37"),6,false),)

Sierra Location Code → Location Name

Replace A2 with the cell containing the Sierra location code

=IFERROR(vlookup(A2,IMPORTRANGE("https://docs.google.com/spreadsheets/d/1E8Dbd8M5OotQfGaKjL5cLKlyex5g8D1KBeZeArJtcuU/edit#gid=1867405302","sierra-codes-locations!F2:G2889"),2,false))

Full bnumber → Short bnumber

Replace both instances of A2 with the cell containing the full bnumber

=LEFT(A2,(SUM(LEN(A2)-1)))

Import List of Relator Name Elements

Use this function to import relator names into a standalone tab in your spreadsheet for data validation

=IMPORTRANGE("https://docs.google.com/spreadsheets/d/1lG2UypYYLTSefUWsTv2w8qLfm6tP-gflJ7VWr3QZIM0/edit#gid=0","name element!A2:A268")

Replace A2 with the cell containing the URL

=IF(REGEXMATCH(A2, "digital.nypl.org|digilib.nypl.org|llink.nypl.org|digitalgallery.nypl.org|nypl.org/digital|link.nypl.org|purl.nypl.org|digitalcollections.nypl.org"), TRUE, FALSE)

Add Thumbnail Using Image ID

Replace A2 with the cell containing the Image ID

=IMAGE(https://images.nypl.org/index.php?t=w&id=A2)

Copy Cell Above If Cell Is Blank 

=INDIRECT(ADDRESS(ROW()-1,COLUMN()))

Count Occurrences in Row

Replace A$2:A with the range and A2 with the cell containing the string you wish to count

=COUNTIF(A$2:A,A2)

Highlight Duplicate Cell Data in Row

  1. Select the column you’d like to highlight duplicate cell data
  2. From the Format menu, select Conditional Formatting and the Conditional format rules menu will open on the right side of the window
  3. In the Format cells if… dropdown menu, select Custom formula is and paste the below formula in the Value or Formula field, replacing the three occurrences of A with the letter of the column that you’d like to highlight duplicate cell data, and click the Done button to apply
=COUNTIF(A:A,A2)>1

Make Cells with URLs Clickable

  1. Navigate to Edit › Find and replace
  2. Enter http in both the Find and Replace with fields
  3. Click Replace all twice

See Also