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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 "Field definitions" 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


File naming

Do NOT use any special characters (extra periods, punctuation etc) or spaces in the folder name or file names.

For example, NOT: "2018 Joe Smith ahthenno.mp3"  or "1.gṑdanrecording~martha&bill.wav"

hyphens - and underscores _ are OK

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



  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 below.

'CATEGORIES' should be entered exactly as they appear on your FirstVoices language site (i.e. they are case sensitive). You can enter a parent category OR the category associated with the word; both are not required. If you want to add a word to multiple categories, separate each category by a comma and space. e.g "Shellfish, Food".

Any categories that you would like to include in a batch of words need to be added to your language site before submitting your batch. See this article for Adding and editing categories

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.

Data Validation

Once the batch upload has been submitted, any errors from typos will need to be fixed individually online by your team.

Send to the FirstVoices team for processing

  1. Format your spreadsheet and media folder as such:

    Spreadsheet name: sitename_month_day_year_[words/phrases].csv
    Example: ktunaxa_august_2_2021_words.csv or ktunaxa_august_2_2021_phrases.csv

    Media folder: media_sitename_month_day_year_[words/phrases].zip
    Example: media_
    ktunaxa_august_2_2021_words.zip or media_ktunaxa_august_2_2021_phrases.zip

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.


Workflow Tips

  • Always keep your original sound files in a safe, secure place. Servers and password-protected external hard drives are always good places to keep a back-up.

  • It's important to have a workflow that clearly identifies new entries from ones that have already been uploaded. One easy way to do this is to move files to a folder marked DONE or UPLOADED after uploading.



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.


Basic Fields: Words

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

PART_OF_SPEECH

Recommended

Text

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

NOTE: Only parts of speech included in the list below are supported. You cannot create your own parts of speech at this time.

noun

PRONUNCIATION

Optional

Text

An IPA transcription of the word or phrase.

/ˌdāZHä ˈvo͞o/

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"

LITERAL_TRANSLATION

Recommended

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"

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


Basic Fields: Phrases

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


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

Detail Fields

RequiredTypeIntended useExample

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 ...


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

Optional

Text

This an extra field that can be used for specifying instructions for reuse or copyright of the word/phrase entry.


CONTRIBUTOR

Recommended

Text

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

John Smith

INCLUDE_IN_GAMES (words only)

Optional

True/False

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

Only word entries are used in games.

1

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

1


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.

To add more than one audio file to a single word, add a new set of columns with an underscore and a number. For example, the column headings for a second audio file would be AUDIO_2_TITLE, AUDIO_2_DESCRIPTION, etc.


Related Media Fields

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

Warning: The FirstVoices team does not monitor whether or not content is being sourced appropriately. However, if FirstVoices receives a copyright strike against content on your language site that isn’t properly sourced, we may be legally required to remove the content that does not have source information.

Text

Most commonly 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 e.g AUDIO_SOURCE_2 ...

Peter Brown

AUDIO_RECORDER
or IMG_RECORDER
or VIDEO_RECORDER

Recommended

Text

Person who captured the recording or image.

Kyra Fortier


When uploading a batch of words, you can also add additional columns to quickly add simple information for a related phrase. This will create a new phrase entry. If you want to add extensive details for the phrase, it may be easier to upload it in a batch of phrases and relate it to a word on the FirstVoices site after it is uploaded.

Related phrase fields (words only)

RequiredTypeIntended use

RELATED_PHRASE

Optional

Text

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

RELATED_PHRASE_DEFINITION

Optional

Text

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

RELATED_PHRASE_LITERAL_TRANSLATIONOptionalTextA direct English translation of the related phrase, without interpreting meaning or usage.
RELATED_PHRASE_AUDIO_TITLEOptionalText

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

NOTE: Other media fields can be added with the prefix "RELATED_PHRASE_", such as "RELATED_PHRASE_AUDIO_DESCRIPTION", etc.




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 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