A Datasets is a type of Component, but the one which organisations use Frontis for most. Datasets are tables of data which can be searched.
This is an example of some source data which can be imported as a Frontis Dataset. It consists of rows of data with different types of data in successive columns.
It is worth noting in this example that different columns actually contain the same types of information. For instance if we were searching for a Mr Thomas, we would want all occurrences in the ‘Husband Surname’ and ‘Wife Surname’ columns to be returned, but not those instances of St Thomas Mount which are visible in the ‘Husband Residence’ column. This is key to the way Frontis works in that it ‘classifies’ all the columns with the type of information in that column. This means that only those results which are relevant are returned in searches.
In the example above, columns are classified as Surname, Place and Occupation. There may be multiple columns of the same type in any dataset, such as Surname above.
A set of Guidelines or a transcription policy should be produced for your transcribers. These should be drawn up by your digitisation or transcriptions committee and should suit your own purposes. They should be reviewed and signed off by your management board, and should be reviewed regularly according to both your own experience in transcribing, and from the feedback you get from your users.
Frontis does not rely on any fixed templates for importing datasets, but you should consider producing and agree templates for your own purposes given the types of information you are planning on publishing.
Frontis can give advice on all these matters.
Instructions to add a dataset
To add a dataset using the Data import wizard do the following:
Step one - Specify the data file
From the record menu under 'Add content' click Data table
- Find the file you want to upload using the Browse button
- Enter the character the fields are separated by in the Fields separated by box. The default for Excel export is comma.
- Enter the fields enclosed by in the Fields enclosed by box. Some programs place quotation marks around the text fields. The default for Excel is "
- Check the box First line has field names if the first line of the dataset contains field names.
- Click Step 2 to upload the file. If the file is large this may take some time, please only click the button once and be patient
Step two - Validate the data file
If the first line has fields then check the information and if it is what you expect press Next, otherwise click Back and amend the file information on the previous screen, or re-edit your data file.
Step three - Define field types
- Check the Field Names. If the first line of the file contained field names this will be automatically filled in on this screen. Amend them if necessary.
- Choose a Field Classification from the dropdown box. The system may have identified and set some of the field classifications, but check them to make sure they are correct.
- Choose at least three Summary Fields by ticking the box. These will be displayed in summary listings and in search results. Don't choose too many though as it may not fit the screen neatly.
- If you don't want the wizard to import a certain field from the dataset you can tick Skip against that field.
- Click the Next button.
Step four - Give Dataset Details
- Fill in the dataset details. Remember the title of the dataset should be different to the title of the parent record.
- Set the access levels.
- Click the Import button.
Dataset import complete!