Entry-Inventory File

Document the filenames of every entry in a section using the entry-inventory file.

The primary documentation in the entry file stage is the entry-inventory, a spreadsheet created for every edition section. The entry-inventory documents the TEI filenames for the entry term and records information about its processing.

The entry-inventory file differs from the page-inventory in one important respect. All sections under an encyclopedia letter are grouped together as individual sheets (tabs) within a single spreadsheet. The spreadsheet is thus stored in the edition folder, since it contains the information for all sections. Unless you are working with the entries that start a new letter, you will only need to create a new tab in an existing entry-inventory and populate it.
Figure 1: Entry-inventory file location

  1. Open the entry-inventory and create a new tab by clicking the + icon to the right of the existing tabs, at the bottom of the window.
    A new tab is created with generic label.
  2. Double-click on the label for the new tab to rename it, using the edition-section convention.
    Figure 2: Entry-inventory file

  3. Select any existing sheet and copy-and-paste the column headings into the new sheet.
    Update the first column headers (A1) with the new section number. Do the same for the worksheet tab at the bottom of the spreadsheet.
  4. To populate the sheet, import the data in the Entry_Stats.txt file, which is automatically generated by Python and placed in the same folder with the entry files .
    1. In Excel, open the Data toolbar.
    2. Place your cursor in cell A2. On the Data toolbar, select Get External Data > From Text.
    3. Navigate to the folder containing the entry files and select the Entry_Stats.txt file. The Text Import Wizard opens.
      The following steps depend on which version of Excel is being used. In the case of newer version of Office, the Text Import wizard asks for the column numbers. Use the following values:
      • 65001: Unicode (UTF-8)
      • fixed width
      • 0, 5, 29, 69, 82
    4. Use the default settings for step one, and click Next >.

    5. For step two, click in the window at about column 80 to create a new break line, between the page number and the "footnotes" comment. Click Next >.

    6. Click Finish in step 3.

    7. The Import Data window appears. The defaults should let you import into cell A2 of the existing worksheet. Click OK.

  5. Check to insure that all data is in the correct column. Add the date to the valid column indicating when the entry files passed validation.
  6. When the cleanup process is complete, add the date to the cleanup column.
  7. After the entry check is completed and any problems noted, add the date to the entry-chk column.
  8. If there are problems noted in the entry check, correct them in the entry files and change the date in the cleanup column.