If you would like to add a field to your spreadsheet or need assistance with custom fields, please contact bepress Consulting Services.
abstract – The abstract/description for the article.
author1_fname – First author/creator’s first name, or given name. See also author1_is_corporate to use this field for corporate authors.
author1_mname – First author/creator’s middle name.
author1_lname – First author/creator’s last name, or family name.
author1_email – First author/creator’s email address.
author1_institution – First author/creator’s institution. Additional author/creators will be entered as author2_fname, author2_mname, etc. Four authors are currently included, but more authors may be added by inserting more author columns.
author1_is_corporate – Indicates whether a given author is a corporate or institutional entity. The default is FALSE. To indicate a corporate author, enter TRUE in this cell, and enter the name of the institution in the author1_fname cell.
acknowledgments – The cover page footnote/acknowledgments.
comments – Additional information, notes, or acknowledgments.
create_openurl – The default is 0, which does not create an OpenURL for the article. To create an OpenURL link for an article, place a 1 in this cell.
custom_citation – Used when the series needs a specific, custom citation style rather than the default.
degree_name – Name of the degree associated with the work. (example: Masters in Operations Research).
degree_type – The type of degree. For ETDs, this will generally be entered as: thesis or dissertation.
department – The department associated with the ETD or other work.
disciplines – Please separate disciplines with a semicolon (e.g. Arts and Humanities; American Film Studies). See the master list of disciplines which also includes best practices for choosing disciplines.
distribution_license – Creative Commons license for the work. Available values appear in bold below. For CC 3.0 values, replace “4.0” with “3.0” in the following:
- http://creativecommons.org/licenses/by/4.0/ – Attribution 4.0
- http://creativecommons.org/licenses/by-sa/4.0/ – Attribution-Share Alike 4.0
- http://creativecommons.org/licenses/by-nd/4.0/ – Attribution-No Derivative Works 4.0
- http://creativecommons.org/licenses/by-nc/4.0/ – Attribution-Noncommercial 4.0
- http://creativecommons.org/licenses/by-nc-sa/4.0/ – Attribution-Noncommercial-Share Alike 4.0
- http://creativecommons.org/licenses/by-nc-nd/4.0/ – Attribution-Noncommercial-No Derivative Works 4.0
document_type – The document type for each record. This is specific to each publication. Please contact your consultant for a list of available values.
embargo_date – The date the record will be publicly available. For batch uploads to publications using the default list asset, enter 0, 365, 540, 730, or 1095 to indicate the number of days until an embargo expires. For batch revisions, enter the date of expiration in YYYY-MM-DD format; if embargo date is a required field but the record is not under embargo, enter today’s date to proceed.
fulltext_url – The URL of the main document (usually ending in a file extension like .pdf, .doc, .docx, .jpg, .gif, .png, .bmp). If the file is on a publicly accessible server, the system will copy the file at the URL provided and store it in this record. A full-text file is required for batch imports to image galleries.
identifier – Common for images. A unique ID value for the resource.
keywords – Please separate keywords/keyword phrases with commas, unless a different delimiter has been set up for this field in the target publication.
latitude – Latitude for the geolocation feature (needs to be valid and verified before the batch upload form is completed).
longitude – Longitude for the geolocation feature (needs to be valid and verified before the batch upload form is completed).
multimedia_url – The URL of the streaming media file.
multimedia_format – When using streaming media, this is the format of the media file. Please use the values below. The format options are:
- embedly – Other rich media
- flash_audio – Flash Audio (m4a, mp3)
- flash – Flash Video (flv, mp4, RTMP)
- qt_audio – QuickTime Audio (aac, aif, mid, midi, mov, wav)
- quicktime – QuickTime Video (3g2, 3gp, mov, mpg, mpeg)
- real_audio – RealAudio (ra, ram, rm)
- real_player – RealVideo (ram, rm, smi, smil)
- swf_object – SWF format
- vimeo – Vimeo
- windows_audio – Windows Media Audio (wma)
- windows_media – Windows Media Video (avi, wmv)
- youtube – YouTube
publication_date – The publication date of the record. Please use YYYY-MM-DD format to ensure Excel recognizes and preserves the date correctly for import.
rights – Copyright and/or usage rights information, often included for images.
season – The season corresponding to the publication date. Values are: Winter, Spring, Summer, and Fall.
subject_area – The subject area for each record. This will be specific to the publication.
title – The title of the record
The following fields will appear at the right end of the Batch Revise spreadsheet in gray and are for system use only:
calc_url – Unique URL generated by the system for each record.
context_key – Unique identifier generated by the system for each record.
issue – Publication (e.g., series, image gallery, journal, event community) identifier. If including new submissions with a batch revision, copy the value that appears for existing records into the issue column for the new records.
ctmtime – Unique time stamp for each record.
original_upload_rownum – The original row number of a batch import spreadsheet where an unsuccessful submission was located. Used as a reference for revising placeholder submissions in a batch revise spreadsheet.