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Quarterly Publications Update InstructionsFeel free to?add content to this page by clicking Edit at the top of this page. Learn more about editing by clicking How To Use This Library.What is this?This is a SharePoint Wiki LibraryA wiki library is?a type of SharePoint library that works like "Wikipedia" to record knowledge?You may consider "WIKI"?to mean?"What?I Know Is"What is this WIKI for?This wiki serves to record knowledge of steps to capture publications data from RITS to report in a quarterly publication updateThe goal here is to capture and store knowledge so that anyone can repeat the steps and do the workSteps to Collect Publication Data from RITS (Research Information and Tracking Service)RITS is an online application?to store?details about research products generated by Forest Service R&D. When information is entered into RITS, it becomes available in several other Forest Service applications, such as TreeSearch and Scientist Profiles.?RITS?does not currently have a user feature to allow data to be exported for use outside of the online application. This tasks below?detail how to capture data from RITS?for use in a familiar desktop computer application (Microsoft Excel).? ?Note: only registered RITS users can follow these steps.?Task One: Access Recent Publication Data in RITSVisit RITS?at "Products and Services" on the left side application menu "PNW" from the "Station" drop-down menuExecute the search (click "Search")You will see 25 results by default.? Change the number of results from the "Show __ Entries" drop-down menu to "All"After selecting "All," you should now now see 500 recent entriesThe current view is sorted by "Year." You need to sort by "Product ID"?Click the arrows next to product ID once.The first click sorts by product ID from smallest Product ID to largestClick the arrow next to product ID once moreThe second click sorts from largest Product ID to smallest.Stop working on this task, but do not close your browser window. Task Two: Prepare to Copy and Paste Recent Publication Data from RITS to Microsoft ExcelOpen Microsoft Excel to prepare for the next step: you are going to copy and paste recent publications from RITS to ExcelAfter you open your Excel applicationOpen the templatePNW-Quarterly-Pub-Update-Template-FYyy-qq.xltxSave the new spreadsheet as a .xlsx file?to your favorite place on your computer"FYyy-qq.xslx" is?the part you rename?(substitute actual?fiscal year?for yy?and actual quarter?01 - 04?for yy-qq).Return to your browser window where?you sorted PNW publications from most recent Product ID to oldest in the previous task.You also need the Product ID for the last time you did this job. This helps you know how many rows of data to copy and paste from RITS.Task Three:?Copy and Paste Recent Publication Data from RITS to Microsoft Excel You are now going to copy and paste all the rows in RITS product search results to?your blank spreadsheet,?starting?with the most recent Product ID available to the product ID that was most recent the last time you did this. Note the most recent product ID for the last time this was done.? For example, Product ID 84377 was the most recent product ID on March 29, 2017. Place your cursor in the gray area immediately above the top most Product ID, then click and highlight all the table data from the "Product ID" column all the way over to the "Station" column.?Do not let go of the highlighting and continue to highlight down until... (next numbered step below).When you reach the product ID you had in mind from the last time you did this, release your cursor in the gray area just above the product ID you had in mind (don't include that row's data)Right click in the browser window and select "Copy" (or ctrl+c if you prefer).Return to your blank Microsoft Excel Spreadsheet Select the first cell in the spreadsheet and right click and select "Paste" (or ctrl+v if you prefer).It will take a moment, but you should end up with a spreadsheet full of table dataYou may need to re-format the row height to make it easier to read; if so:Select all the rows;Right click the area showing the rows labels (1, 2, 3, 4 etc);Select "Row Height" from the drop-down menuType in whatever height you want ("14" is?a basic?height)?Verify that you have copied all the rows you wanted from RITS to your Excel spreadsheetSave your document.Task Four:?Reshuffle the DataRITS has given you some basic data.? You need to move it around to get it in the right place.Column A is fine.? Ignore?Column A. Column B needs to be blank, but has "Title" in it. Title needs to be in column B. Highlight however many cells are in column B.? Once highlighted, right click the highlighted area.Select "Insert" from the drop-down that pops upSelect "Shift Cells Right" from the dialog that pops up"Authors" now need to be moved from Column D to Column H.? Repeat the process as above, but highlight all cells in Column D and ALSO highlight all cells over to Column H (not highlight column H).Right click the highlighted area, and again select "Shift Cells Right" from the pop-up dialog.Your authors should now be in the "Author" columnTask Five:?Obtain the TreeSearch URL for Each Item in Your SpreadsheetRITS does not export the TreeSearch URL.? You must manually obtain it.? You do this by searching TreeSearch (Outlook will also passively collect an RSS feed if you subscribe for the whole quarter)Sort alphabetically by column L - "Status" - just highlight the column and click "Sort & Filter" from the "Home" tab in your spreadsheet (If you get a "Sort Warning," click "Expand the Selection")Delete everything that says "Pending" (searching these would be a waste of time; they aren't in TreeSearch yet)Visit and paste the title into the "Search" boxWhen you see the correct result (sometimes more than one result shows up, use your brain to decide which is the right one), right click the URL-linked title and click "Copy Shortcut" from the menu that pops up.Go to the corresponding cell and paste the shortcut to the "TreeSearch_URL" columnThis URL should be something like this: YOU CANNOT FIND AN ITEM DO NOT GIVE UP EASILY.TreeSearch does not handle special characters well; therefore, the?title "Look again: Revising ideas about the greening of Alaska’s arctic tundra" does not yield a result. By searching again with just "Revising ideas about the greening of Alaska" and avoiding punctuation, you can?find the right one.If you still cannot find the item, even after removing punctuation / special characters, write in "NA" for "Not Available."Return to the result and click it to view the page.? ?Scroll the the bottom where it reads "Citation"Highlight the entire citation, then right click and select "copy" (or use the keyboard command "ctrl+c")Return to the spreadsheet.In the column "Citation," double-click the cell to be sure you are editing inside the cell (cursor appears in Formula Bar)Paste your citation (ctrl+v).Return to TreeSearchJust above the citation, click the link to "View XML" and move to Task Six belowTask Six:?Use the TreeSearch?XML to Select the Main Topic for Each Item? You will now decide which topic keyed to the National Taxonomy most accurately describes the work. From step 15 in Task 5 above, you will see metadata for the TreeSearch document. Each bit of metadata is enclosed in a set of opening and closing "tags" like <title>The Title</title>.The information you want is between the opening and closing tags for "national_research_taxonomy_elements"Use the browser's "Find" feature to quickly find where the XML document lists this information (use the keyboard combination ctrl + F, then type in "national_r" - this will quickly show you where to look).You have three national taxonomy elements to choose from. Choose one of the three that best describes the resource.? Look up the national taxonomy element in the National Taxonomy Lookup Table to choose the main headingCopy and paste the correct heading into column B of your spreadsheetComplete through this task for all of the items in the spreadsheet, then move to Task?7 below.Task Seven:?Sort Data A to Z by National Research Taxonomy Topic, Then by AuthorYou will now use the "Sort" feature in Excel to "Custom Sort" the list by Topic, then by Author.From your spreadsheet, click "Sort and Filter" and then "Custom Sort" from the drop-downChoose "Expand the Selection" if prompted by a "Sort Warning" Sort by "Nat'l Taxonomy Term" then sort by "Citation"?as shown below:Save the work then proceed to Task 8 below.Task Eight:?Create Headings, then Copy and Paste Sorted Citations to .OFT File TemplateYou will now use the "Plain Recent Publications .OFT Template"?Plain Recent Publications Template.oft?to (1) create headings that match the taxonomy terms from your spreadsheet, and (2) copy and paste each block of citations into plain text Notepad application to strip formatting, then copy and paste the plain text from Notepad into Outlook.Open the Template. Change the "boilerplate" headings in the template?to match the national taxonomy terms?in the spreadsheet.Select the citation(s) next to each group of national taxonomy headings, then copy it to the clipboard (right click and select "copy" or use keyboard combination "ctrl+c"Paste the citations into Notepad (Notepad is an application in the "accessories" folder, available from the "Start Menu" on Windows computers)Select the citation(s) just pasted into Notepad, and copy them again.Paste the citation(s) into the Outlook template under the appropriate heading.Add the TreeSearch URL as shown (hyperlink after citation)Correct any formatting issuesContinue until finishedTask 9:?Save the?Completed?Product as an Office?File TemplateClick "FILE" and "SAVE AS" to save the finished product as an office file template, then send as an attachment to Tiffany ................
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