Using XMetaL to Create EAD Finding Aids Initial Set-Up The following files should loaded into the appropriate folders on your hard drive, as indicated below. File Name Target Directory What it Does ead.dtd . . .XMetaL\Author\Rules Tells XMetaL the rules for EAD files ead.ctm . . .XMetaL\Author\Rules Controls the way in which EAD tags are inserted and displayed in XMetaL's "tags on" view. ead.rlx . . .XMetaL\Author\Rules Works with the DTD file ead.mcr . . .XMetaL\Author\Macros This is where macro files are saved. This file is also involved in the "page preview" display. ead.css . . .XMetaL\Author\Display Controls the display of text in XMetaL's "tags on" view You should also copy your template file to XMetaL's Template directory: . . .XMetaL\Author\Templates\General. Getting Started Open a new document by clicking on the New Document icon or selecting New Document from the File menu. Make sure the "general" tab is selected. You will be presented with a list of available document templates. Double-click on the desired template. NOTE: When you open either a new or existing document, you may also be asked to "Choose a DTD or rules file." If necessary, navigate to the XMetaL\Author\Rules directory, and then double-click on "ead.dtd." The new document will be named "untitled." Rename it with the collection ID number, and save it to a designated folder. XMetaL works best if all EAD files you are currently working with are in the same folder. You can work on the document in any of three views: Plain Text View shows the document in its raw text form, as relatively unformatted ASCII text, with tags contained within angle brackets. This is the only view that allows you to see and edit everything that comprises the document. Tags-On View shows all start and end tags as graphical icons, with text sandwiched in between. In this view, XMetaL's validating function is on; XMetaL will not allow you to put a tag where it is not allowed. Most people find the easiest to work with for entering new data, especially since in this view, you can easily see the instructions about where to fill in data. Some macros will work only in this view. Normal View presents the text of the document only in block format. Tags are not shown. A fourth view option, Page Preview allows you to see how the document will be displayed in HTML, but you cannot edit the document in this view. Adding Text to the EAD Elements in the Template in Tags-On View Most of the EAD elements that will be required in the <archdesc> (collection level) section of an inventory are already incorporated into the template. Simply click between the tags (highlighting the gray text box with instructions, if applicable) and type in the appropriate text or data. When you need to add additional paragraphs in a longer note (especially a <bioghist>, <scopecontent>, <relatedmaterial>, or <accessrestrict>), simply press the Enter key at conclusion of the paragraph to open a new paragraph. This feature works consistently throughout the EAD document; pressing Enter will invoke a new instance of the specific element you just completed. This is particularly useful for adding additional <item> tags in the <arrangement> section or additional tags within the <controlaccess> element. Adding Additional EAD Elements You will occasionally need to add additional EAD elements that are not predefined in the templates. Place the cursor at the point where you want to insert the element Click on the "I-beam" icon on the command bar or choose "Insert | Element" from the drop down menus. A box with a list of the elements that can be legally inserted at that point in the document will appear at the right. Double-click on the desired element and it will be inserted. Alternatively, tags may be typed in directly by switching to the plain text view. In the plain text view, XMetaL's validation function is disabled, so you will not be warned if the tag is not allowed at that point. As soon as you switch back to the tags on view, however, XMetaL will warn you if there is an error in the mark-up. Many commonly used EAD elements have been customized in XMetaL so that when you select and insert the element in the tags-on view, required sub-elements are automatically nested within it. This allows you to insert all the required tags in a single selection, thereby avoiding multiple mouse- clicks. This is especially true in the <dsc> section of the finding aid. Removing Empty Element Tags Some of the predefined elements in the templates will not be used in every inventory. It's a good idea to remove any such "empty elements." This is done most easily in the tags-on view; click on the start tag for the empty element (anywhere to the right of its plus or minus sign). The element and everything inside it (including nested tags) will be highlighted, and then pressing the delete key will remove it. Creating the Detailed Description of the Collection The container listing encoded in the <dsc> section of the EAD finding aid. Macros have been created to streamline this process. You must be in the tags-on view to use them. Description Keystrokes Mark-Up Generated Notes Component Level + Container CTRL+ # (# = the <c0x><did><container type="box"> Execute from anyplace inside the <dsc> desired component </container><unittitle> </unittitle> level ) <unitdate></unitdate></did></c0x> Component Level ALT + # (# = the <c0x><did><unittitle></unittitle><unitdate> Execute from anyplace inside the <dsc> desired component </unitdate> </did></c0x> level) Inserts New Elements Container (folder) ALT+ c <container type="folder"></container> Execute from inside the previous element (usually <container type="box">) Physical Description ALT + p <physdesc><extent></extent></physdesc> Execute from inside <unitdate> or if there is no <unitdate> then from inside <unittitle> Scope & Content Note ALT + s <scopecontent><p></p></scopecontent> Can execute from inside <unittitle>, <unitdate>, or <extent> Italics ALT + e <emph render="italic"></emph> You may type the text to be italicized first, then highlight the text and execute the macro Set level attribute to "file" ALT + SHIFT + f level="file" Execute from inside a c0x or any of its sub- elements Attributes Set level attribute to "subseries" ALT + SHIFT + b level="subseries" Execute from inside a c0x or any of its sub- elements Sets Set level attribute to "series" ALT + SHIFT + s level="series" Executie from inside a c0x or any of its sub- elements Macros CTRL+1 through CTRL+8 insert a <c> at that level, within which are nested <did>, <container type="box">, <unittitle>, and <unitdate> tags. ALT+1 through ALT+8 insert the same tags, but without the <container> element. To add an additional <container> element for folder numbers, use the ALT+c macro. Each element that requires some content has a grey text box. After typing in a <unitdate>, you can use ALT+p to insert a <physdesc> element with <extent> nested inside it. To insert a <scopecontent> for <c> element, use ALT+s. When you have finished entering all the text for any <c> instance, use the macro key for the next <c> level desired, and the tags will be inserted in the appropriate place. There is no need to move the cursor out of the current <c> element before invoking the next macro. The macro will automatically move the cursor to the correct spot to insert that particular component level. By default, the value of the "level" attribute for all <c0x> elements will be set to "file." To change the level to "series," use the ALT+SHIFT+s macro. To change a level to "subseries," use ALT+SHIFT+b. You can change a level back to "file" by using ALT+SHIFT+f. Validating the EAD Document XMetaL allows you to validate the document as you go. When you are in the tags-on view, the program will respond with an error message if you try to place an element in a place where it is not allowed to go. If you are working within the plain text view, or just want to double-check at any point that the mark-up is correct, click on the validation command bar icon, which looks like a printed page with a check-mark, or select "Tools | Validate document" from the pull-down menus. The validation check takes a couple of seconds and assures that you have a well-formed EAD document. If there are errors, you will be taken to those points in the document for correction. Previewing the Formatted Finding Aid If you want to see what the formatted document looks like in any stage in its creation, go to the view menu and select "page preview." You will probably get an error message. Click "okay" or "end," and wait (if it is a very large finding aid, you may have to wait 30 seconds or so). Using a designated stylesheet, the finding aid will be displayed in HTML. NOTE: You need to have a stylesheet instruction your EAD file (looks like <?xml-stylesheet type="text/xsl" href="stylesheetname.xsl"?>, and should be found near the top of the document) and the corresponding stylesheet in the same directory with your XML file in order for the page preview function to work.
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