13:16:50 Hi everyone, and thank you for watching this video as an accompaniment to the air table narrative review that I've written.
13:17:04 And I'm doing a video because everyone has different learning styles.
13:17:12 And also because air table is such a dynamic tool that it can be difficult to really understand how powerful it is simply from reading about it.
13:17:26 So I'm just going to walk you through some of what is discussed in the review. Using my libraries workspace, and one of my basis that I created an air table.
13:17:46 So, this is my homepage, you can see that I'm logged in, up here.
13:17:54 And when you first join air table, you'll have this area here that is called my workspace.
13:18:02 And it will be on the free plan, which you can upgrade. If you would like.
13:18:08 And my workspace right now.
13:18:11 In my workspace right now. I have a base for the research project that I am currently engaged in.
13:18:21 And then I have a copy of the shelf list that I was playing around with, and then some event record reports from archive space that my colleague Elizabeth made for me that I was also playing around with.
13:18:37 So in this workspace I have bases that are small enough to be on the free plan so they're not more than 1200 Records, each, and with information that not necessarily the entire staff needs to see, you know, if this was the shelf was for everyone like
13:19:03 the spreadsheet that we keep on our shared drive, then that would be in the Rose library workspace, but this is just a copy of it that I was playing with.
13:19:13 To learn more about your table. So it's in mind.
13:19:16 And you can see here that I'm the only one in this workspace, as compared to the rose library workspace where there's something like 15 of us.
13:19:26 But then you can see that there's a little icon here that shows that my colleague at the Bible here at Yale Rosemary Davis is part of this base, and that is because she's my research partner.
13:19:39 So you can share individual basis with people as opposed to a whole workspace that has multiple basis and it, or you can share forward space like we have for the rose library, and also for the rose library, you can see that we're on a plan.
13:20:03 So if you were to click here and click on Share workspace.
13:20:07 You can see, you know that my colleagues have different levels, and so Karen's our operations manager so she's an owner.
13:20:17 And that's what mine is and then also the head of library technology and digital strategy is who helped set us up with the pro space, and then pretty much everyone else is a creator and a few or an editor, but mostly it's creators and then a few hours,
13:20:38 but you can do even more than that you can have someone who can only view the information, you can have someone who can comment and can make a view for themselves but they can't edit information on the records.
13:20:55 Editors can edit records and views, but they can't like make new tables or change the fields, and then creators can do everything except Manage Workspace settings and belly.
13:21:10 So, I'm over here I just want to point out that there's like a guide there's webinars if the Help Center.
13:21:19 You know I'm making this based on what I've learned and specific to archives but air table has a lot of features and
13:21:31 capabilities and functionality and their help resources are really useful so I definitely recommend checking those out.
13:21:41 So I'm going to take us into this containers base, and the one drawback to using this base is that there's really only grid views and it.
13:21:59 And there is something nice about being able to have a form or being able to have a calendar or being able to have a gallery or can band but most of the basis that you see here, have information in them that we don't necessarily share like in the beginning
13:22:31 base there's, you know.
13:22:30 Information about collections that are open yet and also information about price and things like that and so while we do try to be pretty transparent.
13:22:43 There is information and some of these that we just can't share. So, I just rely on my screenshots that I put in that article for, you know, the other views, or the other type of views I should say, but we'll go into containers for now.
13:23:03 So this is a air table base that I made because we have only implemented archive space for accepting and so what that means is we haven't actually put any of our containers and archive space yet that will be part of phase two.
13:23:28 And while we have been preparing for phase two and thinking about what information we want to migrate. And what information we need in order to migrate it and so on.
13:23:42 We realized that the only place to find out information like container profile, and even location is in static places.
13:24:00 So, the container profiles, were only on paper barcode sheets. Um, and there are, I think there's only four or there used to be only for check boxes on those sheets which were record center and carton Hollander have calendar and other.
13:24:29 And we implemented those when we open our off site storage facility the Library Service Center, because everything that gets ingested into that facility, must have a barcode.
13:24:43 And so we started by we I was like quite here yet I came in 2016 right as the LSC was opening. But my colleagues, started with barcoding everything that was at what we called the storage library, which was kind of an onsite offsite facility.
13:25:05 Anyway that facility was going away It wasn't great in the first place, etc. So that inspired the LSC.
13:25:16 And then everything in the storage library pretty much was going to go straight to the LSC. So they started by barcoding everything there. And then even after we moved to the LSE.
13:25:30 We did a retroactive marketing project to barcode everything that was on site.
13:25:36 So we could send anything we wanted to the policy.
13:25:40 And so we use the barcode she has to do that.
13:25:43 And, you know, we had students do a lot of that work.
13:25:49 But it's also just really easy to forget to check off the box on a sheet of paper. So, a few lots of problems here right you know once we get to this point and archive space where we need to gather that information if we want our customers to be able
13:26:07 to calculate extent for us and include that and he published by me his paper records right so we can ingest to transform that data, easily to not granular enough.
13:26:31 We even at the beginning of this project.
13:26:32 I had noted I think something like 30 different box sizes and, well, can you know see how many there are. Now that I'm almost done. But, you know, there's only four options on the barcode worksheet and so not granular enough information.
13:26:51 And then, human error, you know there what was a lot of mistakes on the bar code sheets, where someone had clearly spent all day.
13:27:05 barcoding.
13:27:08 And in, you know, got to a certain point, and had been doing collections that were all record center parties. Got to a collection that was all holidays but just kept marketing records that are parking, their collections were a whole page just didn't have
13:27:26 the boxes, the check boxes checked off at all.
13:27:31 So, um, it was, it's been, you know, a long project.
13:27:38 And it started when we all had to come home for the pandemic because I could take. Well first of all, I didn't have time to go through barcode files for like 1300 plus collections, until the pandemic hit, but also that's something I could do from home
13:27:58 was take all the barcode files home and go through them.
13:28:02 So, how I started was I generated a spreadsheet of all of our containers from our iOS, which is all mom, and then i. So, some of these fields came directly from like barcode.
13:28:23 The container type and indicator sort of the iOS holding ID, and the title and the MMS ID. So I exported. All of that from Alma.
13:28:37 When I say sort of here. We put the, the box number, all together as one field.
13:28:45 And it's just a description field and Allah. So, this export is one field and then I use open refine and some assistance from other colleagues to get that split into two fields.
13:29:03 And I started with that. And one thing to say is that, of course, as you can imagine, not all of our containers are an online number one.
13:29:12 Number two,
13:29:16 for us, mostly just regular boxes or an armor we have some other container types, and we have not done a retro active barcoding project for the other kinds of containers.
13:29:30 So none of those are in armor.
13:29:33 So it wasn't perfect but it gave me a starting place to start adding these container profiles here, location, the problem with it is that our locations are just in a spreadsheet.
13:29:50 And they are not as granular as we are going to do them in archive space. So, for this collection for example, what it would say is that this collection is on 11 which is the Florida number range 31.
13:30:09 A through be.
13:30:16 We didn't know at what point and the box numbers.
13:30:21 We went from A to B.
13:30:23 So, the reason we know that now is because I walked down every single aisle as I'm actually still walking down all the aisles, have made it through two thirds, maybe.
13:30:38 So, I could put this location in for collections that only had one location collections at the LSE because they don't have such granular location information.
13:30:55 But I had to leave a lot of that blank until I could go back on site to look at it.
13:31:02 So what you're seeing here is mirrored after what a top container and since looks like an archive space. There's a bar code, there's a container profile, there's a container type an indicator and iOS holding ID, location, a title, MMS ID, and then these
13:31:26 are other things I'll talk about in a minute.
13:31:31 So, One thing to say is that you can customize your field types to be a lot of different things. There are several options. And a lot of the time I just need the single line tax or a solo as multiple, multiple selector single select, or maybe a number,
13:31:55 but one reason I wanted to show this space is because I've used a lot of different kinds of fields. So, I actually used the bar code field for this field and the reason I did that is because when I tried to do something like a number of field, all of
13:32:12 those leading zeros disappeared. And so, air table is smart, and it really does know that this is a bar code and so it kept all of the leading zeros and for me.
13:32:26 Also I've had to enter new bar codes sense since starting this space because I'm accepting other people are accepting or processing and changing containers.
13:32:40 I learned that it is really nice to scan barcodes and to air table.
13:32:46 If you were to click here and scan it would jump, jump, jump, so all you have to do is click your scanner down a bar code sheet or across containers, and you don't have to as long as your containers are in the right order, or in the same order as you're
13:33:03 scanning barcodes, you don't have a mouse or click or anything, it will just jump down and let you keep scanning which is really nice.
13:33:13 Much nicer than all the stuff that makes you do this field is actually what's called a linked field so you can see link to another record. So, each one of these tabs is known as a table and air table jargon, and when you have multiple tables in a base,
13:33:36 you can create a linked field where this links to a record in another table. So, container profile and location or both linked fields.
13:33:51 So I can click where right here where it says record storage box was going to open for me is the record from the container profiles table so you can see this little wine that draws for you.
13:34:09 That's for a record storage box, and you can see the information in that table for that container profile, without leaving the MSS container list that we're in.
13:34:21 profile and archive space, until you get to these links fields down here so when you create a link field here it nears over here so this table is also linked to from the UAE which stands for Emory University Archives table because I have a separate table
13:34:47 for those containers. And these are all the containers that are records storage boxes in the EU a container lyst. Likewise, all the manuscript forms, which you can see are
13:35:05 a lot.
13:35:28 And like better than a spreadsheet because not only you can do this in a spreadsheet, which is how I had it before where you have a field in a sheet that links to the makes a drop down menu, and links to column and another sheet, but it doesn't update
13:35:36 automatically. Number one, so every time you add something new to that sheet, you have to redo the data link between them.
13:35:47 And also, you can't look at this and stay where you're at, you know, you have to go back over to that sheet if you want to look at it at all.
13:35:57 And another great thing about this, let me find.
13:36:01 Here's my empty container so you can add from here and you can search for whatever you're looking for, but also you can add a new record directly to the container profiles table while you're sitting here.
13:36:17 So if I come to a container, and I've never made a container profile for it before.
13:36:23 I can just add it right here I don't have to click over here, to container profiles and add it before I can leave it here which is what you would have to do in a spreadsheet.
13:36:34 Likewise I won't go as deep, but this was late two locations. So, this again mirrors the fields that are in a location record and archive space.
13:36:50 And this, which is also linked to something else but I'll get to that.
13:36:56 You can see all of the manuscript items that are at this location.
13:37:02 So then I just have these are normal right like.
13:37:09 This is a single select field so you can only select one of these, these are all of our different container types. I will not go into what they are, or why they are hurt.
13:37:22 I don't like them but here they are, they exist.
13:37:27 And then, just the number of the item, the manuscript number which is also our iOS holding ID, and the title, the MMS ID, which we're going to use a sort of a unique identifier to get everything linked correctly.
13:37:46 And then here are three kind of complicated ones. So this is what's known as a lookup field. So once you have something Wait, so in this case all three of these are using the container profile field.
13:38:01 You can create a lookup field that will display information that is over here. So, I wanted to be able to calculate extent from this containers side. And so I have two things going on here one is the single I don't make sense.
13:38:25 So, this lookup field is just bringing the width over from the container profile. So it goes over to here, and it says, Oh, this record, because each one of these as a record right is linked to a document Katie's, and she wants the width of that document
13:38:51 case of the record and the container profile to be displayed here, so it grabs it when it's blank as you can see nothing shows up.
13:39:02 So the other two I have over here. One of them as rounded up extent so until we're actually an archive space. I know that my colleagues will continue to rely on you know saying for example that a Holland your document case is a half a linear but spoiler
13:39:22 alert, it's not it's point or two, but for the simplicity of math, that's what we use. And so the. All of these are rounded up. And again, this is a field that exists in the container profile table and it's just looking at up here.
13:39:40 Same thing here.
13:39:43 This is something new, I'm trying so I won't get too bogged down in explaining it. But essentially, there is a field in the container profile table called cubic feet of item.
13:39:56 And again it's grabbing it from over from the container profile table.
13:40:02 Okay.
13:40:03 So before we move to another table. Let me just show you the US.
13:40:09 So I have a lot of different views in the container, a table in the the container base, and in the MSS table.
13:40:20 And this is one of the things I really like about air table is the ability to see information differently. So, this is the one it's sorted but otherwise there's something, Walter there's nothing hidden.
13:40:34 It's everything that is in the table.
13:40:38 And then all of these have specific things that are filtered in order to show something different. So this is everything that doesn't currently have a container profile.
13:40:51 I'm starting to get down to the end of the project. And so, now this is something useful because most things at this juncture should have a container profile.
13:41:05 So you can see if we go back to all MSS, that there are a total of 29,864 items.
13:41:15 But we go to know container profile, there's only 1306.
13:41:20 So that's how far I've come feel pretty good about that.
13:41:24 And all is filtered on is the container profile is empty.
13:41:49 So the green that you're showing here matches this green so the greenest filter so the green is showing you that the filter affects this field.
13:41:40 The Orange is the sort, so the orange shows you what fields are affected by the sort, so I have most of mine sorted by iOS holding ID container Type Indicator, but this one has container type first because our container pipes, sort of, indicate where
13:42:07 things are located and right now I'm walking through the floor.
13:42:06 So I want it to be in that order I also am more concerned about a box that doesn't have a container profile right now because I've been through most of the boxes, than I am about some of the other ones.
13:42:23 And I have this one, I think this is everything that's on site essentially.
13:42:31 Yeah, so I have this unfiltered said that it doesn't contain LSE.
13:42:39 And this is, everything is complete.
13:42:42 This is all of these are incomplete in some way.
13:42:50 And we generally don't send any of these other kinds of containers to the LSE, because really, they indicate more of where their shell than anything else.
13:43:03 So I have this view so that I can see if we have set anything to the LSC that either we shouldn't have said, or we should call it something else. And that's because I want to fix that at some point.
13:43:18 I'm.
13:43:20 This is empty, as I finally finished all of the LSC container profiles.
13:43:27 And this is just boxes with no container profiles instead of everything with no container for files.
13:43:33 This is no location has almonds done with no location.
13:43:39 So 301 left no bar code.
13:43:55 I mentioned earlier you know we didn't barcode some of these other formats. So I just wanted a complete list of those so I wouldn't have how many items I'm gonna bark.
13:43:56 And then these are all the containers that needs to be replaced. Essentially, this particular type of box is not a very nice box and then most of these are going to be based on box things so they all should have a box.
13:44:12 And so I've got all those here so I can exam and then at some point.
13:44:32 And this is something I'm working on is so other people can add information to this but I haven't quite
13:44:25 built it out or implemented it yet. And then finally, and this is my favorite one is calculated.
13:44:31 So I filter this on the just on the iOS holding ID.
13:44:38 And then I can get an extent from anything. So, if I do an SS at one box comes up, and it's point one nine if you're being exact point two five if you're not the exact, we can bring.
13:44:57 I actually don't have a lot memorized right okay here.
13:45:00 So, this is there's three things here that do not have container profiles yet, but if they did, then you'd have an exact extent here. So this is great.
13:45:12 And that's just a mirror something that archives space will do once this information is in there, but until it's in there, and I had made our table do it.
13:45:22 OK, so the Emory University Archives table is basically the same thing, although it does have far fewer containers, but also fewer information, or if your completed containers, I should say, and fewer views.
13:45:37 I haven't quite worked on it as much yet.
13:45:40 And then here's container profiles. So now we have 229 container profiles, which is quite daunting.
13:45:48 And I will say.
13:45:59 55 of them are these unboxed ones. And so these are usually like scrapbooks or Ledger's that didn't ever get box but you probably should box them at some point.
13:46:14 So those would eventually go away, they'd be replaced by no real containers. Same thing with symbols locks and shipping behalf.
13:46:22 So we really probably only have about 150 like legitimate can pay her.
13:46:30 But we also have a lot of custom boxes and those will say so.
13:46:34 It's quite overwhelming. And, like I said before these fields mirror.
13:46:41 The fields in archive space.
13:46:46 And all of these are dead feet, as you can see here.
13:46:50 And then I rounded up the width here.
13:46:56 For that, rounded up extent that I mentioned before, I'll talk about this just a little bit so I did a formula here. And it's a very simple one, it just takes the height field, times left field times with that field to create a cubic feet of the item,
13:47:13 and I did this because I was hoping and I have sort of succeeded and getting air table to also tell me how much space is left on a particular location.
13:47:28 So go to locations.
13:47:31 So.
13:47:34 Want me to scroll down.
13:47:37 Okay. So, if we look at this one.
13:47:44 And it's in the store a rose manuscript archives and rare book library building. The 11th floor, we referred where there's three areas on the 11th floor, and we refer to them by different names and so this particular location is on the main staff.
13:48:02 And this is how it appears in the holdings record and Alma is MSS TK off site has a different one.
13:48:13 And then the coordinates, we want to use our range and Bay. I know that there are people going as granular as shelf, but they is already more granular than we did in the past.
13:48:27 And so that's kind of where we decided to stop. So this is French five ad.
13:48:36 And then it's linked to our location profile. So, this is what I just named standard Bay six shelves because we have some days that are seven and some that are six, they're all the same size and they're sort of like the most common, or if they're not
13:48:54 the most common they're the most useful so we wish they were the most common.
13:48:59 And then this is the death of one shelf. The width of one shelf, but the height of the whole Bay. And this is something that I had to play around with and archive space to make sure it would calculate the amount of space correctly, and I found out that
13:49:19 I needed to do it like this. So that is what has been done.
13:49:24 And then the cubic feet of the day.
13:49:29 And that's to match it to the cubic feet of the item that I showed earlier.
13:49:35 So, this is just displaying the name of the front this is another lookup field so it's going to location profile, seeing which one I linked it to and it's putting the name here.
13:49:56 Um, and we're not going to use this repository field.
13:49:54 Or we might I don't know but I don't know what's going there it's just there because it is Mr. archives face, then this is the linked record so all the UA items that are there all the manuscript items that are there.
13:50:08 And then this is the single Bay, cubic feet so it's another look up again. It's going to the location profile and then bringing this forward for me.
13:50:22 Same thing, this is going to be linked items, and then it's displaying the cubic feet, that it finds in each of those items records.
13:50:36 And then finally have another formulate here where I say, Okay, take the single bag cubic feet that you went to go find, and then subtract the sum of all the items of the some of the cubic feet of all the items, and then tell me what's left.
13:51:07 range five de de.
13:51:10 I don't actually know what that's true. And, you know, if I didn't actually get the container profiles for all the items on that day it might not be true but this is just something I've been playing with here lately and I haven't verified that actually
13:51:26 did it right.
13:51:27 it right. I mean, clearly I made all the functions work, but I just don't know what the math is correct. So, to be determined. But, you know, I've just been playing around trying to see what people can do for me.
13:51:42 So then we have location profiles here, this isn't as built out yet I need to measure a lot more of our different kinds of base.
13:51:54 And then I have the shelf list here, there's a tab for manuscript and a tab for archives.
13:52:02 And the only thing I really wanted to show here is that you can color code.
13:52:20 So purple is my happy, totally done.
13:52:24 Blue is that there's a problem with the rose records like in this case, it just means any label but I don't want to forget but it needs a new label.
13:52:35 Yellow is usually that I can't find the barcode at all.
13:52:55 And see green is that everything is good, except you know I couldn't, I haven't done like the whole BVZ ad or one of these, these days but like I found all the boxes and they imagine all of that.
13:52:57 So, you see all the colors over here without actually having to scroll over there.
13:53:04 But also, once you have your colors in. You can group it. So I love this group. And you don't have to have a color to grieve you can group it by anything like I could
13:53:17 group it by location and then all the ones that say Allah so you would be together. Um, but I group this one on the color. So now I know that there's 23 collections that have a issue and Kairos off an issue with our records.
13:53:37 There's 27 habit if you like the bar code file, there's 200 da with the rose records issue.
13:53:50 There's 266. I'm with everything good except for either a container profile or a location is missing because I haven't gotten there yet.
13:54:02 And then everything is good on 787.
13:54:07 So this is just another nice way to view the information.
13:54:16 Um, and then there's a lot of other things you can do over here on they just recently added automation, I have automation set up through a third party service, and so I haven't tried this yet.
13:54:31 Um, so I haven't tried this yet. I have automation setup on the running base, but I'm excited to play with this and see if I can replace the third party apps that I'm using.
13:54:41 And then they also have these apps that used to be called blocks.
13:54:45 But if you click here you can see everything that you can add a chart.
13:54:51 Um, if hin
13:54:54 do an org chart you can do a JIRA cloud.
13:54:57 And then there's one that I'm really excited to us, which is, you can make a map,
13:55:08 which I'm not seeing areas. So you can geo code addresses or coordinates on a map so.
13:55:18 My plan is to be able to show and map form, where all of our collections have traveled phone from.
13:55:29 And I just haven't gotten around to doing it yet, but I'm really excited to try it out.
13:55:36 So I think that's just about everything. Air cable is really robust it's great for managing a lot of data like I have here. And it's also great for project management.
13:55:49 You know, a lot of these views that I was showing you. Over here is just to do sort of sub projects under this one big giant project that I'm working on.