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Producing a report (export)

Calm will export an EAD XML report based on the currently selected record. You should select the top-level record from the collection you wish to export. Calm will then automatically export all records in this collection, based on the contents of the RefNo field.

To export an XML report:

  • For EAC, select the Names authority file.

  • Make sure that the currently selected record is the top-level record in the collection you wish to export

  • Ensure that any mandatory header fields exist on the currently active record and contain data. For EAD these are:

    • CountryCode
    • RepositoryCode
    • RefNo
    • Repository
    • Title
    • EHFDPublisher
    • EHPDLanguage

    Please Note: For A2A EAD, the Level field is also mandatory.
    You may wish to set up a Bulk Insert list of the mandatory fields to enable you to insert them easily into your Calm records.

  • Select Report from the File drop down menu in Calm. A dialogue box will appear showing the report templates that are available. The following is an example from the Catalog database:

     The Select Report dialogue box shows the following as a tree: EAD Access to Archives (A2A) Hub A2A (EAD v1.0) Archives Hub Archives Hub (EAD v1.0) Archives Hub (EAD 2002) with OK and Cancel buttons.

  • A tree of reports is displayed in the dialogue box; select the report template you wish to use. Please Note: the contents of this tree will differ depending on the database you are currently working with and the reports available.

  • Click OK

  • A "Save As" dialogue box is displayed; browse to the folder in which you wish to save the report. Enter a file name, the report will automatically be saved as the XML file type.

Calm will use the template to produce a report in the specified format. Calm will report errors if any mandatory fields are missing, or if fields that should contain XML do not or the XML is invalid, or if any other conditions specified in the template are not met. If errors are reported then you will need to correct the data and repeat the above process in order for the report to be produced.

Once the report has been produced, Calm will run it through XML validation. If this validation fails, an error will be reported. The invalid XML report will be saved, you may then open it in an XML editor to find and correct the errors in the data. Please Note: This report file will be invalid and should not be submitted to a third party without their permission.