Numbering Boxes, Folders, and Reels 

How do I number boxes in my finding aid components?

• For each component that you want to assign a Box value, make sure you add a box container element [Keystroke Alt-B].
• When it is inserted, you will see a grey text-replace box with the text "Box".
• Insert the number of the box in the text-replace box for the first component in that box.
• For example, if three consecutive files are all stored in Box 45, only input 45 into the first of the three files.  The second and third files shold retain a Box text-replace box.
• Here is an example of a run of Box values as you write your finding aid.  [Box] represents a Box text-replace box.
• 1

  [Box]

  [Box]

  2

   

  [Box]

  [Box]

  3

   

  [Box]

  4

   

  [Box]

• FACT assumes that the intervening files share the same value as the preceding Box with a alphanumeric value.
• To assign the missing box values, select Containers --> Assign missing Box values, or use the Ctrl-Alt-Shift-B keystroke.
• The example above will become the following:
• 1

  1

  1

  2

   

  2

  2

  3

   

  3

  4

   

How do I number folders in my finding aid components?

• For each compnent that you want to assign a Folder value, make sure you add a folder container element [Keystroke Alt-F].
• When it is inserted,  you will see a hash mark "#" followed by a grey text-replace box with the text "Folder".
• If you wish to use FACT macros to assign folder numbers, in the text-replace box insert the sum of the folders associated with that component.
• If a component corresponds to 1 folder, you should insert "1" to end up with "#1".
• If a component corresponds to 5 folders,  you should insert "5" to end up with "#5".
• If you wish to number folders by hand, insert the appropriate numbers into the grey text-replace box and delete the hash mark.
• Here is an example of a run of Folder sums before numbers are assigned by the FACT macros.
• #1

  #1

  #4

  #1

  #9

  #2

• If you wish to assign folder numbers using the FACT macros, do the following:
• When you are finished with a finding aid or a series, select Containers --> Assign Folder Numbers, or use the keystroke Ctrl-Alt-Shift-F.
• A dialog box will appear and ask "Number folders in this C01, or throughout the document?"
• If you wish to only number the folders in the current series, select C01. 
• Otherwise, select Document to number the entire finding aid.
• If you select C01, the folders in the current series will be numbered
• If you select Document, a dialog box will appear and ask "Number contiguously throughout document or start from 1 at each new C01?"
• If you want a continuous run of folder numbers throughout the entire finding aid, select "Number contiguously".
• If y ou want to restart folder numbers at 1 for each series, select "Start each C01 from 1".
• In both cases, folder sums (i.e. "#1") will be translated to folder numbers, including spans separated by hyphens if appropriate.
• For example, the above example might translate to the following:
• 1

  2

  3-6

  7

  8-15

  16-17

• If you wish the folder numbers in a finding aid (or series) to begin with a number other than 1, simply assign the desired start number to the first folder value and run the Assign Folder Numbers macro as described above.
• A dialog box will appear with the following note: "The first folder is not hashed, but has the value XXX.  The expected folder number was 1.  Please indicate whether to override (use the expected value), use XXX and continue from that, or terminate".
• If the initial value is a mistake, select override, otherwise select "Use XXX" [where XXX represents whatever number was present], and folder numbers will be assigned starting with that value.

Why isn't the folder numbering macro working?

• If you are running into trouble with the Assign Folder Numbers macro, it is likely because there are empty Folder elements,
• Before you run the Assign Folder Numbers macro, remove any unused Folder elements using the  Alt-Shift-F keystroke.  This will remove both "#Folder" and the surround <container> tag.
• DO NOT just delete the hash mark and the text-replace box.  This will leave an invisible container tag with no text value, which will cause an error in the folder numbering macro.
• If you miss an empty Folder tag, the Assign Folder Numbers macro will throw an error message.  A dialog box will appear with the note: "This folder could not be parsed for a value.  Process terminated.  Encountered unparseable folder."  Click OK.
• After clicking OK, the cursor will be placed inside the offending Folder element.  Hit Alt-Shift-F to remove it.
• To clean up empty folder elements universally, switch to the Plain Text view (View --> Plan Text), and search for <container type="Folder"></container> and replace all with an empty string.

How do I number reels in my finding aid components?

• For each component that you want to assign a Reel value, make sure you add a reel container element [Keystroke Alt-R].
• When it is inserted, you will see a grey text-replace box with the text "Reel".
• Insert the number of the reel in the text-replace box for the first component in that reel.
• For example, if three consecutive files are all stored on Reel 21, only input 21 into the first of the three files.  The second and third files shold retain a Reel text-replace box.
• Here is an example of a run of Reel values as you write your finding aid.  [Reel] represents a Reel text-replace box.
• A

  [Reel]

  [Reel]

  B

   

  [Reel]

  [Reel]

  C

   

  [Reel]

  D

   

  [Reel]

• FACT assumes that the intervening files share the same value as the preceding Reel with a alphanumeric value.
• To assign the missing reel values, select Containers --> Assign missing Reel values, or use the Ctrl-Alt-Shift-R keystroke.
• The example above will become the following:
• A

  A

  A

  B

   

  B

  B

  C

   

  C

  D

  D