Completing the DCS Load File Spreadsheet

To enable CLA to upload your existing content onto the DCS, we will require the metadata and course information of each scan. This will need to be entered into the DCS Load File Spreadsheet. This is an Excel file that needs to be completed and submitted at the same time as your PDF's are uploaded onto the CLA Cloud. 

The sample load file consists of a number of different fields, some of which are mandatory, and some of which are optional. It’s important to note that we cannot load any content to the DCS where a mandatory field is blank.

We will send you a template which includes examples, and we would ask you to stick to the template as closely as you can to enable us to onboard you as quickly and efficiently as possible. This is what the Sample Load Template looks like:

Please note: CLA are unable to upload entries that are missing any of the mandatory fields such as the ISBN/ISSN, so please make sure these are included.

You will then be set up with access to a folder specific to your HEI on the CLA Cloud. The folder will be named after your HEI and will be password protected. We will send your password to you in an email along with the link to the folder. This is where you will upload your PDF scans to.

File names

When submitting your content to be bulk uploaded onto the DCS, you will not need to change your file names. The only thing you need to make sure of is that the file names on the load file match the files you have uploaded onto the CLA Cloud. As you can see in the screenshot below, the file names listed on the spread sheet are the name of the file added to the cloud with .pdf at the end. It does not matter what your file names are, as long as the files you upload to the cloud match the names listed on the spreadsheet. The file names will not be seen on the DCS by you or any other HEI so there is no need to change them.

Multiple use of one scan

If a scan is used across more than one course, please upload the scan to the CLA Cloud once, but enter it into the load file once for each different course. As you can see in the example below, Course_Code_Test_1.pdf is listed three times, but only uploaded onto The Cloud once. The details listed on the load file will be the same, except for just two fields: course name and course code.

Once you have completed this spreadsheet and uploaded all of your PDF scans to the CLA Cloud, please send the completed Sample Load File to the your contact at the CLA. We will then check the spreadsheet for you and notify you if there are any incorrect fields. CLA will contact you once your content has been processed and uploaded onto the DCS.