The hymnal installation process consists of importing the data from a hymnal into the Hymnary. Uploading a hymnal from scratch is usually accomplished by entering the data into a spreadsheet, then sending it to the Hymnary tech staff.
Remember: entering information from a hymnal is creating a hymn instance. An instance should detail exactly what is on the printed page, even if it is incorrect. That is, if the hymn lists "Dr. Watts" as the text author, you should enter "Dr. Watts" even though you know the author's real name is Isaac Watts. (The instance information will be connected to verified information on an authority page after the hymnal has been installed.)
A hymnal may be indexed by entering its information into the following spreadsheets:
Each of these spreadsheets can be made in Excel and must follow the format specified. This includes the presence of a header row which will be ignored when the data is imported into the Hymnary.
There also are spreadsheets for Media and (Page) Images. See http://www.hymnary.org/hymnal/CHSS1801/upload/backup for the required and recommended columns.
Note that if you already have this information in a database, it may be fairly easy to export it into CSV files matching our needs. Ask your database expert.
To submit your spreadsheets, email firstname.lastname@example.org to get the email address of someone on the Hymnary.org staff that you can work with.
ThML is the XML dialect used at www.ccel.org. Hymnals encoded in XML can be installed as books at www.ccel.org, and they can also be imported directly into Hymnary.org. This route may be appropriate for XML experts who want hymnals to appear at CCEL.org as well. There is an introduction to Creating Hymnals in ThML; contact us at email@example.com for more information.
Individual hymns may be added through the web interface via the add text instance and add tune instance pages, but the hymnal must exist before adding any hymn instances. A new hymnal can be added through the web interface on the add hymnal page; see further instructions in the next section.
Be aware, especially when using the web interface, that when a new authority is added, the information in that authority record comes directly from the instance. There may be information in the instance that is appropriate for the instance but not needed or different than what is wanted in the authority. For instance, the copyright information in the authority should be the current copyright and people's names should be the authority name.
Hymnal Set Up
To add a new hymnal, go to Editor Tools--Add new--Hymnal. Fill out the form.
- The hymnal ID should consist of the main initials in the hymnal title and the date of the hymnal. For example the hymnal "Worship and Rejoice" published in 2003 should have an id something like "WAR2003"
- Use the title that is on the title page of the hymnal, include the sub-title, if there is one. Separate the title and sub-title with a colon. Put edition statements behind the title in parentheses.
- If you can find a cover image, copy the image to a file, then under Editor Tools--Add new--Media, upload the image to Hymnary; right click on the resulting URL and select "copy"; then paste the URL into the Cover Image URL field.
- Add the denomination if there is one. Use the denomination that the hymnal states it was produced by or for.
- If the denomination name does not appear in the drop down menu, then add it from the "Add New" menu on the left side bar. Use the name on the hymnal. Use the Library of Congress Name Authority files (http://authorities.loc.gov) or ARDA (http://www.thearda.com/Denoms/Families/trees.asp) to find the Parent name (such as Baptist, Lutheran, etc.)
- Make sure the images are in a zipped file.
- Use the upload page images link under Editor tools for the hymnal
- Count how many pages are before page 1, and use the menu to select that number. If images are coming from Internet Archive, also count the cover as a page,as the scanner bed is usually the first image.
- Use the Attach Page Images link on the hymnal page.
- Coyrighted material may not be displayed, except Hope Publishing allows their copyrighted material to be displayed with a license agreement and GIA allows their copyrighted material to be displayed as long as a high-resolution page scan is disabled.
- Use Display Permission: Nobody for copyrighted material and Display Permission: Everybody for Public Domain material.
- Avoid leaving parts of hymns visible, for example, if a copyrighted hymn carries over onto another page, set both page permissions to Nobody; or, if a public domain hymn carries over onto a page with a copyrighted hymn, set both pages permissions to Nobody. People get confused when only part of a hymn is visible.
- We know that if the first copyright date is before 1923 that the hymn is in the public domain.