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Batch Upload Mastery

Master the batch upload workflow for efficiently uploading multiple newspaper pages or complete issues at once.

When to Use Batch Upload

Batch upload is ideal for:

  • Multi-page newspaper issues - Upload all pages from a single issue together
  • Multiple complete issues - Process several different issues in one session
  • Mobile camera workflows - Photograph pages with your phone and upload all at once
  • Large scanning projects - Organize and review many pages before final processing
Single Issue? For uploading just one or two pages, you can also use the regular "Upload Issue" button on a publication page. Batch upload gives you more control and review options.

Step-by-Step Workflow

1Preparation

Naming Your Files

Use a consistent naming convention to keep files organized:

  • Include page numbers: page01.jpg, page02.jpg, etc.
  • Add dates: 1920-05-15-page01.jpg for easy identification
  • Use leading zeros: page01 not page1 for proper sorting
  • Be consistent: Stick to one naming pattern for each batch

Keeping Pages in Order

  • Name files so they sort alphabetically in the correct order
  • Most systems will select files in alphabetical order
  • You can reorder later, but starting organized saves time

Checking File Sizes

  • Maximum 50MB per file
  • Check total upload size for large batches (may take time)
  • Reduce file sizes if needed (compress images, lower resolution)

Planning Your Upload Session

  • Set aside enough time for review (5-10 minutes per 20 pages)
  • Ensure stable internet connection for uploads
  • Have publication information ready (dates, volume/issue numbers)
  • Close unnecessary browser tabs to ensure smooth performance

2Upload Files

Drag and Drop Interface

  • Select all files in your file manager
  • Drag them onto the upload dropzone
  • Watch the upload progress for each file
  • Files upload one at a time automatically

Click to Browse

  • Click the "Browse Files" button
  • Hold Ctrl (Windows) or Cmd (Mac) to select multiple files
  • Click "Open" to start uploads

Camera Capture (Mobile)

  • On mobile devices, you'll see a "Camera" option
  • Take photos of each page in sequence
  • Hold camera steady and ensure good lighting
  • Each photo uploads automatically after capture

Upload Progress Monitoring

  • Progress bar shows overall upload status
  • Individual file names appear as they upload
  • Wait for all files to complete before proceeding
  • Don't close browser tab during upload
Upload Failed? Check your internet connection, verify file format (JPEG, PNG, PDF only), and ensure files are under 50MB. Try uploading fewer files at once if problems persist.

3Review and Organize

Thumbnail Preview Navigation

  • All uploaded pages appear as thumbnails
  • Click any thumbnail to enlarge and inspect
  • Scroll through to verify all pages uploaded correctly
  • Check for duplicate, missing, or incorrect pages

Reordering Pages

Drag and drop to reorder:

  • Click and hold on any thumbnail
  • Drag it to the correct position
  • Drop to place it in the new order
  • Other pages automatically adjust position

Rotating Images

  • Click the rotate button (🔄) on any thumbnail
  • Page rotates 90° clockwise with each click
  • Ensure all pages are oriented correctly before proceeding
  • Proper orientation improves OCR accuracy

Removing Unwanted Pages

  • Click the delete/remove button (×) on any thumbnail
  • Confirm the removal
  • Page is removed from the batch (not deleted from your computer)
  • Useful for removing duplicate or incorrect uploads

Grouping Pages into Issues

If uploading multiple issues in one batch:

  • System attempts to detect issue boundaries
  • Review the detected groupings
  • Adjust if pages are grouped incorrectly
  • Each group becomes a separate newspaper issue

4Metadata Review

Understanding Auto-Extracted Metadata

The system automatically analyzes the first page of each issue and attempts to extract:

  • Publication Date: Recognizes various date formats
  • Volume Number: Looks for Roman numerals (I, II, III, etc.)
  • Issue Number: Identifies sequential issue numbering
  • Title: Attempts to identify masthead or title
Note: Extraction accuracy depends on source quality and layout. Always review and correct as needed.

Publication Date

  • Check that the detected date is correct
  • Use the date picker to change if wrong
  • Format: Month Day, Year (e.g., "May 15, 1920")
  • Important for chronological browsing and searching

Volume and Issue Numbering

  • Volume often represents the year of publication
  • Issue increments with each edition
  • System supports Roman numerals for volumes
  • Leave blank if not applicable to your publication

Title and Description

  • Title: Brief identifier for this issue
  • Description: Optional additional context
  • Both are searchable - include key terms

When to Edit vs Accept

Always Correct:
  • Wrong dates
  • Incorrect volume/issue numbers
  • Missing critical information
Can Accept:
  • Reasonable auto-generated titles
  • Empty optional fields (description)
  • Minor formatting differences

5Confirm and Process

Final Review Checklist

Before clicking "Confirm and Process":

  • ✓ All pages are in correct order
  • ✓ Images are rotated properly
  • ✓ Dates and metadata are accurate
  • ✓ No duplicate or missing pages
  • ✓ Pages are grouped into correct issues

Understanding Processing Time

  • Single pages: Usually under 1 minute
  • Multi-page issues: 2-5 minutes depending on page count
  • Large batches: Processing happens in background
  • System load: May take longer during peak usage

What Happens During OCR Processing

  1. Images are analyzed with Google Vision API (primary engine)
  2. If Google Vision is unavailable, Tesseract is used as fallback
  3. Text is extracted and stored as searchable content
  4. Additional metadata extraction runs (dates, volumes)
  5. Issues are marked as "completed" when done

Monitoring Progress

  • You'll see processing status on the batch detail page
  • Each issue shows: Pending → Processing → Completed
  • Failed items show error messages
  • Click individual issues to view results

What to Do While Waiting

  • You can close the page and return later
  • Processing continues in the background
  • Check back periodically for completion status
  • You'll be able to edit issues once processing completes

Advanced Batch Techniques

Uploading Multiple Issues in One Batch

You can process several complete issues together:

  • Upload all pages for all issues at once
  • System groups pages by detected issue boundaries
  • Review and adjust groupings if needed
  • Set metadata for each issue separately
  • All issues process simultaneously

Handling Different Publication Dates

  • Each issue can have its own publication date
  • System attempts to detect dates from each first page
  • Verify dates are assigned to correct issues
  • Useful for uploading multiple sequential issues

Splitting vs Combining Pages

Splitting pages into separate issues:

  • Drag pages to create new groups
  • Each group becomes its own issue
  • Useful if multiple issues were scanned together

Combining pages into one issue:

  • Drag all pages into a single group
  • Creates one multi-page issue
  • Best for complete newspaper issues with many pages

Troubleshooting Batch Uploads

Processing Stuck

If batch appears stuck on "Processing":

  • Wait at least 10-15 minutes (large batches take time)
  • Refresh the page to check current status
  • Check individual issue statuses for errors
  • Contact admin if stuck for over 30 minutes

Metadata Extraction Failures

If dates or volume/issue numbers aren't detected:

  • This is normal for some newspapers
  • Simply enter information manually
  • Extraction depends on OCR text quality
  • Manual entry is often more accurate anyway

Mixed Up Page Orders

If pages uploaded in wrong sequence:

  • Use drag-and-drop to reorder during review step
  • Check file names - may have sorted incorrectly
  • Can also edit issue after creation to reorder

Failed Items in Batch

If some items fail while others succeed:

  • Click "Retry Failed" button to reprocess
  • Check error messages for each failed item
  • May need to delete and re-upload problem files
  • Verify file format and size requirements

Starting Over vs Fixing in Place

Start Over If:

  • Most pages are wrong/missing
  • Batch is completely disorganized
  • Better to re-scan everything

Fix in Place If:

  • Just a few pages need adjusting
  • Only metadata corrections needed
  • Minor reordering required

Mobile-Specific Tips

Camera Capture Best Practices

  • Lighting: Use natural light when possible, avoid shadows
  • Stability: Rest phone on stable surface or use both hands
  • Distance: Get close enough to fill frame, but keep all text visible
  • Angle: Keep camera parallel to page (avoid perspective distortion)
  • Focus: Tap screen to focus before capturing

Processing Large Batches on Mobile

  • Consider processing in smaller batches (10-15 pages)
  • Slower mobile networks may timeout on large uploads
  • Review interface works well on tablets
  • Metadata entry easier on larger screens

Data Usage Considerations

  • Each photo: 2-5MB depending on phone camera
  • 20 pages = 40-100MB of data usage
  • Use WiFi for large batches if possible
  • Monitor data usage if on cellular connection

Batch Upload Pro Tips

  • ✓ Name files consistently for easy sorting
  • ✓ Take your time during review - corrections now save time later
  • ✓ Verify dates and metadata - they're critical for searching
  • ✓ Start with smaller batches until you're comfortable with the workflow
  • ✓ You can always edit issues after processing completes
  • ✓ Use camera capture on mobile for convenient on-the-go digitization

Related Guides

Getting Better OCR Results General Help