ChangingDrives.md

Changing Google Drives

To transfer your data files to a new Google Drive:

1. Get access
2. Transfer the files
3. Update file links in the spreadsheet
4. Recreate the archive
5. Update file links in the frontend
6. Test the updated site

Get access

Firstly someone with Manager access to the new Drive needs to:

1. In the new Drive, create a target folder into which the content will be copied. This could be named after the newspaper being clipped, e.g. The Leader.
2. Share the target folder to someone with access to the old Drive, by adding them as an Editor on the folder (see instructions).
3. Email them a link to the new folder.

Transfer the files

Then someone with access to the old Drive needs to:

1. Open the source folder in Google Drive's My Drive.
2. Type Ctrl-A to select all contents of the source folder.
3. Right-click on the source folder, and select Move to.
4. In the dialog which opens, navigate up the folder tree, out of My Drive, into Shared with me, select the target folder and click MOVE. This will move all newsclip content to the new Drive.

Update file links in the spreadsheet

1. Open the newsclip spreadsheet in the new Drive under Shared with me. In our environment this is in The Leader folder and is called Leader ecoNews - EDIT.
2. From the sheets menu select Tools > Script Editor. This will open the script editor in a new browser tab and display the source of the addLinks script.
3. Repeat these steps for each sheet of stories in the spreadsheet:
   1. Select the browser tab with the newsclip spreadsheet.
   2. In the Link column (column H), delete all content other than the heading Link in the first row.
   3. Select the browser tab with the addLinks script.
   4. Click Run. This will add all missing links in the currently selected sheet.

Recreate the archive

1. Open the subfolder containing JSON files in the new Drive under Shared with me. In our environment this subfolder is called TheLeader_public. In this folder you will see four files with names ending in .JSON.
2. Right-click and Remove the two newsclip archive files, which have names contain a range of years. In our environment, these are called:
   • econews_stories_2013-2020.json
   • econews_meta_2013-2020.json
3. Open updateWeb in the The Leader folder.
4. Click Run to run updateWeb and recreate the archive files.

Update file links in the frontend

Edit a file on your website:

1. open the index.php file in a text or code editor.
2. Locate the lines like these ones near the top of the file:

   $meta_json_id = '0B4rKiNtdxe1NVEFnTmkzYTJlalU';  // econews_meta.json
   $data_json_id = '0B4rKiNtdxe1Nd2ZtLUU2a3gxMEk'; // econews.json

Copy the new Drive links into the PHP file:

1. In your web browser, in TheLeader_public folder in the new Drive, right-click the econews.json file and select Get Link, then click Copy Link.
2. In your text editor, in the line beginning $data_json_id, select the ID value (e.g. 0B4rKiNtdxe1Nd2ZtLUU2a3gxMEk), and replace it by pasting the link you just copied, e.g.

    $data_json_id = 'https://drive.google.com/file/d/1qQnt4mf-HfxdLuWl1Uxs0PpDxDNR4iNa/view?usp=sharing'; // econews.json

3. From the link you just pasted, delete everything other than the ID itself, leaving the line with just the new ID, e.g.:

    $data_json_id = '1qQnt4mf-HfxdLuWl1Uxs0PpDxDNR4iNa'; // econews.json

4. Now repeat the above steps for the econews_meta.json file, copying, pasting and trimming its file ID to leave a line like this:

    $meta_json_id = '1YnSQBZaE1D8Trligzz7U7sR-Rgof7YtI'; // econews_meta.json

Test the updated site

Open your newsclip site in a browser and check that the stories appear with images OK. Scroll back or use the filters to check a few previous years.