Importing Documents

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The Import function allows users to bring documents into the room, where permissible, the function also allows for the import of metadata and documents

Documents

To import documents, follow the steps below:

  1. Click on the Import button from the top menu bar and select Documents.This opens the Import Documents window.


  2. On the Import Documents window, add single or multiple documents using the drag & drop functionality or manually upload the documents by selecting Browse File or Browse Folders.


  3. Once the documents are uploaded, add the necessary information in the Fill Metadata tab.

  4. Select the following checkboxes

    • Unpack Zip Archives: Enable this option if a ZIP folder is uploaded and the documents within the ZIP folder need to be uploaded as separate documents.
    • Convert Non-PDF files to PDF: Enable this option to convert any file format into PDF files.


  5. If metadata fields are not added, navigate to the Assign Placeholders tab and drag & drop the placeholders within the designated area.
    Note: If Category, Country and Document Type is selected within the Fill Metadata tab the Assign Placeholders tab will display the placeholders by default.


  6. Click on the Import All & Apply Metadata button once the metadata fields are updated or the placeholders are assigned.


Note: If the metadata is applied to only a few of the documents, only those documents will be uploaded to the room.

Metadata

The Metadata Import option allows users to import metadata associated with documents, such as document type, category, country, or other key data. It enables the system to update or create metadata records in bulk, ensuring that documents are properly categorized and searchable.

To import the metadata, follow the steps below:

  1. Click on the Import button, and select the Metadata option. The Metadata Import window opens.
  2. In the Metadata Imports window, click on Download Template to get a pre-formatted file that contains the required metadata fields.
  3. Open the downloaded template and fill in the necessary details as per the systems guidelines.
  4. Under the Upload Your File section, locate the Browse button. Click Browse to open the file explorer.
  5. Select the appropriate file or folder containing the metadata information.
  6. Once selected, the system will display the chosen file. Click Next to proceed.

  7. The system displays a Metadata Fields Mapping screen, ensuring that each column from the uploaded file is correctly mapped to the systems metadata fields.
  8. Once the mapping is correctly set, click Next to proceed. If any errors are detected, click on the Previous button and go back to correct them.
  9. Once confirmed, proceed by clicking Next to Import the data.

  10. Confirm whether the metadata field mapping is accurate and click on the Next button.

  11. Click OK to View the results.


The Import function allows users to bring documents into the room, where permissible, the function also allows for the import of metadata only. If the user has selected a specific target folder in the index pane, the import window will populate with appropriate metadata in anticipation of that folder being the desired final location of the document.

Follow these steps to use the Import function to add documents to a room via this function:

  1. Click on the Import button above the documents grid.
    • This will open the Import Documents window.
  2. Add documents to the area at the left either by dragging them from your desktop or by searching for them on your computer. To open the browsing window either click on the Browse button or the arrow at the center of the documents area.
    • When adding .zip files to the room, review the options at the bottom of the window to indicate whether or not these files should be unpacked during upload. Password-protected files cannot be unpacked by the system during upload.
  3. Indicate whether or not any non-PDF documents should be converted to PDF files during the upload process. The types of files that can be converted are specified in the room’s settings.
  4. Indicate, via the checkbox at the top of the right side, whether or not any metadata should be applied to the documents.
    • Metadata can be applied to all documents at once or to a subset of documents. To apply metadata to only some of the documents, check the box next to the documents to which the metadata should be added.
  5. Press Import or, if you have applied metadata, Press Import and Apply Metadata.
    • If you have chosen to apply metadata to only a few of the documents, only those documents will be uploaded to the room. Repeat steps 4 and 5 until all documents have been uploaded.