If you need to import several documents at once, you can use the Data Transfer command, rather than the Check In button of the document management form. Data Transfer can be a quicker import method than using the Check In button.
Before bulk importing documents, ensure that the data records you want to attach these documents to already exist. For example, if you wish to bulk import multiple lease contracts, then the lease records for which you want to store the contracts must already exist in the Leases (ls) table. If needed, create the records before using Data Transfer.
To use data transfer to import documents:
For example, to import documents into the Action Items (activity_log)
table, you would open a view for the Action Items (activity_log)
table. Or, if you are importing proposal documents for work package bids associated with a project, you would open a view that has the Work Package Bids and Contracts(work_pkg_bids)
table.
For example, for the Action Items (activity_log)
table, turn on the activity_log_id
.
For another example, for the Work Package Bids and Contracts(work_pkg_bids)
table, you would show the fields contributing to the multipart primary key for that table: project_id
, work_pkg_id,
and vn_id.
For example, if you are bulk importing documents for action items into the Action Items (activity_log)
table, you would make the Document
(doc
) field visible.
For another example, if you are bulk adding operating procedure documents to the Equipment(eq)
table, you might want to show the following three document fields in the Equipment(eq)
table:
Emergency Operating Procedures (doc_eop
)
Lockout/Tagout Procedures (doc_loto)
Standard Operating Procedures (doc_sop)
The Data Transfer command produces a spreadsheet of the current data and also produces a folder with all of the document data named as files, such as: doc^495^1^activity_log-doc-459.docx.
Spreadsheet and document folder are typically located in the following folders:
WebCentral\projects\users\[user name]\dt
WebCentral\projects\users\[user name]\[table name]
.DocFieldName^PrimaryKeyValue^VersionNumber^TableName-FieldName-PrimaryKeyValue.fileExtension
For example:
doc^63^1^activity_log-doc-63.jpg
where doc is the document Field Name, 63 is the primary key of the record, 1 is the version number, activity_log is the Table Name, doc is the document Field Name, and 63 is the primary key for the record.
Note: When you first import a document, the version number should be 1.
Use carats and dashes to separate each part of the file name as shown in the above example.
The following steps describe how to use data transfer to import a revised document when a record already has a document attached.
For example, for document:
doc^63^1^activity_log-doc-63.jpg
you would name the revised document to be:
doc^63^2^activity_log-doc-63.jpg
WebCentral\projects\users\[user name]\[table name]
folder. In the example given above, this would be the activity_log folder.Note: You must make an entry in the Description or alternately in the Option field, or the application will not import the revised document.
The revised documents are imported.
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