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Import jobs are created via the Import the Import Folder Wizard, which can be opened by clicking the Import Folder button in the main window.
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Configuring a New Job
After opening the Import Folder Wizard, you can start adding files, setting destinations, specifying metadata, and configuring general options by following the steps outlined below.
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WorkBy default, metadata field names (i.e., captions) and validation are based on the database selected in the Target section of the ribbon. To use another database as the target, select its name from the Database drop-down menu.
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| title | Source Folder |
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To import folders and documents from a folder
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In the Source section of ribbon, click Folder.
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In the Select Folder dialog, navigate to a folder containing documents you would like to import, select it, and click Select Folder. The folders and documents within the selected folder are added to the import list.
Select Source Folder
Excluded File Extensions. In this section, you have the option to exclude certain file types. By clicking the More options icon, you can select or deselect file extensions.
Omit Root Folder. Enable this checkbox if you want to omit the root folder for this export.
Folder Path. Click the Open… button to browse for the folder which the files will be imported to. Select a folder and click Ok then Next to continue.
Exclude Folders or Documents. To omit a specific folder or document from the import job,
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To add messages and folders from a PST file
Note: In order to extract messages from a PST file, free disk space on the installation drive must be greater than the size of the PST file being imported. |
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| title | CSV File |
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When importing documents from a folder, you can automatically assign metadata values to some or all of the documents by including a CSV file named index.csv in the top-level folder. Alternatively, after selecting a source, you can apply metadata from a CSV file located on any local or network resource via the Load from CSV button in the Default Metadata section of the ribbon.
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Tip: Since CSV files are essentially spreadsheets saved in plain text, a text editor like Notepad can suffice for creating and editing simple index files. However, if you are working with a large number of documents and values, using an application like Excel is preferable. |
A basic index file must include a Path column and at least one metadata column. Values for the path column, which Power Desktop uses to match files to the specified metadata, can be in the following formats:
Full network path
Full local path
Relative path with no leading characters
Work Profile Fields
When specifying metadata values for an import to a Work server, column names must match a field's attribute ID or its corresponding caption in the target database.
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Tip: Because captions can differ between databases, identifying metadata columns by attribute ID allows for greater flexibility when selecting targets. |
NetDocuments Profile Attributes
When importing into NetDocuments, you can specify values for:
Any custom profile attribute available in the target cabinet
System attributes
Columns containing values for custom attributes must have a header name that matches the name of an existing attribute, ignoring case. To set values for supported system attributes, include columns in the following formats
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Column Name
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Description
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Name
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The name of the document or folder.
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Extension
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The document's file extension, which can only include letters or numbers. If this column does not exist, the values are automatically set based on the actual extensions of the source files.
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Version
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The document's version. To learn how to import multiple versions, Specifying Document Numbers, Versions, and File Dates.
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Created
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The date on which the document was created/imported.
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Modified
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The date on which the document was late modified.
Examples
Depending on your application, your index file should look similar to one of the following examples.
Excel
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Path
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Client
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Matter
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Class
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Folder\Document.docx
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1000
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001
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DOC
Note: To save the spreadsheet in the correct format, select File → Save As and select CSV (Comma delimited) (*.csv) as the type.
Text Editor
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Path,Client,Matter,Class
Folder\Document.docx,1000,001,DOC |
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If you have specified values for the appropriate workspace attributes, you can automatically set the destinations for each item via the Find Destinations button in the Target section of the ribbon. If you a) would like to import items directly into specific folders or b) haven't specified any metadata values with which you can identify target workspaces, you can simply select an item's target via a DMS browser. Work To assign targets for all items in the import list
Note: When creating an import job through the Create Desktop Import command in DeskSite/FileSite, the target is automatically set to the location that was selected in the Work client. NetDocumentsTo override the default target location for an individual item:
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Work Work does not normally allow users to manually set values for DocNum, Version, and file date-related fields. However, Desktop Import/Export allows you to override Work's default behavior as long as you are logged in as a user who has been assigned a Work role with the Use WorkSite Administration privilege. NetDocuments When uploading documents to NetDocuments via its web interface, users are not allowed to change the system date fields. You can, however, set these values via Power Desktop. Note: IDs are automatically set by the NetDocuments server and cannot be manually changed. Importing Multiple Versions The process of configuring a job to import multiple versions of a document is the same for both Work and NetDocuments. To import multiple versions of a document:
Note: When importing into Work, if you do not specify a value for the document number column, all files with the same Previous ID value are imported with the same new document number, which is assigned automatically by WorkSite. |
Starting the Import
Once you've set the destination of at least one item in the job, you can click Start to save the job and start the import.
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disable the respective checkbox by clicking on it.
Select Target Container in DMS
In this step, select the folder into which the items will be imported.
Modify and Confirm Target Folder Profiles
In the next step of the wizard, the window will display every folder level that will be imported and you have the option to edit the profiles. When a folder profile has been edited, the corresponding checkbox in the Custom Profile column will be enabled.
Editing a Folder Profile. Select the desired folder and click the Edit… button, you will find the list of profile fields. Click the row containing the field you wish to edit and click the search icon to open the window of available values, select a value and click the Select button.
Find Duplicates in Existing Folders
This section allows choosing to skip the files that already exist in the target location by enabling the checkbox Skip Duplicates Based on Name.
Select Default Document Profile
This step allows to apply default profile values to all the documents to be imported. Click the Edit icon to make changes. The current selection will be highlighted in gray, to modify it select a different value and click Select.
Click Next> to continue.
Review Import
You will find the job summary in this section, it displays the job name, the source and target folders. It will also show the number of new and existing folders, as well as the number of new and existing documents that will be imported. You can also view the size of the import.
Click Next> to continue.
Starting the Import
Click Finish to start the import job. Open the Job Manager to keep track of the job progress.