Import Folder or Bulk Import

1 Setup the Job
- 1.1 For NetDocuments
- 1.2 For iManage
2 Select Source Folder
3 Select the Target Container in the DMS
4 Modify and Confirm Target Folder Profiles
5 Find Duplicates in Existing Folders
6 Select Document and Folder Properties
7 Review the Import
8 Starting the Import

The Import Folder wizard allows for importing folders and files to a folder/structure for iManage. There is a new Bulk Import option for NetDocuments that would do a similar bulk folder import for that DMS.

Setup the Job

For NetDocuments

The New Bulk Import Job window opens. The following options and actions are available:

Name of the Job: Give the job a name.
Options: Name Email after the subject: This feature allows the email name to be changed to the email subject. or to use the file name If the email name was changed by an incorrect user, one would check this radio button Subject Name. If the email name was changed for a specific reason, set to the other option File Name.
The destination was previously selected if the user right-clicked on a workspace/folder/workspace/shortcut, and hit Import. If selecting the Import Folder from the menu bar, select the target path. Note: The Folders cannot be added from the root workspace level, only documents will be created (add the folder first, import underneath the Workspace level, or import the folders using Template Editor in CAM if you use CAM).
Add Folder: Adds the folder(s) and documents underneath as defined by the structure of the folder that is selected. E.g. if the folder on the computer has a folder labeled Dockets and a folder with Pleadings, those two folders will be imported with their respective documents.

If one doesn’t have access to add folders (a common practice in NetDocuments), the button for Add Folder will be greyed out on any repositories or workspaces accordingly.

Add Files: Adds documents into a folder workspace or link.
Remove Selected: Removes any of the selected documents or folders if desired to be removed.
Remove Empty Folder: Removes the empty folders in the structure of the import.

Click Import.

For iManage

The New Bulk Import Job window opens. The following options and actions are available:

Name of the Job: Give the job a name.
Options: Name Email after the subject: This feature allows the email name to be changed to the email subject. or to use the file name If the email name was changed by an incorrect user, one would check this radio button Subject Name. If the email name was changed for a specific reason, set to the other option File Name.
The destination was previously selected if the user right-clicked on a workspace/folder/workspace/shortcut, and hit Import. If selecting the Import Folder from the menu bar, select the target path. Note: The Folders cannot be added from the root workspace level, only documents will be created (add the folder first, import underneath the Workspace level, or import the folders using Template Editor in CAM if you use CAM).
Add Folder: Adds the folder(s) and documents underneath as defined by the structure of the folder that is selected. E.g. if the folder on the computer has a folder labeled Dockets and a folder with Pleadings, those two folders will be imported with their respective documents.
Add Files: Adds documents into a folder workspace or link.
Remove Selected: Removes any of the selected documents or folders if desired to be removed.
Remove Empty Folder: Removes the empty folders in the structure of the import.

Click Import.

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.
- By default, EXE, COM, BAT, JS, VBS, PIF, CMD, DLL, OCX, PWL are the types excluded (iManage excludes those).

Folder Import and CSV Import to cloudimanage.com support Work's ability to dynamically create File Types for unknown file extensions.
Supervised import on on-premises servers doesn't support leaving out the type, so it will assign the ANSI to any imported files that don't match an existing type.

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, disable the respective checkbox by clicking on it.

Note that up to 9,999 folders will be counted as the total folder count of a workspace here.

Click Next.

Select the Target Container in the DMS

In this step, select the folder into which the items will be imported. By default, you will be brought to Recent Matters.

The path displays in the Explorer path, and the left shows the navigation in your system.
Use Quick Search to search for a matter, client, workspace or folder.
The highlighted folder bordered is the selection.
Click Next.

Modify and Confirm Target Folder Profiles

Within this 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.
You can add additional metadata fields like Author, Operator, Office, Jurisdiction and Practice. Click Add….

Select Next.

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. If any duplicates are found they will be displayed.

Click Next.

Select Document and Folder Properties

This step allows to apply the 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.
The Owner can be selected here. The owner setting always defaults to the current user. You can only select enabled users as an a owner. When you run an import job that creates folders, the owner of the new folders matches the user selected in the “Owner” setting.
The Operator cannot be changed unless you are the NRTAdmin and have an admin connection in PowerDesktop.
The Author can be modified if you have rights to change.

Click Next to continue.

Review the 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.

A new option here allows to permanently delete the source files and folders after the import successfully completes. Check the box to have it delete them after import.
Click Next to continue.
When I open a Work import job, if the server identified any duplicate email messages within the job, the number of duplicates is listed after the other status counts in the format “{n} Server-Identified Duplicate(s)”.
The number of reported duplicates equals the total number of files that share an ID with at least one other imported file minus the number of unique IDs. For example, if there are 4 files with ID TEST!1.1 and 2 files with ID TEST2.1, there were 4 duplicates (6 - 2) that were not imported.

Starting the Import

Click Finish to start the import job in the PowerDesktop Job window. Open the Job Manager to keep track of the job progress.