Overview
User having Document administrator's rights has the possibility to organize a mass-upload of Documents and Document assignments through upload of an .xlsx file.
Import functionality allows users to organize import for any type of Documents, from Document of type Image to Document of type Datasheet.
This process allows introducing external data into the database with the help of specific file formats. These files are structured according to rules defined in the individual file format specifications corresponding to each import type.
Details on how a File Format Specification is structured and how it needs to be prepared are on the relevant child pages of page File Format Specifications.
Further details on the graphical user interface can be found on page Graphical User Interface and Basic Functions.
/*<![CDATA[*/ div.rbtoc1770892090235 {padding: 0px;} div.rbtoc1770892090235 ul {list-style: disc;margin-left: 0px;} div.rbtoc1770892090235 li {margin-left: 0px;padding-left: 0px;} /*]]>*/ Overview General Information
General Information
For user to have a better overview of the whole Document / Document Assignments import process, following information is needed.
Document Manager is connected to Item and Material Manager.
The relationship between the two modules is realized via Item/Material tab Images and Documents, where users having appropriate Item/Material Manager rights (at least Editor) may add new or existing Documents to Items Materials.
The connection of the two managers is of such nature that:
-
the new added Documents (regardless if document, user documentation, image, standard) are stored in the Document Manager
-
the existing Documents (regardless if document, user documentation, image, standard) to be added to Items/Materials are retrieved from the Documents stored in Document Manager
Below section describes how the import is organized in the Graphical User Interface.
The options available in the import interface are described in the table below.
|
Option Name |
Description |
|---|---|
|
Import file / Browse |
Allows user to browse for and import files of XLSX format containing the data to be imported. User may remove uploaded file via Clear option. |
|
Supplier * |
Allows users to select the data supplier (coder) for the new Documents contained in the import file. Note: should be the supplier of the selected release |
|
E-mail * |
Allows users to input the e-mail address where the import notification will be sent |
After chosen XLSX file has been uploaded, system generates 2 additional fields: Document sheet and Document assignment sheet.
|
Option Name |
Description |
|---|---|
|
Document sheet * |
Allows user to select the corresponding sheet from the file. |
|
Document assignment sheet |
Allows user to select the corresponding sheet from the file. |
After user selects the corresponding sheet in field "Document assignment sheet", system generates a new section Document assignment column config. In this section system generates exactly as many fields as there are columns in the selected sheet of the uploaded import file. Each field is named exactly as the corresponding column is named in the import file.
This offers the user the freedom to name the respective columns in import file as desired and then to recognize them exactly, having the same name, in the import dialog.
For example, an import file that has following columns:
-
IRDI
-
Type
-
Name
-
Title
-
Format
-
Repository type
-
Business Document Version
will generate following fields in section "Document assignment column config":
-
IRDI
-
Type
-
Name
-
Title
-
Format
-
Repository type
-
Business Document Version
Or an import file that has following columns:
-
Document
-
Entity
will generate following fields in section "Document assignment column config":
-
Document
-
Entity
Each of these fields are provided with a selector containing following options:
-
Document IRDI
-
Document SCV
-
Document name (unique)
-
Document name (not unique)
-
Entity IRDI
-
Item leading ID
-
Producer code
-
Producer item ID
By means of these fields, user instructs the system from which column should it take the data for each field by mapping each field to a given option in selector.
For example:
-
If user selects in field "IRDI" option "Item leading ID", on import system will take into consideration the ID written in .xlsx spec sheet and search after it in eptos. Once Item is found, system will assign the Document to respective Item.
-
If user selects in field "Name" option "Document name (unique)", on import system will take into consideration the name of document written in .xlsx spec sheet and search after it in eptos. Once found, system will take Document to assign it to Item.
After all fields were mapped, user may start the import.
Import process is started via Import option in toolbar.
After system import has started in background, system displays an informatory console message.
After process has ended an e-mail notification will be sent to user regarding the process of import Documents:
E-mail notification - import of document successful
Note: if error during import occurs, system will not import the Document and an e-mail notification regarding the error will be sent. If during import system detects one or multiple inconsistency in Documents (example: missing/un-existing URL, wrong column Code) system will not import respective Documents. An e-mail notification regarding which Documents have not been imported as a result to the error will be sent.