How to Import Documents

What is the fileplan Importer?

The fileplan Importer allows users to copy documents from Windows into fileplan, specifying the library and the best method to import the files. Users are also able to save the configuration of these imports so the process can be run on a more regular basis if desired.

 

Performing an Import

To start the fileplan Importer, choose Start > Programs > Radix Software > fileplan > fileplan Importer.

 

 

Users will be presented with the first screen of the fileplan Importer titled ‘Select a Target Library and Type of Import’. If a previously saved Importer configuration file is available, users will optionally be able to select it at Use Previously Saved Settings (1). This will load all the settings that were saved in this configuration file.

Users are required to enter the library into which documents will be imported in the section Select a Library (2). The type of library selected in this section will determine the available options for the type of import that can be performed at Select Type of Import (3). There are two types of import – ones that that simply add folders and documents to fileplan, and ones that also create List Items. Choosing a library that uses a List at (2) will give users the ability to choose the type of import. This article will cover the process for Libraries that do not use a List; the article How to Use the fileplan Importer to Populate List Values contains details about how to import documents using the option to create List Items based on Windows folders.

Libraries that do not have a List will only be able to import folders and documents into a single specified fileplan folder. Click Next to advance the import process.

 

 

On the next screen users select the folder in fileplan into which the files will be imported in the section Select Target and Source Folders (4). The source folder in Windows that contains all the files to be imported is then specified at (5). By default, the fileplan Importer will import all files in the subfolders of the selected folder, but users can choose to restrict the import to only the contents of the specified folder by noting this at Select What to Import (6). The final option When a Document already exists in the target fileplan folder on this screen at (7) allows users to specify the behaviour of the Importer if a file that is being imported has the same name as a file already present in that folder. Click Next to advance the import process.

 

 

All the selections made by the user to this point are presented in the next screen for confirmation, so these details should be verified before continuing. Imports can sometimes fail if the Windows folders specified have names that are too long or if there are invalid characters in the path. Clicking the button Check at (8), will run a scan over the Windows folders to be imported and alert users of any issues with files and folders before the import begins. Finally, users can choose to store this information in a file by entering a file name and clicking Save in the section Save Settings for Later Use (9).

 

 

At this point, the fileplan Importer will be ready to commence the importing process by displaying a new screen titled ‘fileplan Import Progress’. Click Start to begin the import. The importer will take each file in the specified folder(s) and attempt to add it to fileplan. A bar will report the progress of each save, and as each document is attempted the result of the operation will be reported in the grid. Running totals of the number of documents that have been Imported, Ignored (if this option has been selected at (7) and the file has the same name as an existing file in the target folder), Replaced (set in the same section) and Failed. Once all the documents have been attempted, click on View Results to view the results of the export in an Excel file format, which can also be saved.

 

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