Using the Document Import Tool
Overview
This chapter discusses the following topics:
“About Document Import”
“Starting and Stopping the Document Import Tool”
“Creating a New Profile Template” “Loading an Import Template”
“Importing Documents” “Viewing Log Files”
“Purging the Log File” “Error Messages”
About Document Import
Document Import is an administrative tool included with WorkSite Server used to import batches of documents WorkSite.
Importing documents involves two phases: 1. Creating a document import profile template
Features and Options
The Document Import tool includes these features:
You can create, save, and reuse document import profile templates. Document import profile templates are used to generate profile information for the imported documents.
Documents can be selected for import based on document type or DOS file specifications.
All the subdirectories below a starting path can be included in a single import session. The import tool provides the option of deleting the source files.
Settings in the document import profile template can be static or dynamic:
Static settings will be the same for every document imported.
Dynamic settings will change for every document imported based on document
meta-data.
Settings in the document import profile template are checked before starting the import
process.
You can instruct the Document Import tool to count the number of documents contained in
the source directory that meet s specified criteria before starting the import process.
The Import program generates a complete log of all documents imported. It includes
document import profile settings, the date and time of importation, error messages, and other information.
You can optionally rollback all documents that have been imported. This feature is useful when the log files indicate a mistake in the importation process.
Document Import Process
The following section describes how to import a set of documents into a WorkSite Database using the Document Import tool.
1. Log into a WorkSite Server. See “Log into a WorkSite Server” on page 162. 2. Select the destination database.
3. In the Document Import Profile Template dialog box select the source directory. Enter profile details for the documents that you are importing. See “Creating a New Profile Template” on page 163.
4. Save the document profile values as an import template. See “Saving a Template” on page 176.
Starting and Stopping the Document Import Tool
Starting and Stopping the Document Import
Tool
Documents can be imported using the Document Import tool.
NOTE
The Document Import tool is located in the default WorkSite Server Installation directory.
To start the Document Import:
1. Select Start, point to All Programs.
2. Select Autonomy, then iManage Document Import. The Document Import tool main window opens.
Log into a WorkSite Server
1. In the Document Import main window, click the Import Documents button. The Connect Servers dialog box is displayed.
Figure 72 Connect Servers
2. Enter or select the name of a WorkSite Server in the Server Name field. 3. Click Connect.The Login to Server dialog box is displayed.
4. Enter your user name and password. They are assigned when users are added from the DBAdmin tool.
NOTE
Only users who have been assigned to the Admin role and given permission to access this tool can log into the Document Import tool. See “Adding a Role to the Database” on page 110.
5. Click Login.
If login is successful, the Select Database dialog box is displayed. 6. Select the destination database.
Creating a New Profile Template
NOTE
You can import documents to only one database at a time. 7. Click OK.
The Document Import Profile Template dialog box is displayed. See Figure 73 on page 164.
Logging Off from a WorkSite Server
From the Document Import Profile Template dialog box, click Close on the File menu. See
Figure 73 on page 164.
The WorkSite Document Import confirmation window is displayed. Click OK to log off from the server.
The Document Import main window is displayed. Click the Exit linkto close Document Import. You can also use the Import Document button to log into a different server.
Creating a New Profile Template
This section outlines the process for creating a new document import profile template. The document import profile template is used to create profile records for each of the documents that you import into the WorkSite database.
Figure 73 Document Import Profile Template dialog box
To create a new profile template:
1. Complete the following fields in the Document Import Profile Template dialog box:
Enter the directory that contains the documents that you want to import in the Source
Document Path field, or use the browse button and select a directory from a list.
Select the Include Subdirectories check box if you want to include the documents that
are contained in all subdirectories within the source document’s path.
Select the Move Files check box if you want the Document Import tool to delete your
Creating a New Profile Template
2. In the Document Attributes section, enter a document type in the Type field. You can also use the browse button to select the document type from a list. See “Selecting a Document Type” on page 165.
3. Complete the profile information. You can enter static information or dynamic criteria in profile fields.
Static properties are applied to all documents that you import.
Dynamic properties vary for each document, based on the imported document’s
attributes. See “Dynamic Profile Information” on page 168.
NOTE
You can use selection boxes to enter profile information.Position your cursor in the profile field. Press the Enter keyor F2 to display a selection box that lists validated entries for the field. You can also use the browse buttons. See “Using Selection Boxes” on page 167. 4. Click Additional Custom Fields. Enter profile information for fields not displayed in the
Document Import Profile Template dialog box. See “Additional Custom Fields” on page 172. 5. Click ExcludeandInclude List to create an Exclude or Include List. You need to provide
one DOS file specification in the Include List to perform an importation. See “Creating an Exclude and Include List” on page 174.
6. Save the template. See “Saving a Template” on page 176.
7. Select Import from the Documents menu to start the import process. See “Importing Documents” on page 177.
Selecting a Document Type
Your entry in the Type field of the Document Import Profile Template filters the documents to import. It sets the document type on the imported documents. See Figure 73 on page 164.
Your entry in the Type field is the document type. It is applied to all documents that you import into the WorkSite database. This document type is entered in each document’s profile record in the database.
If you select an autodetect document type, then the Document Import tool scans through all
the files contained in the source document path to determine their document type. It imports only those that match this document type. Use the Exclude and Include Lists to exclude documents of this type in the source path.
NOTE
Autodetect document types have a “Y” in the Autodetect column of the Select Type dialog box. The document types listed in the Select Type dialog box are populated from the
Information table Type in the DBAdmin tool. See “Autodetect Document Types” on page 132.
If you select a nonautodetect document type, then the Document Import tool will rely
exclusively on the Exclude and Include List criteria to determine which documents to add to the database. All documents that you add to the database are identified with the document type that you select.
If you select ALL, then the Document Import tool will try to import all documents of types that it can detect automatically. It identifies each with the corresponding document type.
Autodetect and Nonautodetect Document Types
An Autodetect document type is a document type that the installation process can detect by reading a portion of the document for identifying information. Autodetect document type aliases and descriptions are preset and automatically included in every WorkSite database. Document types of different versions of the same application can be identified. All major Windows and DOS word processing, spreadsheet, and graphic formats are included in WorkSite’s autodetect document types.
A list of the autodetect document types provided with WorkSite is available by displaying the selection box for document types. You can display the selection box by Press F2 or Enter keys while the cursor is in the type field. You can also use the browse button to select the value from a list. Document types that are autodetect have a “Y” in the Autodetect column of the Select Type dialog box.
Creating a New Profile Template
Figure 74 Select Type dialog box
Using Selection Boxes
You can use selection boxes to enter validated profile information in the fields. They are available on the Document Import Profile Template and the Setup Additional Custom Fields dialog boxes. You can display selection boxes by pressing the F2 or Enter keys while the cursor is in a particular profile field, or use the browse buttons displayed in the Document Import Profile Template dialog box.
NOTE
Some custom fields do not require entries validation against a table. They have no lookup tables or selection boxes. See “Additional Custom Fields” on page 172.
Quick Access
After you type a letter in a selection box, a list of selections beginning with this letter are displayed. You can scroll to the next entry by typing another letter.
NOTE
The results obtained using this function depends on the order in which entries in the selection box have been sorted.
Sorting
You can sort the entries displayed in a selection box by clicking any of the column headings. Clicking again on a column heading sorts the column in reverse order.
Searching
You can search for all entries not displayed in a selection box. Enter a string in the field called
Show All Possible Entries that Match, and click the Lookup button. Entries that match your search string are listed in the selection box. To search for a string among only those entries currently displayed in the selection box, click Find.
Dynamic Profile Information
You can use the Document Import tool to generate dynamic profile information the documents that you import. You can use dynamic profile field commands to complete this task. The following information can be extracted from the documents and dynamically inserted into profile fields:
Original document filenames or substrings
Original document extensions or substrings Full path information
Path subdirectories or substrings Current date and time
Last date modified Current user name
Default strings when any of the above commands return a null value
Creating a New Profile Template
Where to Use Dynamic Profile Field Commands
Dynamic profile field commands can be used in the following profile fields in the Document Import Profile Template:
Name Description Client Custom2 Custom fields NOTE
The profile fields that appear in your Document Import Profile Template dialog box may differ from the default names supplied with WorkSite.
Table 22 Dynamic Profile Field Commands
Command Definition
%F Filename without extension %E DOS file extension
%P Full path and drive letter without filename %D Current date
%T Current time
%DT Current date and time %FD Last date modified %U User currently logged in “xxxxxxxxx” Literal string of characters %FS(offset,length) Filename substring %ES(offset,length) Extension substring
%PS(level,offset,length) Path subdirectory or subdirectory substring [xxxxxx] Default entry string if previous command fails
Combining Profile Commands
You can combine profile entry commands. Below is an example of a profile definition that combines a number of commands to create a description field:
The Description field becomes the logged in user.It is followed by the original filename of the document, the last date modified, and the literal string, “IMPORTANT DOCUMENTS”. You can use spaces to separate commands. The following command line is equivalent to the example above:
%U %F %FD “IMPORTANT DOCUMENTS”
Filename or Extension Substring Extraction
You can insert a portion of a filename or extension dynamically into a profile field. The commands for extracting a substring from a filename or extension are:
%FS(offset, length) %ES(offset, length)
where length is the length of the substring in characters and offset is the number of the starting character. The leftmost character in the string is 1. For example, to extract the first four letters of a document’s filename, you would use the following command:
%FS(1, 4)
To extract the fourth and fifth characters in a document’s filename:
%FS(4, 2)
If the filename or extension is shorter than the specified offset, the command returns a null value. You can use a length greater than the total number of characters available. The command returns available characters, if there is at least one character available at the offset location. When a command returns null and a Default Profile entry is defined, the Default Profile entry is used.
Extracting substrings from filenames and extensions is useful when documents have been stored according to naming conventions that encoded Custom1 (Client) or Custom2 (Matter)
information in the filename. For example, client information is encoded in the first five
characters of a filename, and Custom2 information is encoded in the last three characters of the filename.
Creating a New Profile Template
Subdirectory and Subdirectory Substring Extraction
You can extract individual subdirectory names and insert them into profile fields using dynamic profile field commands. The command for extracting a subdirectory name from a document’s path is:
%PS(level, offset, length)
where level is the number of subdirectories below the root of the drive letter, with 1 being the first level. Offset and length provide the ability to use portions of subdirectory names. These parameters function identically as in the filename substring and extension substring commands.
Offset is the first character of the subdirectory name to use, with 1 representing the first character in the subdirectory name. Length is the length of the substring in characters.
The following command can insert the full subdirectory name for each document imported in a profile field:
%PS(2, 1, 8)
This command inserts the name of the second subdirectory below the root of the drive letter in which a document was stored. By setting offset to 1 and length to 8, the full name of the DOS subdirectory name is imported.
If a subdirectory level is specified that does not exist, null is returned. You can specify a Default Profile command that inserts an explicit profile entry when this condition occurs.
Default Profile Entry Command
The Default Profile command specifies an explicit profile entry that is used if the commands prior to the default command fail and return a null. The Default Profile command must always appear after all other profile entry commands.
The syntax of the Default Profile command is an explicit profile entry surrounded by square brackets.
Below is an example that uses the Default Profile command:
%PS(2, 1, 8)[NOCustom2]
If this command appears in the Custom2 field in the Document Import Profile Template, then the subdirectory two levels below the root of the drive letter is inserted in the Custom2 field for each document imported. If that subdirectory did not exist, then NOCustom2 would be entered in the Custom2 profile field for that document.
The Default Profile command is useful when expected storage or naming conventions have not been followed consistently.
Assigning Security
In the Document Import Profile Template dialog box, click Assign Security. The Security Assignment dialog box is displayed. In the Security Assignment dialog box you can choose to base security settings on document class or subclass by selecting the Use Class/Subclass’ Security check box. If this option is selected, the security settings for documents imported into your WorkSite database are determined based on the class or subclass used to identify the documents.
If a subclass is specified for the document, then the default security setting for the document subclass is used. If no subclass is specified, then the default security setting for the document class is used. You can change the security settings for individual documents after the
importation.
You can also choose to set default security to PRIVATE, PUBLIC, or VIEW, without regard to class or subclass.
Additional Custom Fields
To set profile information for fields that are not listed in the Document Import Profile Template screen, click Additional Custom Fields. Enter that information in the Setup Additional Custom Fields dialog box. The fields displayed for your database may be named differently than those shown in Figure 75.
Creating a New Profile Template
Figure 75 Setup Additional Custom Fields
Types of Custom Fields
Validated Custom Fields
The ten fields listed in the Custom Fields box are additional fields that consist of an alias and description. These fields must contain entries that can be verified against lookup tables in the database. To enter a value for any of these fields, double-click the profile field name. The Set Field Value dialog box allows you to edit the current entry. A list of all validated entries is available for each of these fields by using the browse button that appears in the Set Field Value dialog box.
Custom String Fields
These four fields of profile information can contain string values of any kind. Unlike the profile fields in the Custom Fields box, these fields are not validated against tables in the database. For that reason, these fields can contain any kind of alphanumeric text. There are no selection windows available for these fields.
Custom Long Fields
These four fields of profile information can contain only numeric information. Negative values, scientific notation, and decimal values are not accepted.
Custom Date Fields
These four fields of profile information contain dates. Any other kind of information is not accepted in these fields. Popup calendars are available to enter dates in the Set Field Value dialog box. If you want to remove a value from one of these fields, check the None checkbox in the Set Field Value dialog box.
Custom Boolean Fields
These four fields contain values of checked, not checked, or no value. By default they are set to
no value (gray with a check mark), meaning they are ignored during the importation process. If these fields are explicitly set to checked or unchecked, then that value is entered in that field in