Web Access introduces batch import—a feature many users who are familiar with the Laserfiche Client will recognize—which allows users to import multiple documents as well as assign common metadata, such as templates, field information and tags, to those documents at once.

Batch import is especially useful when importing groups of documents that will be stored in the same location in the repository and/or contain the same metadata. For example, Sarah works in her company’s Human Resources department and during the busy recruiting season she imports over 100 employment applications a day. For each document, she needs to provide a document name that includes the day’s date, as well as assign it an “Employment Application” template and a “Needs Review” tag. Rather than import the applications one by one and then assign the necessary information on a per document basis, she can use batch import to load the files and apply the metadata to every file in the group.

To import multiple documents at once:

• Navigate to the folder where you want to import the files, and select Import from the File menu.
• In the Import Files dialog box, click Browse.

• Make sure that All Files (*.*) is selected under Files of type. Browse to the files you want to import, select one, and click Open.

  

  Note: You can only open one file at a time using the Choose File to Upload dialog box. Repeat steps 2-3 as necessary until you have opened all of the files you want to import.

• Click Start Import.
• Optional: In the Importing Document dialog box, configure the following:
  • Verify or change the document name in the Name textbox.
  • Under the General tab, verify the folder location where the files will be imported and, if necessary, change it. Select the volume where your documents will be stored.
  • Under the Fields tab, select the templates and/or fields you want to assign to your documents, and enter any values in the fields.
  • Under the Tags tab, assign any tags you want to associate with your documents.
  • Select the Apply all these properties to all documents imported in this batch checkbox to apply all of the above options you configured to every file.

  

  Note: If you select the Apply all these properties to all documents imported in this batch checkbox but do not alter the document name in the Name textbox, all of the documents in the batch will retain their original names, unless you have configured a default name for imported documents in the Autoname section under New Documents in the Settings dialog box.

Note: If one of the files you are importing is an e-mail message, two additional tabs (Attachments and Distribution List) will be available to configure. For more information on how to configure the options in these tabs, see the Import E-mails section of the Web Access help files.

• Click Next to import the files.Note: If you did not select the Apply all these properties to all documents imported in this batch checkbox, the Importing Documents dialog box will open again and you will be asked to configure the options in step 5 for the next file.

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Tags: Web Access

Posted on Monday, January 4th, 2010 at 11:57 am under Support. You can comment on this post.