You can import a folder structure and folder metadata (properties) from a CSV file. This procedure also allows the import of empty documents into the structure.
Step 1: Export structure and properties to a CSV file. Exporting the existing structure and properties creates the CSV structure (rows and columns). The CSV template will contain a list of documents and folders with their full paths and all attributes displayed on the General tab of folder and document properties (either default or uDesigner created).
Documents and folder rows are identified by the first column (type). The location of the folder or document is identified in the second column. The order in which the columns appear is the same as they appear in the folder and document properties forms.
Step 2: Modify the CSV file. Add new folders, folder, document properties, or empty documents to the CSV files, being careful not to change the structure. Only the columns that are modifiable in project or shell documents can be modified in the CSV file. Read-only fields cannot be modified by importing. Folder and document names are case sensitive.
Note: As of the date of publication, there is a known issue with Microsoft Excel CSV files with 15 or more rows. See the procedure below for details.
Step 3: Import the modified CSV file. The imported file can include new folders and documents (empty documents), as well as modified or additional properties to existing folders and documents. You can upload files into empty documents later by using Revise.
To export structure and properties to a CSV file
| 1 | Do one of the following: |
| • | Select the project or shell Documents node to create an export CSV of the entire Document Manager. |
| • | Select specific folders or documents to export. |
| 2 | Click File > Export > Structure and Properties. Click Yes to confirm. |
| 3 | Save the CSV file to your local system. |
To modify the import file
| 1 | Open the CSV file in Microsoft Excel or a compatible application. |
| 2 | You can add new folders or documents in rows (will be added as empty documents) as needed. You can also add property information to existing folders and documents. |
| 3 | Save the file. |
Caution: As of the date of publication, there is a known issue in the way that Microsoft Excel handles CSV files with 15 or more rows. In CSV files, columns are separated with commas. However, when the CSV template is opened with Excel, if one or more columns toward the end are empty, Excel will drop the additional commas from the 15th row onward, resulting in an error when you try to import the file. You can work around this in one of two ways:
| • | Add your data to the CSV file in Excel and save the file. Then reopen the file in a text editor such as Notepad, find the rows that have the missing commas, and add the additional commas to these rows. |
| • | Use the text editor instead of Excel to modify column values in the CSV file. |
To import a CSV file into the Document Manager
| 1 | In project or shell Documents, select the folder into which to import the structure or properties. |
| 2 | Click the File menu and choose Structure and Properties. The File Upload window opens. |
| 3 | Browse for the CSV file and click OK. Click Yes to confirm. |
| 4 | At the File Download window, click Save, browse to a destination folder and click Save. |
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