Import and Export Folders, Properties, and Empty Documents

You can import a folder structure and folder metadata (properties) from a CSV or Excel file. This procedure also allows the import of empty documents into the structure.

Note: The term "file" in this topic applies to both comma-separated values (.csv) and Microsoft Excel files.

Before importing a file into Document Manager, you must follow these steps:

Step 1: Export structure and properties to a file

Your options are:

Exporting the existing structure and properties creates the file structure (rows and columns).

The file 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 by default or by design).

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 file

While ensuring that you do not change the structure, proceed to add new folder, folders, document properties, or empty documents to the file.

You can only modify the columns that are modifiable in project or shell documents.

The 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 file

Your options are:

The imported file can include new folders and documents (empty documents), as well as modified or additional properties that have been applied to existing folders and documents.

You can upload files into empty documents later by using the Revise option.

Export structure and properties to a file

To export structure and properties to a file:

  1. Select specific folders or documents to export.
  2. Click Actions > Export > Structure and Properties. Click Yes to confirm.
  3. Save the file to your local system.

Modify the file

To modify the import file:

  1. Open the file, in a compatible software application.
  2. If needed, 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.

    Note: 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.

Import the modified file

To import the modified 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 Actions menu and choose Import > Structure and Properties. The File Upload window opens.
  3. Browse for the file, select it, and click OK.
  4. Click Yes to confirm.
  5. On the File Download window, click Save, browse to a destination folder, and click Save.

You can import document manager attributes with comma-separated values (.csv) and Excel files.

You can also export the current structure and properties after making the selection in the Document Manager. The export file (the file name is suffixed with "Project Documents") has the following worksheets or tabs:

Use the Project Documents worksheet to update document structure and properties.

You can make changes to the file exported in the last step and import it using the option available under Actions.


Last Published Sunday, July 20, 2025