1.877.833.1202

Add documents using manage imports

There are a number of methods to add documents to FileHold. Users of document scanning applications will typically capture information from these documents during scanning. This information can be transferred to FileHold metadata fields using the Manage Imports tool. This article assumes the reader is familiar XML files.

TIP: The FileHold professional services team is available to assist with document migrations. If you require assistance, contact support@filehold.com.

The manage imports XML file format

Use the following XML structure to create a XML file that corresponds to the documents that will be imported using the Managed Imports tool.

  • The Batch element contains all of the documents along with their associated metadata fields that will be imported into FileHold. This is the root element for the document. It contains at least one Page element.
  • Page contains all of the information related to a single document. It contains at least one Field element.
  • A Field element contains information about a reserved field or a metadata field. It contains exactly one Name element and exactly one Value element.
  • The Name element has the value of a case sensitive reserve field name or metadata field name. When the dynamic import option is not selected, the metadata field name does not need to match the name used in the FileHold metadata definition as field mapping will create the link between the value in the XML file and the actual metadata field definition.
  • Value is used to contain the actual data.

There are a few reserved names used by Manage Imports for the Name element. All other Name elements are available for mapping to metadata fields.

  • File Name - The name of the file in the local file system. Relative or absolute paths can be used. The file name is the only mandatory content inside the Page element. The path must be in the same folder tree and at the same level or lower than the XML import script.
  • LibraryPath - The complete path in the library where the document will be filed in the format cabinet_name/drawer_name/foldergroup_name/folder_name. The folder group name can be empty. Used with dynamic import.
  • DocumentSchema - The document type (schema) that the document will be filed under. Used with dynamic import.

For example, the location of the document in the file system would be expressed in the following way.

<Field>
    <Name>File Name</Name>
    <Value>C:\Users\Username\MyDocuments\FileHold\Document.docx</Value>
</Field>

All other fields and values can be mapped to metadata fields defined in FileHold. For example:

<Field>
    <Name>Invoice Number</Name>
    <Value>123456</Value>
</Field>

Save the XML file with any file name. Use the Manage Imports tool process below to import the documents into FileHold.

Sample XML code containing on metadata field values:

<?xml version="1.0" encoding="UTF-8"?>
<Batch>
 <Page>
  <Field>
   <Name>File Name</Name>
   <Value>C:\Mortgages\Output\mortgage29-091210123555.pdf</Value>
  </Field>
  <Field>
   <Name>Client Name</Name>
   <Value>John Doe</Value>
  </Field>
  <Field>
   <Name>Closing Date DD-MM-YYYY</Name>
   <Value>28-02-2013</Value>
  </Field>
  <Field>
   <Name>Amount</Name>
   <Value>250000</Value>
  </Field>
  <Field>
   <Name>DocumentSchema</Name>
   <Value>Mortgage Application</Value>
  </Field>
 </Page>
 <Page>
  <Field>
   <Name>File Name</Name>
   <Value>C:\Mortgages\Output\mortgage29-091210123555.pdf</Value>
  </Field>
  <Field>
   <Name>Client Name</Name>
   <Value>Marvin Martian</Value>
  </Field>
  <Field>
   <Name>Closing Date DD-MM-YYYY</Name>
   <Value>28-09-2012</Value>
  </Field>
  <Field>
   <Name>Amount</Name>
   <Value>250000</Value>
  </Field>
  <Field>
   <Name>DocumentSchema</Name>
   <Value>Mortgage Application</Value>
  </Field>
 </Page>
</Batch>

Using Manage Imports Tool to Import Documents with Only Metadata Field Values in XML File

Documents can be imported into the document management system along with their metadata when using an XML file with the correct structure. This method of setting up the Manage Imports tool is for use with XML files that contain only metadata field names and values. Prior to importing the documents using the Manage Imports tool, the schemas and metadata fields must exist in the document management system in order to capture the correct schemas and metadata fields.

TIP: You must have a role of library administrator or higher in order to add or change an import profile.

To import files into the document management system using metadata field values only

  1. In FDA, go to Tools > Manage Imports and click Add.

  2. If the document import format has been set to “Both” in the user preferences, set the import format to Quick Scan Pro. Otherwise, ensure the import format is set to "QuickScan Pro" in the user preferences.

  3. In the General tab, enter an Import Name and Description.

  4. In the Select Folder containing Import File field, click Browse to locate the XML file that was created in the above steps.

  5. Click Retrieve XML Fields. You should receive a message saying that XML fields were successfully retrieved.

  6. To share the import with other users on the local machine, select the Share this import with other users check box. This will allow any imported documents to appear in the other users’ Inbox as well as your Inbox for filing. See Shared Imports for more information.

  7. In the Job Automation Settings area, select the following check boxes if applicable:

  • Watch for new files to be imported and automatically tag and bring them into the Inbox – This setting is typcially used for scanning documents and does not pertain to migrating documents from another system. Ignore this setting.

  • Delete input files after they have been successfully added to the FileHold Library - The files where the documents were imported from will be deleted automatically. This keeps the import folder clean and reduces storage space needed.

  • Move input files to the selected folder - After files have been imported into FileHold, they can be moved from the file location from which they were imported from to another location on the local computer or network. If a file with the same name exists in the destination folder, a unique number will be appended to the file name.

  • NOTE: This option cannot be used in conjunction with the "Delete input files after they have been successfully added to the FileHold Library" check box.

  1. In the Field Mapping tab, select the schema to map the imported XML fields to from the Select Destination Document Type drop-down list.

  2. Once a schema is selected, each of the metadata fields in the schema will be shown on the right of the dialog in the Destination Metadata Field column. Map (select) the corresponding fields in the Source Field column. You will be able to select any metadata fields from the XML file that were defined with the <Name> tag. You will also be able to select any database fields that were defined in the next dialog tab. See step 9 for details.

  3. In the Database Lookup tab, you can map metadata fields to a SQL database. This allows you to use a field from the XML file defined with the <NAME> tag as an index into a database table or view. Read more information on how to setup the SQL database lookup.

  4. In the Auto-filing tab, you can select the location for the imported documents. Select from the following options:

  • Auto-filing off - Documents will be sent to the Inbox for processing.

  • Automatically send files to a single folder in FileHold - You can set the destination folder for all the documents in the import to a single folder location. Click Browse to select the folder in the Library.

  • Automatically detect and or create the destination folder for files based on Auto-filing rules - You can select an auto-filling script to create the folder location in which the documents will be sent. See Automatically Filing Documents into the System (Auto-Filing).

  1. In the Job Automation Settings area, select the Automatically "Send Files" to the FileHold Library with an Inbox Status of "Ready to Send" to completely bypass the Inbox and go directly to the folder location set above. This way you do not have to go to the Inbox to process the documents; the documents will be sent automatically to the set folder location.

  2. Click OK to save the Import settings.

  3. The Manage Import setting will take effect after you log off and log back into the FDA. The documents will then be imported into the document management system. The documents will either go to the Inbox for further processing (metadata and destination) or directly to the folder location set in the Auto-Filing tab.

Special Considerations for Importing Metadata

  • When you retrieve XML fields, only the first <Page> section in the XML file is inspected. XML files that have more than one metadata structure should only be used when importing documents previously exported from FileHold.
  • If the target metadata field is a drop down or drill down the value in the XML file must exactly match one of the values in the dropdown or drill down. Multiple values for a drop down can be separated with a semi-colon.
  • With versions FileHold 12 and below, drill down metadata fields will only import information based on leaf nodes. If two leaf nodes are identical the import will match the first one regardless of the intended target. It may be necessary to temporarily change the leaf nodes to make their values unique. The configuration and import data must match exactly. When the import is complete, the leaf nodes can be restored to their original values.
  • Starting with FileHold 14, the complete path for a drill down metadata field must be supplied. The separator between each level must be the forward slash "/" regardless of the separator character that is defined in the field setup.
  • Check box fields must have a value of True for checked or False for not checked.
  • Field validation failures such as out-of-range values, missing required fields, etc. will be imported, but only as far as the inbox. The information will need to be corrected before the document can be sent to the repository. There will be an on screen warning of an error condition. The warning dialog can be suppressed.
  • If a database lookup produces no results the effect will be the same as if the looked up metadata had been blank.
  • The XML file can only contain valid XML. If a metadata value to be imported contains a value that is reserved in XML, it must be escaped. For instance, the ampersand (&) character is reserved in XML. If the metadata value is "Paul & Mary", it must be included in the XML file as "Paul &amp; Mary". As with normal metadata field input, the character sequences <a - <z, <!, and <? are not allowed. The same is true for the import. If these character sequences exist in your source data they must be modified in some way before importing them. For example, "<a" could be expressed as "< a". In the XML file it would be written as "&lt; a".