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Add documents using dynamic import option

FileHold includes a feature to export documents from the library structure, search results, or with the FHIT tool. Manage Imports has an option called dynamic import for importing documents exported from FileHold. The dynamic import options makes it possible to mix document schemas and automatically create the library structure during import without using an auto-filing script. This capability can be leveraged by any tool that can create the correct XML file. The remainder of this article assumes the reader is familiar with XML documents.

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

The dynamic import XML format

The XML format for dynamic import is the same as for other manage imports with the exception of reserved fields. As with those files the root element is Batch and each document is specified in a Page element. There is an element for each Field and each field is made up of Name and Value elements. Fields with the following three names are reserved for dynamic imports.

  • File Name - This is the name of the file including the path. This field is reserved for all import scripts. The file must be located in the same folder tree, at the same level or lower, than the import script file.
  • LibraryPath - The destination location for the document in the library. It must be structured as cabinet, drawer, folder group, and folder with a slash (/) between each value. If folder group is not required it can be left blank, but the folder group slash must be present.
  • DocumentSchema - The name of the document schema that will be used for the file. The names of the fields in the import script must exactly match the names of the metadata fields attached to the document schema.

TIP: As for all XML files, reserved characters must be escaped. For example, if the folder name contains an ampersand it must be escaped as &. See the XML standard for more information on escape characters.

The export documents feature names the XML file “documents.xml”. This file can have any name as long as the extension is XML. Use the Manage Imports Tool process below to import the documents into FileHold.

The following sample XML file was created by the export documents feature. The export feature defines separate fields for cabinet, drawer, folder group, and folder. These are for use in other applications. They are not required by dynamic import.

<?xml version="1.0" encoding="UTF-8"?>
<Batch>
 <Page>
  <Field>
   <Name>Last Name</Name>
   <Value>Marvin</Value>
  </Field>
  <Field>
   <Name>First Name</Name>
   <Value>Martian</Value>
  </Field>
  <Field>
   <Name>Initial</Name>
   <Value>T</Value>
  </Field>
  <Field>
   <Name>Application Date</Name>
   <Value>4/17/2012 12:00:00 AM</Value>
  </Field>
  <Field>
   <Name>Address</Name>
   <Value>4664 Lougheed Hwy</Value>
  </Field>
  <Field>
   <Name>Apt./Unit</Name>
   <Value>250</Value>
  </Field>
  <Field>
   <Name>City</Name>
   <Value>Burnaby</Value>
  </Field>
  <Field>
   <Name>State</Name>
   <Value>BC</Value>
  </Field>
  <Field>
   <Name>ZIP</Name>
   <Value>V5E5T5</Value>
  </Field>
  <Field>
   <Name>Phone Number</Name>
   <Value>604-734-5653</Value>
  </Field>
  <Field>
   <Name>Email Address</Name>
   <Value>mmartian@filehold.com</Value>
  </Field>
  <Field>
   <Name>Available Date</Name>
   <Value>5/1/2012 12:00:00 AM</Value>
  </Field>
  <Field>
   <Name>Social Security Number</Name>
   <Value>4569875541</Value>
  </Field>
  <Field>
   <Name>Desired Salary</Name>
   <Value>500000.00</Value>
  </Field>
  <Field>
   <Name>Position Applied For</Name>
   <Value>President</Value>
  </Field>
  <Field>
   <Name>Comments</Name>
   <Value>
   </Value>
  </Field>
  <Field>
   <Name>File Name</Name>
   <Value>documents/JOB_President_Marvin_17-04-2012.docx</Value>
  </Field>
  <Field>
   <Name>Cabinet</Name>
   <Value>Corporate</Value>
  </Field>
  <Field>
   <Name>Drawer</Name>
   <Value>Human Resources</Value>
  </Field>
  <Field>
   <Name>FolderGroupName</Name>
   <Value>
   </Value>
  </Field>
  <Field>
   <Name>Folder</Name>
   <Value>Applications</Value>
  </Field>
  <Field>
   <Name>LibraryPath</Name>
   <Value>Corporate/Human Resources//Applications</Value>
  </Field>
  <Field>
   <Name>DocumentSchema</Name>
   <Value>Employment Application</Value>
  </Field>
 </Page>
 <Page>
  <Field>
   <Name>Last Name</Name>
   <Value>Pie</Value>
  </Field>
  <Field>
   <Name>First Name</Name>
   <Value>Basie</Value>
  </Field>
  <Field>
   <Name>Initial</Name>
   <Value>B</Value>
  </Field>
  <Field>
   <Name>Application Date</Name>
   <Value>2/29/2012 12:00:00 AM</Value>
  </Field>
  <Field>
   <Name>Address</Name>
   <Value>4664 Lougheed Hwy</Value>
  </Field>
  <Field>
   <Name>Apt./Unit</Name>
   <Value>250</Value>
  </Field>
  <Field>
   <Name>City</Name>
   <Value>Burnaby</Value>
  </Field>
  <Field>
   <Name>State</Name>
   <Value>BC</Value>
  </Field>
  <Field>
   <Name>ZIP</Name>
   <Value>V5c5T5</Value>
  </Field>
  <Field>
   <Name>Phone Number</Name>
   <Value>604-734-5653</Value>
  </Field>
  <Field>
   <Name>Email Address</Name>
   <Value>bpie@filehold.com</Value>
  </Field>
  <Field>
   <Name>Available Date</Name>
   <Value>2/29/2012 12:00:00 AM</Value>
  </Field>
  <Field>
   <Name>Social Security Number</Name>
   <Value>23244555554</Value>
  </Field>
  <Field>
   <Name>Desired Salary</Name>
   <Value>200000.00</Value>
  </Field>
  <Field>
   <Name>Position Applied For</Name>
   <Value>communications manager</Value>
  </Field>
  <Field>
   <Name>Comments</Name>
   <Value>Very good candidate. Get references.</Value>
  </Field>
  <Field>
   <Name>File Name</Name>
   <Value>documents/JOB_communications manag_Basie_29-02-2012.docx</Value>
  </Field>
  <Field>
   <Name>Cabinet</Name>
   <Value>Corporate</Value>
  </Field>
  <Field>
   <Name>Drawer</Name>
   <Value>Human Resources</Value>
  </Field>
  <Field>
   <Name>FolderGroupName</Name>
   <Value>
   </Value>
  </Field>
  <Field>
   <Name>Folder</Name>
   <Value>Applications</Value>
  </Field>
  <Field>
   <Name>LibraryPath</Name>
   <Value>Corporate/Human Resources//Applications</Value>
  </Field>
  <Field>
   <Name>DocumentSchema</Name>
   <Value>Employment Application</Value>
  </Field>
 </Page>
</Batch>

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

Documents can be imported into the document management system along with their metadata and library location when using an XML file with the correct structure. During the import, the document schema is automatically selected for each document based on the XML file and all metadata fields are automatically mapped based on their name. Prior to importing the documents, the schemas and metadata fields must exist in the document management system in order to capture the correct schemas and metadata fields.

When enabled, a checkbox labeled "Use the dynamic export format" on Field Mapping tab allows for importing FileHold compatible XML files and documents into the document management system along with their metadata and library location. If the dynamic export is enabled for the document import, it is not possible to select a fixed destination or an auto-filing script. Instead the destination location will be determined for each document based on the library path field in the XML file. Dynamic import can create the library structure if the user running the manage imports tools has a suitable role and permissions.

To see how documents can be exported out of FileHold see Exporting Documents.

To import files into the document management system using metadata field values and library location

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

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

  3. In the Select folder containing Import File field, click Browse to locate the “documents.xml” file that was created above.

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

  5. 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 user's Inbox as well as your Inbox for filing. See Shared Imports for more information.

  6. 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 does not pertain to documenting imports. Ignore this setting.

  • Delete input files after they have been successfully added to the FileHold Library - The folder 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 Use dynamic import format check box. The rest of the tab is disabled since it will take the mapping information from the XML file.

  2. The Database Lookup tab is disabled.

  3. In the Auto-Filing tab, the settings in the Auto-Filing area are disabled. The documents will get their file path from the XML file.

  4. In the Job Automation Settings area of the Auto-Filing tab, 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 specified in the XML file.

  5. Click OK to save the Import settings.

  6. 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.