Behavior and limitations

  • Importing old data - export files created using a legacy version of Content Manager (or  Records Manager) are not supported for importing without modification.

    To import Content Manager data, the export file has to come from the same version.

  • Supported Text Formats - some text files have a Byte Order Mark (BOM) at the beginning of the file. The BOM identifies the order the bytes relating to the characters in the file are ordered. Without a BOM, Content Manager DataPort is unable to reliably determine what encoding the text file has. Consequently, the Tab Delimited formatter does not support source files that do not contain a BOM.
  • Email messages - when you import email messages with attachments into Content Manager, Content Manager deletes the attachments from the import folder.

    Therefore, it is important that you make a backup of the import folder before importing the records.

  • Numbering from container - when importing records that receive numbers based on the container they are in, the records must contain their full expanded record number within the import file.

    You cannot use this function to generate numbers automatically.

  • Hyphenated terms - Content Manager does not allow hyphen characters (-) in terms.

    When you have a Thesaurus that contains terms with hyphens in them, you need to modify the import file and replace all the hyphens with a different character - for example, underscore characters (_) before importing.

  • Actions and Workflow - exporting or importing of Action Tracking or Workflow fields is not supported
  • Space Management - you cannot set Assignee to be a Space during import.

    However, you can set Home Location to be a Space if the option is selected in the target Record Type.

  • Fields marked with asterisks - when you export data from anContent Manager dataset, asterisks mark some field headers, for example, *Is Electronic*.

    These fields are usually attributes rather than metadata fields.

    Fields with asterisks do not appear in the import field-to-field mapping dialog box, as there are no fields to import them to.

    However, you can import them into Additional Fields if you create them before running the import process and remove the asterisks (*) from the header fields.

  • Field length behavior - if the data in a record Title field is too long, Content Manager DataPort truncates it and add it to the record's Notes field.

    To maintain consistency, Content Manager DataPort puts the entire free text section in the Notes field.

  • Notes field limitation - when the text in the Notes field exceeds 65536 characters, a message appears and Content Manager DataPort saves it to the import log file:

    The Notes field has been truncated as it exceeded the 65536 character limit.

  • Location Associations - Associations are exported and imported in a one-way relationship only.

    A Location can be associated with many Organization Locations and is exported using the Member Of field.

    An Organization, however, does not export its associated members.

    This is because an Organization may have many, even thousands of members; but a Location will probably only have a small number of Locations it has a Member Of relationship with.

  • Non-English language - exports and imports of data in control list fields will always use the English items, for example, the Location Type field data PERSON, ORGANIZATION etc.

    The header line in exports from Content Manager will be in the supported language - for example, Dutch - that the user has set Content Manager to.

  • Fields ending with a backslash (\) - Content Manager DataPort uses the backslash character as an escape character to ignore the next following character.

    For example, fields ending with a backslash will ignore the delimiter character - tab or comma - between columns, which will result in data being imported to the wrong fields in Content Manager.

    To use a backslash in a field - for example, a record title - append a caret character (^), which instructs Content Manager DataPort to ignore the escape character. As a result, the backslash appears with a caret character in front (\^).

  • Additional Fields containing long string values - when importing a data string into an Additional Field that is more than 254 characters long, Content Manager DataPort does not import it but leave the field blank.

    It does not truncate the data.

  • To import or export report layouts and report graphics, use the Report Layouts right-click - Import and Export functions in Content Manager
  • When you import records from multiple Record Types, the import function attempts to make the record relationships one of the final processes.

    Ideally, you import from the highest container level down to subordinate containers, which ensures the integrity of container relationships.

  • When the Assignee Location type is either Person or Position, Content Manager DataPort exports both person and position data as two fields.

    When the Assignee Location type is Organization, Content Manager DataPort exports only the organization.

  • When the Home and Owner Locations are either Person or Position, then Content Manager DataPort exports the organization they are attached to, but not the actual person or position data

There are 4 methods for titling used by Record Types that required some part of a Record's title to be generated: Client Titling, Keyword Descriptor Titling, Keyword ISO Titling and Classification Titling.

  • For Client Titling, the Client property on a Record must be imported.

  • For both Keyword Titling methods, the Title(Structured Part) property must be imported and needs to contain the titling related Keywords separated by a spaced hyphen (e.g. Keyword 1 - Keyword 2).

  • For Classification Titling, EITHER the Title(Structured Part) property OR the Classification property must be imported using the same format as the keywords (e.g. Administration - Accounting - Finance).

  • See also CM9.3_Spec.pdf about specifications and limitations