Importing Records

To import Records into Content Manager using Content Manager DataPort:

General

1. Start DataPort from the Content Manager client, on the Administration ribbon, in the Other group, click Import/Export. Alternatively, from the Content Manager install path, open the TRIMDataPortConfig application.

   The Content Manager DataPort - New Project dialog box appears.

2. Type the name of the project in the Project Name field.
3. Type a description of the project if required.
4. Select the Authentication Method to use. From the drop-down list, select from:
   • Active Directory Federated Services
   • Explicit Windows Authentication
   • Google Apps
   • Integrated Windows Authentication

   CAUTION: If anything other than Integrated Windows Authentication is used then DataPort will not run in an unattended fashion, a user name and password will be required.

5. Select the Content Manager Database the records are to be imported into by selecting the dataset name from the recently used drop-down list or use the KwikSelect to select the database from the list of available databases.
6. From the drop-down list, select Import as the Data Direction.
7. From the drop-down list, select Record as the Content Manager Object Type.
8. Use the KwikSelect to select the Record Typethe records without a Record Type will be created with.
9. From the drop-down list, select the File Format. By default, Tab Delimited is selected.
10. Browse to, or use the drop-down list to select, the Windows location of the Import File Path.
11. From the drop-down list, select Yes or No to Show Progress Window.
12. From the drop-down list, select Yes or No to Update on Duplicate. If Yes is selected, then if a duplicate record is found during the import process it's metadata will be updated to match that in the import file. The Append Notes option will be enabled if this is set to Yes.

Settings

13. Browse to, or use the drop-down list to select, the Windows location of the Electronic Document Directory.

NOTE: To successfully import Electronic Documents using Content Manager DataPort, the WorkPath for Bulk Loading field for the dataset must be set to a folder with full permissions. See the Content Manager Enterprise Studio Help > Dataset setup and maintenance for further details.

14. From the drop-down list, select Yes or No to Create TR5 file for each imported file. If Yes is selected, each file that is imported will have a Content Manager reference file (TR5) created and saved in the directory the electronic document was imported from.
15. From the drop-down list, select Yes or No to Delete file after import. If Yes is selected, the electronic document will be deleted from the directory the file was imported from.
16. From the drop-down list, select Yes or No to Use Bulk Loader.
    
    When a user, who has Record Administration (Restricted) permission, elects to use Bulk Loader, a warning is displayed:
    
    Warning.  When running an import using Bulk Loader import mode, a number of features are disabled.  Records may be numbered according to the special bulk loader sequence, some expensive integrity checks will be bypassed and no audit trail is created.
    
    If Yes is selected to Use Bulk Loader, the Bulk Loader Copy Mode and Use bulk data loader record numbering options are enabled.

See Origins and BulkLoader for additional information about using the Bulk Loader.

17. From the drop-down list, select Yes or No to Relax Business Rules for Conversion. If Yes is selected then,
    • Checks for mandatory fields on the record type are not run
    • Inactive locations can be used on record properties, for example, the record's Assignee
    • Checks on the Container status, for example, whether it is closed or if it is the latest part, are not run

    This option may be considered when using  Content Manager DataPort to import data from another system.

18. From the drop-down list, select Yes or No to Relax Business Rules for Performance. If Yes is selected then,
    • Cross checking properties is disabled
    • Duplicate checking for record number/long record number is disabled
    • Logging for attaching a file is disabled
    • Prevents log and event creation when a user defined field is changed

    This option may be considered when completing large daily imports of information such as automatically printed invoices, archiving SAP purchase requests, etc.

19. From the drop-down list, select Workgroup Server Transfer, Windows File Copy or Windows File Move for the BulkLoader Copy Mode.
    
    • Workgroup Server Transfer - this option is the standard method for transferring documents to an electronic store. The process is managed by the Workgroup server and therefore uses the file permissions assigned to the Content Manager Services user, for example RMServices. It is slightly slower to add the documents but no special file system permissions are required on the Document Store.
    • Windows File Copy - this option uses Windows File operation to copy the files from the source directly to the Document Store. This option is quicker than the Workgroup Server Transfer but write access to the Document Store is required by the user running Content Manager DataPort.
    • Windows File Move - this option uses the Windows File move operation which names the existing file to the Document Store location. This option will remove the documents from the source directory. This option is faster than the others, particularly if the File Move is being done on the same disk volume as the Document Store, and it cleans up after itself. With the windows file move, the files should be on the same volume as the e-store, otherwise it reverts to being a copy operation.
20. From the drop-down list, select Yes or No to Use bulk data loader record numbering.  If Yes is selected, the imported records will be created using the Bulk Loader Numbering, which is a more efficient numbering mechanism, rather than the Content Manager record number pattern. An example of Bulk Loader Numbering is BL00005136. If you prefer to use the defined Content Manager numbering pattern, select No.
21. From the drop-down list, select the Location Match Type. Select from:
• Matches must be unique
• Use first match
• Never match - always create new
• Must match - never create new Location

See Location Match Type Behaviors for how these options behave.

22. If Update on Duplicate is set to Yes, from the drop-down list, select Yes or No to Add new revision on duplicate.
    
    

    NOTE: If Update on Duplicate is set to Yes, and Add new revision on duplicate is set to Yes and there is only one Revision associated to the record in the DOS file field, then that Revision will be imported as the current Revision, and the existing document will become the previous Revision.
    
    If Update on Duplicate is set to Yes and Add new revision on duplicate is set to No, and there is only one Revision associated to the record in the DOS file field, then that Revision will replace the current document, no Revisions will be created.
    
    If Update on Duplicate is set to Yes and there are more than one Revisions associated to the record in the DOS file field, then ALL revisions will be imported and added to the record's Revision list. The first revision in the field will become the current Revision. In this scenario the Add new revision on duplicate setting is not relevant.
    

23. If Update on Duplicate is set to Yes, from the drop-down list, select Yes or No to Append Notes to the imported records. If Yes is selected, the Notes will be added to the existing Notes on the record. If No is selected, the existing Notes on the record will be overwritten. The Notes Separator option will be enabled if this is set to Yes.
    

    NOTE: When importing records and Update on Duplicate is set to No, the Expanded Number (Record Number) field must contain unique data.

24. If there are multiple Notes fields to be imported for the records, select the number of Source Notes Field Count, that is, the number of Notes fields on the Import file to be imported. The Notes Separator option will be enabled if this option is set to more than 1.

    NOTE: The order the Notes fields will be imported is dependent on the order they are added to the Mapped Items list. To add the Notes fields to the import project, match each of the Notes Target Properties fields with the Notes Source Fields and click Map Pair. Add each mapped pair in the order they are to be imported in.
    

25. If Append Notes is set to Yes and/or if the Source Notes Field Count is set higher than 1, from the drop-down list, select the type of Notes Separator that will be used to separate the imported Notes on the updated record. Select from:
• Blank Line
• Comma
• Hyphen
• None
• Space
  

26. If Use Bulk Loader is set to Yes, from the drop-down list, select Yes or No to Do Word and Content Indexing when importing records.

If Yes is selected, Word and Content indexes will be created during the import process.

If No is selected, Word and Content indexes will not be created during the import process. Record indexing will have to be run as a manual process after the import has completed.

Default Dates

27. Apply the Default Date settings for:
• Date Created
• Date Registered

Default Locations

28. Apply the Default Location settings for:
• Assignee
• Home
• Owner
• Author

Field Map

29. Map the fields/items to be imported.  

• Target Properties - these are the fields/items available in the Content Manager database.
• Source Fields - these are the fields/items that are available in the Import file.

To map all matching items, click Map All Matching Pairs. This automatically selects all items with the same caption and adds it to the Mapped Items section.

To map individual fields/items, select the Target Properties item and then select the matching item in the from the listed Source Fields, click Map Pair. The pair will be added to the Mapped Items section.

30. Click Save. Type the name of the Import DataPort Project file, click Save.
31. Click Execute to run the project.

If Show Progress Window is set to Yes, the Content Manager DataPort Engine will be displayed to show the progress of the Import. If it's set to No, the Import will run in the background. The Content Manager DataPort Engine can be accessed from the System Tray/ Notifications bar.