Import Wizard
The Import Wizard allows you to select a source folder or PST file (i.e., an Outlook mailbox) from the file system and import its contents into a workspace, folder, or subfolder in your default DMS.
To open the Import Wizard, click the Import button at the top of the application's main window.
Ribbon
Import Tab| Group | Button/Control | Description | iManage | NetDocuments |
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| Source | Folder | Opens a file browser for selecting a folder from which folders and files can be imported. |
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| PST File | Opens a file browser for selecting a PST file from which messages can be imported. |
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| Target | Repository |
A drop-down menu from which you can select a NetDocuments repository. Note: This control is disabled if your account does not have access to more than one repository. |
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| Cabinet | A drop-down menu from which you can select a cabinet located in the repository selected above. |
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| Profile Attributes | Show/Hide Attributes/Properties | Toggles the visibility of metadata columns in the job grid. |
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| Validate Values | Highlights metadata values specified in the job grid that do not exist in the DMS. If you are importing into WorkSite, you can automatically add invalid values by enabling the Create Missing Values in Target option. |
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| Options | Delete Files After Import | Automatically delete source files after the import job completes successfully. |
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| Create Root Folder | Recreate the top level source folder in the DMS if a destination is specified for the root folder. If the target for the top level folder is a workspace, this option is enabled by default and cannot be disabled. |
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| Recreate Folder Structure |
If a destination is set for a folder in the import job, create its subfolders in the DMS before importing the documents to the appropriate folders. When this option is disabled, all documents in a source folder and its subfolders are directly imported to the destination. Note: If a folder with same name already exists in the destination, documents will be imported into the existing folder. However, any metadata associated with the folder will not be overwritten. |
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| Create Missing Values in Target | Automatically add metadata values specified in the job to the corresponding fields in the DMS if they do not already exist. |
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Advanced Tab
| Group | Button/Control | Description | iManage | NetDocuments |
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| Default Metadata | Class | Sets the default value for the class field. |
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| Subclass |
Sets the default value for the subclass field. Note: You can only set this value if the class selected above has one or more subclasses. |
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| Author | Sets the default value for the author field. |
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| Operator | Sets the default value for the operator field. |
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| Owner | Sets the default value for the owner field. |
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| File Name Formatting | Opens the Advanced Formatting dialog, which allows you to rename files and extract metadata from file names. |
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| Advanced Options | Opens the Import Options dialog, which allows you to configure various import-related settings. |
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Import Options Dialog
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| Files and Folders | Allow Duplicate Documents |
Import documents that have the same description as documents in the selected target. If this option is not enabled, duplicate documents are skipped during the import process. Note: When the Recreate Folder Structure option is disabled, you must enable Allow Duplicate Documents in order to import all documents with identical names located in different folders. If this option is disabled, only the first instance of a document name will be imported. |
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| Exclude Empty Folders in Source |
Skip empty folders in the selected source folder when adding its contents to the job. Note: If you change this option after selecting a source folder, you must reselect the source folder in order to automatically add or remove empty folders. |
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| Metadata | CSV Delimiter | The character that separates values in CSV files containing metadata. | |||||||||||||||||||
| Name Email Based on File Name | Import email with the name/description set to the file name instead of the message subject. | ||||||||||||||||||||
| Retain File Dates |
Set the Created and Modified dates of imported documents to match those of the original files. Note: In order to use this feature with WorkSite, you must log in as a user who has been assigned a WorkSite role with the Use WorkSite Administration privilege. |
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| Include File Info in Comment |
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Advanced Options Ribbon
See File Name Formatting.
Creating an Import Job
Each import job can import documents and folders from one root folder or one PST file.
Selecting a Folder
To import folders and documents from a folder:
- Click Select Folder to Import on the Import tab to open the Please Select Files to Import dialog.
- Browse to a folder containing documents you would like to import, select it, and click Select. The folders and documents within the selected folder are added to the import list.
- To omit a specific folder or document from the import job, click the X icon in the Delete column.
Assigning Metadata Values with a CSV File
When importing documents from a folder, you can automatically assign metadata values to some or all of the documents by including a CSV file named index.csv in the top-level folder.
Tip: Since CSV files are essentially spreadsheets saved in plain text, a text editor like Notepad can suffice for creating and editing simple index files. However, if you are working with a large number of documents and values, using an application like Excel is preferable.
A basic index file must include a Path column and at least one metadata column. Values for the path column, which Desktop Import/Export uses to match files to the specified metadata, can be in the following formats:
- Full network path
- Full local path
- Relative path with no leading characters
WorkSite Profile Fields
When specifying metadata values for an import to WorkSite server, the column names must match the description attribute specified in ImpProperties.config for the corresponding profile field. Additionally, only fields that are configured with include-in-index set to true can be imported.
NetDocuments Profile Attributes
When importing into NetDocuments, you can specify values for:
- Any custom profile attribute available in the target cabinet
- System attributes
Columns containing values for custom attributes must have a header name that matches the name of an existing attribute, ignoring case. To set values for supported system attributes, include columns in the following formats:
| Column Name | Description |
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| Name | The name of the document or folder. |
| Extension | The document's file extension, which can only include letters or numbers. |
| Version |
The document's version. To learn how to import multiple versions, see Specifying Document Numbers, Versions, and File Dates. |
| Created | The date on which the document was created/imported. |
| Modified | The date on which the document was late modified. |
Examples
Depending on your application, your index file should look similar to one of the following examples.
Excel
| Path | Client | Matter | Class |
| Folder\Document.docx | 1000 | 001 | DOC |
Note: To save the spreadsheet in the correct format, select File → Save As and select CSV (Comma delimited) (*.csv) as the type.
Text Editor
Path,Client,Matter,Class Folder\Document.docx,1000,001,DOC
Importing Messages from a PST File
To add messages and folders from a PST file:
- Select the Import tab and click PST File to open a file browser.
- Browse to the location of a PST file, select it, and click Open.
- In the Login dialog, enter the email address and password associated with the PST file in the User Name and Password fields and click Save.
Note: In order to extract messages from a PST file, Desktop Import requires free disk space on the installation drive to be greater than the size of the PST file being imported.
Selecting a Target Workspace or Folder in WorkSite
All folders and documents in the import list must be assigned a target workspace or folder in WorkSite.
To assign targets for all items in the import list:
- Click Select Target on the Import tab to open the WorkSite Select Import Folder dialog.
- Browse to a workspace or folder, select it, and click Select.
Note: If you select a workspace as the target, Desktop Import/Export must create a root folder to contain the documents and folders in the import list. As a result, the Creating Root Folder option, which will be displayed as Create "<Import Folder Name>" as sub folder on the Import tab, will be checked and grayed out.
To override the default target location for an individual item:
- Click the Select Target button in an items Destination column to open the WorkSite Select Import Folder dialog.
- Navigate to a folder in a workspace, select it, and click Select.
- Click Yes in the "Do you want to overwrite existing values" confirmation dialog to apply the change.
Note: When creating an import job through the Create Binder Import command in DeskSite/FileSite, the target is automatically set to the location that was selected when the command was run.
Specifying Document Numbers, Versions, and File Dates
WorkSite
WorkSite does not normally allow users to manually set values for DocNum, Version, and file date-related fields. However, Desktop Import/Export allows you to override WorkSite's default behavior as long as you are logged in as a user who has been assigned a WorkSite role with the Use WorkSite Administration privilege.
NetDocuments
When uploading documents to NetDocuments via its web interface, users are not allowed to change the system date fields. You can, however, set these values via Desktop Import/Export. IDs are automatically set by the NetDocuments server and cannot be manually changed.
To import multiple versions of a document:
- In the OldDocNumber column, enter the same numeric value for each file that represents a version of the same document. The value must only be unique within the import job and does not have to be the actual previous document number.
- In the Version column, enter the appropriate version number for each file.
Note: If you do not specify a value for the Doc Num column, all files with the same OldDocNumber value are imported with the same new document number, which is assigned automatically by WorkSite.
