Import/Export > Import Center

Import Center

The Import Center tab provides administrators with the ability to import documents and monitor the progress of pending import jobs.

Note: As of 3.5 Update 3, all import jobs, including those created through Import Center, are processed by the Import Service.

Import Methods

When creating an import job through Import Center, you can choose to either recreate the source folder's structure in WorkSite and assign the same metadata to all imported documents or use a CSV to assign different metadata to each document. Furthermore, when using a CSV, you can use one of the following three import methods:

Automatic: Documents are imported into the first workspace that matches the client-matter values specified in the CSV file. If a folder with a matching default class is present in the workspace, the document is added to that folder; otherwise, if import-create-folder-if-doesnt-exists is enabled, Milan creates a new folder for the class and adds the document to it.
Destination: Each document is imported to a specific WorkSite folder that has been specified in the CSV file as the destination.
Flatspace: Documents are imported to the flatspace of the library specified in the CSV file.

Importing From the File System

If you would like to import directly from the file system and do not have a CSV file or spreadsheet containing WorkSite metadata, you must place the documents in a shared folder to which the Milan application pool account has at least read access. You can then use Import Center to import the documents to a specific workspace identified by client-matter.

When using this import method, the folder structure is retained in the target workspace and all documents are assigned the same metadata.

Note: Empty folders in the source path are not recreated in the target workspace.

To import documents from the file system:

In the Import Center toolbar, click Import Documents.
Select values for DMS Server and Database Name from the drop-down menus.
In the Path field, enter the UNC path to the folder containing the documents to import.
Select appropriate values for Client, Matter, Author, Operator, Default Class, and, if applicable, Subclass from the drop-down menus.
If necessary, edit the options on the Advanced Tab.
Click Submit to create the import job.

Importing With a CSV

In order to assign metadata beyond client, matter, and class to imported documents, you must include a CSV file at the root of the source folder. While you can include any WorkSite metadata in the file, there are specific columns that must be present in order for Milan to be able to successfully import documents.

Required Columns

Independent of the import method, the following columns must be present in the CSV file, and all rows must have a valid value for each column.

Column	Value
Path	The full UNC pathA Windows network path that follows the Universal Naming Convention. UNC paths must be in the format \\<Host Name>\<Folder Name> to the document.
Client	The client number for the document.
Matter	The matter number for the document.
Class	The class (DocType) of the document.

The following two columns are only required for specific import methods.

Column	Value	Required For
DestinationID	The moniker of the target folder in WorkSite.	Destination Import
Database	The name of a WorkSite database.	Flatspace Import

To import documents using a CSV file:

In the Import Center toolbar, click Import Documents.
Select values for DMS Server and Database Name from the drop-down menus.
In the Path field, enter the UNC path to the folder containing the documents to import.
In order for Milan to recognize the CSV file, it must be located at the root of the folder specified here.
If any rows in the CSV are missing values for Client, Matter, Author, Operator, or Class, select a default value from the appropriate drop-down menu; otherwise, the metadata fields can be left blank.
If necessary, edit the options on the Advanced Tab.
Click Submit to create the import job.

Processing Import CSVs

When Milan processes a row of data from an import CSV file, it determines the class (DocType) of the document in the following manner:

If there is a Class column in the CSV and a value is specified for the document, Milan uses the value in the CSV.
If a value is not present in the CSV, Milan defaults to the value specified in Default Class (DocType) Required in the Import Documents dialog.
If neither the CSV nor the dialog has a class value, Milan applies the value defined in the application setting default-import-class.

Import Documents Dialog

Basic Tab

Field Name	Description
DMS Name	Name of the WorkSite server that hosts the target database.
Database (Library) Name	Name of the target WorkSite database.
Path	A UNC pathA Windows network path that follows the Universal Naming Convention. UNC paths must be in the format \\<Host Name>\<Folder Name> to a folder containing documents. If you have a CSV file containing metadata, it must be located at the root of this folder. Note: In order to perform the import, the account used by the Import Service must have at least read access to the file share.
Client	Client number of the target workspace. If the target workspace has a unique matter number, this field can be left blank.
Matter	Matter number of the target workspace.
Author	The WorkSite user who will be assigned as the author of all documents if no CSV file is present. By default, this field is set to the currently logged in user.
Operator	Same as Author but applicable to WorkSite's Operator field.
Default Class (DocType) Required	Default class (DocType) for all imported documents. While this WorkSite requires this field, it also possible to set a default class with the application setting import-default-metadata-value.
Sub Class	An optional subclass of the Default Class specified above.

Note: When the Import Documents dialog is opened from the Workspaces tab, DMS Name, Database Name, Client, and Matter fields are not displayed, as the values from the target workspace or folder are automatically used.

Advanced Tab

Field/Option Name

Description

Job Description (Optional)

An optional description for the import job that is displayed in the import job queue.

Overwrite EntryWhen with Created Date of File

When checked, the EntryWhen field for an imported document is set to the corresponding file's Created date.

Overwrite EditWhen with Modified Date of File

When checked, the Edit field for an imported document is set to the corresponding file's Modified date.

Delete Source Documents Upon Successful Import

Permanently delete source documents that have successfully imported.

Note: In order to delete files, the domain account used by the Provisioning Service service must have write access to the file share specified in Path .

Do not create a workspace folder for the root folder on the file system

When this option is disabled, the import job creates a WorkSite folder in the target workspace to replicate the root folder from which the source files are imported.

Note: In order to create a folder from a local or network drive in the target workspace, the application setting import-create-folder-if-doesnt-exists must be enabled.

Do not detect duplicate documents

Milan will not check if a document with the same name, client number, and matter number exists in the target database. When this option is checked, i

Default Folder

An existing folder in the target workspace to which imported documents will be added if they do not match the default class of any of the workspace's folders. This setting is only effective when the source folder contains a CSV file.

Comments

Text to add to the Comments field for all imported documents.

The following variables, which can be included in the comment field, are replaced with appropriate values upon import.

Variable	Description
@filepath@	The path where the file is located.
@date@	The date and time when the document was imported.
@fileowner@	The owner of the file that was imported. Note: If Windows cannot resolve the owner of the file, this variable is replaced with an empty string.

Managing Import Jobs

Toolbar

Button

Description

Delete Jobs

Clicking this icon displays the following options for deleting jobs from the queue.

Option	Description
Delete All	Deletes all import jobs from the queue regardless of the job status.
Delete all errored jobs	Deletes all provisioning jobs from the queue with a Status value of Errored.

Prioritize Job

Allows you to change the priority of selected import jobs to either high or low.

Import Documents

Opens the Import Documents Dialog for creating a new import job.

Submit a ticket to Prosperoware

Opens the Submit a Ticket to Prosperoware dialog for creating a new support ticket. This button is enabled only when one or more import jobs have been checked.

Monitor Provisioning Jobs

Toggles the display of CSV import jobs, which are listed as Path: All Items in the Import Queue list.

Search Bar

Filter the import jobs list on the Import Center tab using any one, or a combination, of the following filters on the toolbar and clicking Search.

Field/Button	Description
Document Name	Name of the import job.
Path	Path of the source file.
Status	Job status.
Insert Date	Date on which the import job was inserted into the queue.

Import Queue List

Column	Description
+/- Button	Expands/collapses the details of the import job. If the source of the import is a folder, the details list will display the contents of the folder under the following columns, which are the same as those in the main list: Document, Path, Metadata, Security, Status, Message, Log, and Delete.
Document	The name of the imported document. If the source is a folder, this column is left blank.
Server	The target WorkSite server.
Database	The target WorkSite database.
Path	The UNC path to the source folder or file.
Metadata	Opens the Metadata dialog, which lists the configured metadata of the document.
Security	Opens the Security dialog, which displays the rights of the users who have been explicitly added to the document's security.
Status	The status of the import, which can be Completed, Errored, or Not Started.
Message	Brief description of the import job result.
Created Date	Date and time an import job was completed.
Insert Date	Date and time an import job was added to the queue.
Log	Opens the instance log file for the import job.
Delete	Removes the import job from the queue.
Retry	Resubmits the import job is as a new job. Tip: For errored import jobs, review the log file from the Log hyperlink, and click Retry after resolving the cause of the error.
Export Error Log	Exports an error log in Excel format, which can be downloaded via the browser.