1.
As a pre-requisite to importing documents:
a.
Read chapter of Administrator Manual titled “Document
Resource Library in Detail”.
b.
Have a qualified CSV file containing Document
information either on your computer or accessible on your local area network
from your computer.
·
File must be formatted according to CSV
standards as comma delimited file format.
·
Data types must match corresponding Portal
Prodigy data types.
·
Each document must be saved as a separate file
and stored in “Documents” sub-folder of folder containing the CSV file. (Note that all files in /documents subfolder
will be uploaded regardless of whether specified in CSV file). E.g. Note
that when you copy an HTML file in Windows it automatically copies this
sub-folder for you.
2.
Go to Site Administration Menu.
3.
Click on the Utilities Go To icon located in the Site
Management section.
4.
Click on the Advanced Import option.
5.
Select “Documents” from Type list box. Let the page refresh.
6.
Click the Browse button and use the Choose File dialog
box to select a CSV file.
7.
If the imported CSV file contains field (column) labels
in the first row, set ‘Does first row contains field names?’ to “Yes”;
otherwise set to “No”.
8.
If you want the import process to create new values
such as Categories, set “Add new values to lookup tables?” to “Yes”. If you want the import process to only import
values that already exist, set this option to “No”.
9.
Click on the Open Import File button. (If this is the first time you are uploading
something into PortalProdigy from your computer, you may be asked to install an
upload applet and to trust a certificate.
In order to continue you will need to respond to the prompts to allow installation
of the applet and to trust the certificate.
This is necessary to upload multiple files from your computer to the Web
server. Once installed, it can only
upload files that you specify. If you
have any questions, please contact us.) This will display the Import Fields
Selection section where you will map the columns in your CSV file to
PortalProdigy fields.
10. For
each field (column) in the imported CSV file, select the applicable
PortalProdigy Field Name.
·
Note that fields that end with “ID” only accept
a PortalProdigy ID. You cannot create
IDs. IDs must already exist in
PortalProdigy. If a match is not found,
the import process will reject the record.
·
Also note that the field
[Documents].OrginalFileName will import the complete file name including the
file’s extension, e.g. “ReturnPolicies.htm”.
If you have the file extension stored in a separate column in your CSV
file there is a separate field that can be used for this.
11. Click the
Import button to perform the import.
12. If prompted
with “Do you agree to upload?” pop-up dialog box, click the Ok button.
13. When import
has finished it will display the total number of rows that were successfully imported
and it will list by row number each row that could not be imported and reason
why.
14. Click Close
button to return to the Utilities Menu.
