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Advanced Import Documents

 

 

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.

·

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.

 
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