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Bulk Loading Static Content in Documoto

Last Updated: Jan 25, 2017 09:18AM MST

Bulk Loading Static Content into Documoto

If you have a large number of files that require uploading to the web library, you can submit that content and associated metadata in bulk in order to save time versus adding each item individually through the Documoto Publisher module. You may want to consider this alternative if you have more than a few files or documents to upload. Depending on the terms of your company’s agreement with Digabit, this process may require additional fees. Please verify with your Engagement Manager before beginning.

Note: This process is only used for static media content of the following types: Documents, Images, and Video media types (see Media Types in Documoto for definitions and more information).


Process Overview

  1. Prior to beginning the bulk uploading process, you will need copies of the following Excel files to use as templates:
Document Creator
Set Access Controls
Update Media (Optional)

If you do not have copies of these files, request them from your Engagement Manager or Digabit Support.
  1. Upload the desired media files using the FTP access supplied to you during the implementation phase (contact support if you need assistance). OR Upload files using DocuStudio’s Publish > Upload function. This saves the files into Documoto’s system.
  2. Complete the appropriate spreadsheets according to the instructions detailed below. This step associates relevant metadata to the files that you uploaded in the previous step, and defines which users can access the new media.
  3. Email completed spreadsheets to Engagement Manager or Support, as appropriate. Digabit will extract the data from the spreadsheets into the database.
  4. New content is accessible to users and searchable on Documoto!

Bulk Loading Detailed Procedures

Below are instructions on how to upload files and associated metadata in bulk:

Organizing Content

One of the keys to successfully uploading content to Documoto is to take the time to organize the content and define the appropriate metadata for each file. Here are some guidelines for making the process more efficient:
  1. We recommend creating a new folder on a local or network drive, then placing all the files into the folder that you would like to upload to Documoto. Use a logical naming convention so you can easily find the folder when necessary, like “Documoto Uploads_[TodaysDate].”
  2. Metadata is information about a file that is not part of the actual text content of the file, for example the name of the file, author, date created, and so on. The following screenshot shows an example of the Document Creator spreadsheet, with names of several pieces of metadata shown in the header row.
You do not need to complete the spreadsheet prior to uploading files, but you should be aware of the metadata types that will be required. Using a spreadsheet is a convenient way to organize the necessary data before proceeding.
The example shows metadata types that are required for each media file outlined in red. Let’s define each of the headings shown:
  • Filename: A unique file name for each content item. This is the actual file name, including the extension (e.g., .docx, .pdf, .mpeg, etc.) Defined by user. The file names must match the names of the files you upload via FTP exactly, because this is how Documoto associates each media file with its unique metadata.
  • Identifier: A unique name, number, or combination that will be used by Documoto to identify the file. Defined by user.
  • Media Type: Must be one of the following values: Document, Image, or Video.
  • Tenant Key: This value is unique to each individual tenant and was provided to you during original implementation.
  • Locale: A two-character language code that identifies the language of the document.
  • Name: A text name for the file that will be displayed to users in Documoto. Defined by user.
  • Description: A text description of the file that is also visible to end users in Documoto.
  • Optional Tags/Values: Custom tags in Documoto are used to enable enhanced search capabilities. If your organization has created custom tags, you may create as many columns in the spreadsheet as necessary to associate all required tags with the files you are uploading. These tags are described in more detail in the following section.
  1. If you have gathered all your content into a folder and recorded the metadata values you need for each file, you are ready to continue.

Uploading Files

  1. Use an FTP client application to move all the media files you wish to upload into the Documoto database. Contact Digabit Support if you need FTP login or access information. (Alternative method: Use DocuStudio desktop application. Click the ‘Publish’ tab, then ‘Upload’ icon. Uncheck the ‘Auto-Publish?’ check box, then follow the prompts to select files from your local or network drive and upload.)
  2. The static content is now in Documoto, but users cannot see it until the necessary metadata is also loaded into the database.

Completing Spreadsheets with Associated Metadata     

  1. Below is a screenshot of a partially completed Document Creator spreadsheet.
Once again, required metadata types are outlined in red, optional and custom data types are outlined in blue.
The required data types are described above, but the optional data fields operate differently, as described below:
  • Tag Name / Tag Value: The tag name is a predefined value that has already been created in Documoto, and tag value sets the value of the tag named in the previous cell. In row 6 in the example above, the user has defined a ‘Model Number’ tag in Documoto that allows users to search for media associated with a certain model number. The model number associated with the repair video in row 6 is “2210G.”
  • Lower Bound / Upper Bound Value: These data fields allow more powerful searching within Documoto by associating this piece of content with any search value that is between the values entered. So, the document in the row 2 would be displayed when a user searched for serial numbers 1101, 1198, 1155 and so on. Be aware that you can complete either the ‘Tag Value’ field or ‘Lower Bound / Upper Bound’ fields for each ‘Tag Name,’ not both.
  • Prefix Value / Suffix Value: These fields allow users to filter search results based on a tag’s prefix and/or suffix. The example media file in row 2 would be displayed if a user searched for “B1122XT.” However, the file would not display if a user searched for “B1122XS.”
  1. The Document Creator spreadsheet has one additional time-saving function. The file contains a macro that will copy all the file names, with extensions, from any folder in your computer’s file directory. Simply place your cursor in the first cell below the ‘Filename’ header. Type Alt-F8 to open the ‘Macro’ dialogue box.
  2. You’ll see the ‘GetFileNames’ macro highlighted. Click the ‘Run’ button.
  3. A dialogue box opens requesting you to select a folder. Navigate to the folder where you have placed all the desired static media files as recommended above. Double-click the folder, or click once and click the ‘OK’ button.
  4. The first column of the spreadsheet will be populated by all the file names in the selected folder.
NOTE: When the macro runs, the file names will populate the cells starting with the cell where the cursor is located. If your file names appear in the wrong cells, simply ‘Undo’ and run the macro again with the cursor in the correct location.
  1. Complete the remainder of the fields as needed and save the spreadsheet.
  2. You can assign multiple tags and tag values to the same media file by copying and pasting the columns from ‘Tag Name’ to ‘Suffix Value.’ See example below.

Setting Access Controls

Uploading static media files and metadata stores the content in Documoto’s relational database, but content is not visible to users in the library interface until the media are associated with one or more media categories and organizations. This step sets permissions that define who can access each file. Access controls can also be defined one file at a time within Documoto’s Publisher module.
  1. Open the Document Creator spreadsheet that you completed in the previous steps. Copy the entire column of cells under the ‘Identifier’ heading. Paste the cells under the ‘Media Identifier’ heading as shown in the Set Access Controls spreadsheet below. Note: ‘Media Identifier’ in the spreadsheet is synonymous with ‘Identifier’ in the Documoto interface, and ‘Media Category Name’ is equivalent to ‘Media Shelf.’
  1. Let’s define the metadata types in the header row:
  • Media Identifier: ‘Media Identifier’ in the spreadsheet is synonymous with ‘Identifier’ in the Documoto interface. This is the file’s unique identifier that was defined earlier.
  • Media Category Name: ‘Media Category Name’ is equivalent to ‘Media Shelf’ in Documoto. Media shelf names are custom and can be created by anyone with the appropriate administrative privileges. Static content files can belong to more than one media shelf, as you will see in the next step.
  • Organization Name: Enter one of the organization names that have been previously defined in Documoto. This allows members of the named organization, who also belong to an appropriate User Group, to view the file associated with the identifier in column A. If the organization you select has ‘child’ organizations, the children will NOT receive access by default, they must be explicitly added. Conversely, providing access to a child organization DOES allow the parent access.
In the example above, the ‘Dealers’ organization was created as a child of the ‘Acme’ organization. In order to allow different organizations to access the same media files, copy the desired ‘Media Identifier’ names from column A and paste them below the last filled cell in the same column. Then complete the columns to the right, changing the ‘Organization Name’ as necessary. If none of the information except organization requires changing, you can copy all the cells from columns A through E and simply change the value in the ‘Organization Name’ fields.
  • Replace All Media Categories? / …All Organizations?: This value must be TRUE or FALSE. If TRUE, the ‘Media Category Name’ entered will overwrite any existing media categories (or media shelves) that the content was previously associated with. Entering FALSE will add the file to a new category or shelf without affecting any previous association(s).
  1. Copy and paste cells from the ‘Media Identifier’ column as many times as necessary to assign media access to multiple organizations (described above) AND/OR to add media to multiple media categories (shelves).
For example, to add the media identified as “SD10023DView” to the ‘Images’ category, copy row 13 into row 14 and change the value in cell 14B to ‘Images.’ The organization remains ‘Dealers,’ and now dealers will be able to view SD10023DView on both the ‘3D Training Materials’ and ‘Images’ shelves.
NOTE: If you enter two or more rows of data using the same ‘Identifier,’ and there is a conflict in the data values, the LOWEST row will take precedence over any row above.
  1. If you have completed one of the bulk uploading spreadsheets and the Set Access Controls spreadsheet, you have completed the minimum requirements to allow users to view your new content in Documoto. Email the completed spreadsheets to your Digabit Engagement Manager or Digabit Support. They will confirm receipt and place your job into the queue to be processed.

Updating Media (Optional)

Static media content in the Documoto web library can have many other properties defined by metadata, including unlimited custom properties. These other properties can be modified or added in bulk with the Update Media spreadsheet, shown below.
  1. The metadata types outlined in red are the same as described in previous sections of this document. The only value that is required in the Update Media spreadsheet is the ‘Media Identifier’ property in column A. We’ll look at the other metadata types shown:
  • Related Media Identifier: This associates one item of content with another, for example a service bulletin could be related to a service manual so that any user who opens the manual will also see the related bulletin. Enter the ‘Identifier’ of any media item in Documoto that you would like to associate with the item entered in column A.
  • Tag Name: Enter any previously defined tag name from Documoto.
  • Discreet Tag Value: For a tag that can have only one value, enter the desired value for the tag in the previous cell.
  • Range Tag Prefix: Just like the Document Creator spreadsheet, this field allows users to filter search results based on a tag’s prefix.
  • Range Tag LowerBound / UpperBound Value: These data fields allow users to find the designated content by searching for any tag value that is between the values entered.
  • Range Tag Suffix: This field allows users to filter search results based on a tag’s suffix.
  • Offline Enabled?: Enter TRUE if this media is allowed to be viewed offline, FALSE if it should not be downloadable and viewable offline.
  • Offline Expiration Unit: Media that is viewable offline can have a time limit for users to access after downloading. Allowable values are Days, Weeks, Months, or Years.
  • Offline Expiration Unit Value: This value sets the actual number of days, weeks, months, or years before expiration. So, if you set the previous value to “Days” and the unit value to “30,” then this media file would be accessible on a user’s device for 30 days after downloading.
  • Replace All Tags?: If you would like the tag names and values set in this worksheet to overwrite any previously defined tags for this media item, set this value to TRUE. Entering FALSE will add the newly defined tag to any existing tags.
  • Replace All Related Media?: Using the same logic as the previous property, setting this value to TRUE will overwrite any relationship between other media items and the item in question.
  • Replace All Translations?: Setting this value to TRUE will replace existing ‘Locale’ property values for the designated Media Identifier.
  1. You may wish to update multiple media tags for the same item. You can do this by copying and pasting the ‘Media Identifier’ cell(s) into the first empty row below any existing data, then entering data into the appropriate columns to the right. This is the same process described in Step 3 of Setting Access Controls above.
  2. When you have finished updating all the static media properties as desired, email a copy of the spreadsheet(s) to the appropriate contact at Digabit. You will receive confirmation with an expected completion date for your content updates.

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