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Importing multiple Documents (AutoImport)
Use the AutoImport feature when you want to move
several documents from your local or network drive
into NetDocuments. This AutoImport feature is
available to all users without additional cost. You can also save a file
directly to this folder from within an application and then import it to
NetDocuments.
You cannot use folders in the AutoImport folder.
Folder Import utility - If you have a folder structure of
documents to import, you may want to consider using the Folder Import Utility
which is available with no additional charge from the Download page in
Help.
Mass Import utility -
If you have a very large number of
documents to import, generally from another Document Management System, we suggest you purchase and use the NetDocuments Mass Import
Service instead. It is designed to create a data upload table of documents by an Administrator when converting from another DMS
system or converting to NetDocuments from another environment that does not lend
itself to using the Folder Import Utility.
To use the AutoImport feature a user must enable it for each PC used as follows:
After logging in, click
My Account at the top of the page. (you must enable the Auto Import feature on each PC you use; home, work, etc)
Select the Workstation
option and select the first radio button if you want an automated process or
select the second radio button if you want a manual process.
The Auto Import folder location is defaulted to My Documents on your PC, but can be changed, if desired. (It may be easier to create a shortcut and place it on the Desktop for convenience in importing.)
Importing your selected documents:
To locate your AutoImport folder go to the My Documents folder. It will be a subfolder. Alternatively, you can locate your AutoImport folder by going to the Windows Start Program Menu and selecting the NetDocuments Check In List. Then select View | Auto Import to open the folder. If you have created a shortcut to the folder and placed it on your desktop, you can access it directly from that location.
After locating the folder, drag the documents
to be imported into the Auto Import folder. If you have groups of documents
which should have the same profile and security and/or folder, then you should place
those documents into the AutoImport folder, then import them and then repeat that
process for other groups of documents that require different profiles,
security, and/or NetDocuments folders.
NOTE: If you want to retain a copy of the documents on your PC desktop,
hold the Control key down when you drag the documents into the Auto Import
folder to make copies of the documents instead of moving them.
Once the documents are in
the Auto Import folder, if you have selected the Automatic option (first
radio button), then
with the Check In List open, the documents will be automatically imported
into NetDocuments. If you selected the manual (second radio button) option, then after you
have dragged the documents into the AutoImport folder, go to the
Check In List
and select File | Synchronize to import the documents. Click OK.
You will see the list of documents you are ready to import in a
confirmation list. Confirm
the list, then select OK.
NOTE: If you use the Automatic option, you
must drag all of the documents you want into the AutoImport folder at the
same time, since it will start uploading as soon as a document is placed into
the folder.
If you are not logged into
the NetDocuments browser, you will be prompted to
Login and asked to enter the name of the document(s), then select the Cabinet and folder (optional) into which you are filing
the documents.
If you are using required Profile fields, you will also be prompted to complete the profile information. You can choose to enter the profile information once to be used with all of the documents being imported or enter specific Profile information for each document as it is being imported. You can also choose to Edit the Access List as the documents are being imported by checking the box. (NOTE: If you do not edit the Access List, the security for the documents will default to the Cabinet Default access or to your Profile-based security scheme.)
NOTE: If you are adding the new documents into a folder, the documents will inherit any Profile values which have been completed for the Folder.
Also, if the Administrator has set the Cabinet level Access Inheritance flag, the documents will inherit the Access from the folder. In this case, it will override any Cabinet level or profile-based security which may have been defined. If the flag is set, the following behavior occurs:
When access rights inheritance is enabled and a new item is created in or imported into a folder, the access list of the new item is set to match the access list of the folder plus the current user is granted VESA rights. Cabinet default security is ignored in this case. Note that if profile-based security is enabled and the user subsequently fills out a profile for the new item, the access list may be changed so that it no longer matches the folder access list. This takes place whether the item is created through the web interface or through Web Folders (WebDAV).
When access rights inheritance is enabled, existing items can only be filed by a user who has A rights to those items. During filing, the access lists of the items are changed to match the access list of the folder plus the current user’s rights remain as is. This takes place whether the item is filed through the web interface, Web Folders (WebDAV) or the SOAP API.
When access rights inheritance is enabled for a cabinet that already contains documents, the access rights of the existing documents are not affected until they are subsequently filed or re-filed into a folder.
NetBinder security does not use the Cabinet Access Inheritance flag.
Documents with the Read-Only attribute set can also be imported using the Auto Import folder.
NOTE: Documents which are imported can have a
name with a maximum of 100 characters.
Caution: But be aware that there is a downside to putting the Check In List in the Start up folder. If the Check In List executable is already running at the time an update to the Active X control is rolled out or installed, the workstation has to be rebooted to install the Active X update.
NOTE: We suggest that you check with NetDocuments Support prior to using the following procedure, but after AutoImport is enabled, if you do not see the NetDocuments Check In List in the Windows Start > All Programs list, then you may need to reset an entry in the registry to make the program link reappear. To do that, click Start, Run and enter regedit. Then go to Current User key, Software, NetVoyage, NetDocuments and delete the entry called "AL Shortcut". Then you will need to reset the AutoImport flag in NetDocuments, and restart NetDocuments.
NOTE: The following file types cannot be imported into NetDocuments to prevent potential malicious activity with the service; exe, com, bat, js, vbs, pif, cmd, dll, ocx, and pwl.