How to import documents in batch?

Agir Software provides a fast and effective process to import documents in batches.

To import documents to AGIR, follow the available next steps below.

Go to your user name > Agir Config >Documents > Template, and download the template for importing documents to AGIR.

The Excel-format template will be downloaded to your computer, and the file’s name will be documents_to_be_imported. 

Create a folder to keep the template and, in that same folder, insert all the documents you want to import to AGIR as well.

 ATTENTION  Don’t change the Excel-format file’s name.

Opening the template file, you will observe some columns which represent data and properties of documents to import. 

Fill the document proprieties as you wish, according to the existing workflow options and proprieties.

By filling in the columns, you'll be defining the document proprieties as shown below.

 TIP  Further down, you will find a caption, which relates the document properties with the columns of the template.

Comparing the two images below with the caption will help you to fill each one of the template fields. 

 TIP  Click on images to expand them.

These are some of the fields that can be associated with document proprieties at AGIR.

Captions:

1. Workflow: The Workflow where the document will be allocated.

2. Status: Status in which the record will be (It should be according to your workflow's existing status).

3. Title: Title of the document.

4. Code: The document's code at AGIR (the document code has to be the same as the document file’s name which will be imported). 

5. Revision: Revision number.

6. Expiry_date: Expiry date.

7. Type: Type of the document.

8. Department: Department where the document belongs. 

9. Process: Name of the process.

10. Edit_mode: Edition mode (If you have some doubt, use the Normal mode).

11. Publication_date: Document publication date (dates have to be presented in the format as the image show).

12. Open_by: Open mode.

13. Req_acknowledgment: The document requires confirmation (checkbox).

Document proprieties from AGIR are associated to excel format template fields. Some of them are in the captions above.

When custom fields (extra fields added by users) exist in your workflow, they may be added to the table. Simply create a column and name it field_FieldID (we explain below how we can check the field's IDs) as shown in the image below.

 ATTENTION  FieldID corresponds to the name, not to the label. It’s important to verify the field name through forms proprieties.

To access the field's name, click on your user name > Agir config > Documents >Forms.

Then, select the workflow, right-clicking on the custom field, and click on Proprieties.

The first field, Name, is the FieldID. You must include it after field_ on the template column when it is needed to add a custom field.  The next images show some FieldID examples (descriptions, data).

Custom field examples

Note: FieldID, descriptions, and data are only examples of ids.

If you need to insert documents on folders, you have to create new columns on the table with the name of folder_folderName (This step has to be done for each folder) as the image shows.

After columns are added, to insert documents on folders, simply add an X on the folders you intend to insert the documents on, as shown in the images below.

You have to define a unique code for each document on the Code column. This code will be defined as the document code on AGIR.

 ATTENTION  The document file must be named with code you define at the column, because on AGIR the code is the propriety which is never replicated. This propriety helps to prevent duplicated documents.

 TIP   Before the next steps, it’s important to save the format-Excel template and close the file.

After finishing filling the table with the proprieties, it's time to import the documents to AGIR. Click on your user name > Agir Config > Documents > Import documents.

Select all documents to import, including the Excel-format template (documents_to_be_imported), click on Open, and all files will be imported to AGIR.

 TIP  Depending on the number of documents to import, this process can take some minutes.

Your documents are now available on AGIR :)