Import Files

Explanation

Use this activity to create document revisions for electronic document files and import those files into IFS/Document Management. Once the electronic document file is imported, you will access the file by checking out its document revision from IFS/Document Management.

Prerequisites

• The document file must exist.
• The file type/application must be registered in the EDM Basic/File Type tab.

System Effects

• A document revision is created for each electronic document file.
• The electronic document file is copied into the database and connected to the document revision.

Window

File Import

Related Window Descriptions

File Import

Procedure

Registering Files to Import

Perform the following procedure for each document class to which you will import document files.

1. Open the File Import window.
2. If all files are to have the same document class, enter that document class in the Default Document Class field. Use the List of Values to enter a valid document class. All selected files will then be registered with this document class. The document class can be changed before the files are imported. If you do not enter a document class now, you will need to enter a document class before the files are imported.
3. Right-click on the lower table and click Open File(s) to open the Select File(s) dialog box.
4. Select one or more files and click OK. The files appear on the File Import window.
5. If you want a specific document number, you can enter a value in the Document Number field. If the Document Number field is empty when you click Save, a document number will be generated for you.
6. Values are inserted into the Document Revision, Document Sheet, and Title fields. These values may be changed. The value entered in the Title field is FILE_ followed by the actual file name without the extension. For a file name D:\TEMP\invoice.doc, the automatically generated document title will be FILE_invoice. If the Document Class field is empty at this time, you are required to enter a valid document class value.
7. Click Save.

Viewing the Files

Select the row, right-click and click View Local File to open the file in the associated application and view the file before it is imported.

Importing the Files

1. Select the files to import.
2. Right-click and click Import File(s). Once the file is imported it will be assigned a document number (if the field was empty when Save was clicked) and the file's Imported check box will be selected.