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.
- Open the
File Import window.
- 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.
- Right-click on the lower table and click Open File(s) to open the
Select
File(s)
dialog box.
- Select one or more files and click
OK. The files appear on the
File Import window.
- 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.
- 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.
- 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
- Select the files to import.
- 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.