Import into Archive Administer from a CSV file!

Posted by Colin Wynn on May 11, 2015 in Archive Administer, Move Administer |

Archive Administer can now import items and contents from a CSV (comma separated values) file, which can be created from an Excel Workbook sent from a customer, saving hours of input time and possible typing errors.

To do this you will need to layout your 9 Excel Workbook columns into the following order:

REFERENCE, STATUS, STORAGEMEDIUM, CATEGORY, NOTEPAD, KEYWORDS, CONTENTSTATUS, CONTENTNOTEPAD, CONTENTKEYWORDS

Please note the following about the above columns:

Column A – REFERENCE – Maximum of 25 characters – Must exist for any of the data to be imported. If the reference already exists then only the content information for the item will be imported.

Column B – STATUS – Maximum of 3 characters – Can be In or Out, however, if left blank then the default Status will be used (Tools -> Options -> Defaults -> Archive -> General Tab).

Column C – STORAGEMEDIUM – Maximum of 10 characters – Can be any of your Storage Medium codes (Tools -> Options -> Archive Storage -> Storage Mediums), however, if left blank then the default Storage Medium will be used (Tools -> Options -> Defaults -> Archive -> General Tab).

Column D – CATEGORY – Maximum of 10 characters – Can be any of your Archive Category codes (Tools -> Options -> Archive Storage -> Categories), however, if left blank then the default Category will be used (Tools -> Options -> Defaults -> Archive -> General Tab).

Column E – NOTEPAD – Maximum of 250 characters

Column F – KEYWORDS – Maximum of 100 characters

Column G – CONTENTSTATUS – Maximum of 3 characters – Can be In or Out, however, if left blank then the default Status will be used (Tools -> Options -> Defaults -> Archive -> General Tab). Please note that if the Content Status is different to the Item Status then the Item will be updated to reflect that Contents are both In and Out.

Column H – CONTENTNOTEPAD – Maximum of 250 characters

Column I – CONTENTKEYWORDS – Maximum of 100 characters

Important! – None of the columns above should contain a comma as these are used a column indicators – You have been warned!

I would suggest that Row 1 of your Excel Workbook be laid out in this manner while you move your Workbook data to the appropriate columns (I would also ensure you remove this row before you Save the Workbook otherwise you will import an Item called REFERENCE with a Content too!).

Once you have laid out your Workbook simply save it as a CSV file, and it must be a CSV file in order for it to be imported. This is an option in Excel when you go to do a Save As, and is usually found in the Save as type field, just below the file name field.

To import simply open the customer in Move Administer, and choose Actions -> Archive Storage -> Items. From the Archive Items Browse simply choose Actions -> Import CSV. You will then be prompted to locate the CSV file to import and once chosen the import process will begin. Once complete a window will appear informing you of how many Items and Contents have been imported successfully.

Happy Importing!

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