In this article:
Learn about the bulk document import service provided by Logiqc.
Logiqc provides a document import service for organisations with large numbers of documents. Your files are imported into a temporary Draft tab, ready for you to complete the Document details page and publish.
Uploading documents one at a time isn't practical for organisations with large numbers of documents. With the import service, you upload your files to a secure shared folder, complete a spreadsheet listing the document names, version numbers, and other required information, and Logiqc imports everything into a temporary Draft tab for you to publish. Logiqc can guide you on using the Bulk edit and Quick publish features to streamline publishing.
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Q: How big can the files be?
A: Individual files should not exceed 50mb.
Q: What if my documents live in SharePoint or on the web?
A: Use the Link column in the import tool to enter the link. For files using a link, a corresponding web file does not need to be uploaded to the secure shared folder.
Q: Do menu labels in the spreadsheet need to match my platform exactly?
A: Yes. Any new menu labels entered in the spreadsheet must exactly match the labels in the platform, including case and punctuation.
Before you start
Check the following:
- You have purchased the document import service.
- Logiqc has provided access to the secure shared folder.
- Each file is no larger than 50 MB.
Step 1: Upload your documents
Upload the documents to the secure shared folder provided by Logiqc.
Step 2: Complete the document import tool
Logiqc copies your filenames into the document import tool, pre-populates the relevant Logiqc menus, and places the tool in the shared folder for you to download and complete.
The document import tool contains mandatory and non-mandatory fields. The mandatory fields are shaded in yellow and the non-mandatory fields in green.
Mandatory fields are shaded in yellow and non-mandatory fields in green.
Mandatory fields
These fields must be completed.
| Field | Description |
|---|---|
| Name | The name of your document as it will appear in the document register. |
| ItemId | The Logiqc document ID number (e.g. 0001, 0002). Each document must have its own unique ID; the prefix 'doc_' is not required. Important: if you already have documents in your register, the doc ID must be the next number in your ID sequence. |
| Alternate code | For organisations using their own numbering system instead of the Logiqc ID#. Supports alphanumeric characters plus dash (-) and underscore (_), up to 12 characters (set in your platform settings by Logiqc Support). |
| Filename | Logiqc populates this automatically with the filenames of the documents you uploaded to the shared folder. |
| Link | For documents in a SharePoint or https:// location, enter the link here. Note: for files using a link, a corresponding web file does not need to be uploaded to the folder. |
| Version | The version number of the document. |
Non-mandatory fields
Completion of these fields is optional. You can choose not to include this information in the import tool and, instead, populate the fields when publishing the document in the platform. In the platform, most of these fields can be populated in bulk using the Bulk edit feature.
Logiqc menus
| Field | Description |
|---|---|
| Document type | The type of document (Policy, Form, Template etc.). Must match a label in your platform's 'Document type' setup list. |
| Primary business area | Must match a label in your platform's 'Business area - Primary' setup list. |
| Secondary business area | Must match a label in your platform's 'Business area - secondary' setup list. |
| Meeting | Must match a label in your platform's 'Meetings' setup list. |
Other fields
| Field | Description |
|---|---|
| Author | Your organisation name. |
| Review date | The date you want to next review the document. Must be a date in the future. |
| Keywords (100 character limit) | Add keywords you will use to search for the document. |
| Additional comments (2000 character limit) | Add any comments that relate to the document. |
Step 3: Upload the completed import tool
Upload the completed spreadsheet to the shared folder.
Step 4: Logiqc reviews and imports your documents
Logiqc reviews the spreadsheet for missing information and confirms that it is ready for import.
Once the spreadsheet is complete, Logiqc imports the documents into a temporary Draft tab in the Documents register.
What happens next
Your documents appear as drafts
The imported documents are available in the temporary Draft tab of the Documents register.
Complete the document details
Review each Document details page and use Bulk edit where appropriate to update multiple drafts.
Publish the draft documents
Publish each document when it is ready. Once all drafts are published, the temporary Draft tab is no longer visible.
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