Importing documents when setting up your LogiqcQMS

Import large numbers of files directly to the Documents register.

Logiqc now provides a document import service for companies with large numbers of documents.

How it works:

1. Logiqc provides you with a secure shared folder in DropBox where you can place the documents to be imported.
2. You also complete a spreadsheet listing the document names and version numbers along with other optional information (refer to the information below regarding completing the import tool)
3. The documents will be imported to a temporary draft tab in the Documents register.
4. You then complete the Document Details form and publish the documents. We can advise you how to use the Bulk edit and Quick publish features to make this task simpler.

Completing your Document import tool

About the process

The import process uses the document import tool to populate the required fields at the time of importing. This tool is provided in a shared secure DropBox folder provided to you to add your files for import.  Once you have completed the import tool and added your files to the DropBox folder, we will then import these files into your Documents register.

Completing the document import tool

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

These fields must be completed.

• Name - The name of your document as it will appear in the document register.
• ItemId - The Logiqc document number e.g. doc_001, doc_002 etc.  Each document must have its own unique document ID number
  Important note:  For organisations who already have existing documents in their Documents register, the doc ID must be the next number in your document ID sequence.  
• Alternate code - For organisations that use their own document numbering convention instead of the LogiqcQMS auto-generated ID#, this column holds your ID#. LogiqcQMS supports alphanumeric numbers and special characters (eg dash (-) and underscore ( _ ).  The recommended character limit is 8 and this can be set by the Logiqc Support team.
• Filename - The name of the corresponding file.  Must include the file extension in the name and must be an exact match of the file name.
• Link - For organisations that have their documents in a SharePoint or https:// location, you will use this column to enter the link.
• 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.

• Document type - The document category. Must match an existing label in your platform in the Document category setup list.
• Review date - The date you want to review the document. Must be a date in the future.
• Primary business area - Must match an existing label in your platform in the Business area - primary setup list.  
• Secondary business area - Must match an existing label in your platform in the Business area - secondary setup list. 
• Meeting - Must match an existing label in your platform in the Meetings setup list. 
• Keywords - Add keywords you will use to search for the document (Note: not required for publishing).
• Additional comments - Add any comments that relate to the document (Note: not required for publishing).