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Importing documents

Import large numbers of files directly to the Documents register.

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

How it works:

  1. Logiqc will provide access to a secure shared DropBox folder where you will upload the documents to be imported.
  2. You will also complete a spreadsheet listing the document names, version numbers, and other required other information.
  3. Your documents will then be imported into a temporary Draft tab in the Documents register.
  4. From there, you will complete the Document Details form and publish the documents. Logiqc can guide you on using the Bulk edit and Quick publish features to streamline this step.

Enquire now:  click here to register your interest and a member of our Customer Success team will reach out.

Importing your documents

The process

Step 1: Once you have purchased this service, Logiqc will provide you with access to a secure shared DropBox folder. This is where you will upload all documents to be imported. Note: Individual files should not exceed 50mb.

Step 2: Logiqc will copy your filenames into the document import tool and  pre-populate the relevant Logiqc menus. We will then place this tool in the DropBox folder for you to download and complete the remaining required fields – see 'Completing the document import tool' below.

Step 3: After you have completed the spreadsheet, upload the final version to the DropBox folder. Logiqc will then review the file to ensure there is no missing data and that the spreadsheet is complete and ready for import.

Step 4: Logiqc will import your documents into a temporary Draft tab of the Documents register, ready for you to complete the Document Details form and publish.  Once all drafts have been published, the temporary Draft tab in the Documents register will no longer be visible.

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 ID number e.g. 0001, 0002 etc.  Each document must have its own unique document ID number. The prefix 'doc_' is not required.
    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 system instead of the LogiqcQMS auto-assigned ID#, this column holds your ID#. LogiqcQMS supports alphanumeric numbers and special characters (e.g. dash (-) and underscore ( _ ).  The allowable character limit is no more than 12 and this can be set in your platform settings by the Logiqc Support team.
  • Filename - Logiqc will automatically populate this column with the filenames of the documents you have uploaded to the shared DropBox folder.
  • Link - For organisations that have their documents in a SharePoint or https:// location, you will use this column to enter the link.  
    Note:  For files using a link, a corresponding web file does not need to be uploaded to DropBox.
  • 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

  • Document type - The type of document i.e. Policy, Form, Template etc. Must match an existing label in your platform in the 'Document type' setup list.
  • 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. 

Note:  For the above Logiqc drop-down menus, Logiqc will pre-populate these columns in the spreadsheet with the existing menu options from your platform. This supports quick selection and ensures an exact data match between the spreadsheet and your platform.

If you need to add additional menu options, you must add them in both the platform and the spreadsheet. Any new menu labels entered in the spreadsheet must exactly match the labels in the platform, including case and punctuation.

Other fields.

  • 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.