Configuring an import spreadsheet
Prerequisite
- Access to the File > Document (DC003) menu.
Introduction
SoftExpert Document allows for importing revisions and documents into the system. This import is used to add and edit new documents or create revisions of an existing document.
To perform the import, it is necessary to download an Excel spreadsheet and configure it. See more details below:
Configuring a spreadsheet
1. Access the File > Document (DC003) menu.
2. Click on the arrow next to the 
button and select the Create document using wizard option.
3. Select the Import XLS tab.
4. In the First time? screen, click on the available link to download the template.
5. Locate and open the “DOCXLSIMPORT" file that will be downloaded.
6. Once the spreadsheet is opened, fill out the columns with information corresponding to the fields of the document or revision you wish to import. See further details below:
Spreadsheet columns
| Category | Enter the ID # of the category that will classify the documents being created. This feature will only work correctly if the logged user has the Add control enabled in the security list of the category in which the documents will be created. |
| ID # | Enter the ID #s of the documents that will be created. |
| Title | Enter the titles of the documents. The title does not need to be the same as the name of the electronic file. |
| Revision | Enter the revision ID # of the documents that will be created. |
| Date | Fill out the column with the validity date of the documents. |
| Author | Enter the authors (responsible parties) of the documents. |
| Summary | Fill out this field with the summary of the documents being created. |
| Keywords | Enter the keywords that will be associated with the documents that will be created. Use the ; (semicolon) separator to enter more than one keyword for the same document. |
| Electronic file | Fill out this field with the directory of the electronic files of the documents that will be created. Use the ";" (semicolon) separator if a document has more than one electronic file. If the file type is "Complex", this field must be filled out in a different way. Describe the path/file name/ID # of the structure node in which the file must be entered/name of the file with the extension. If the structure has several folder levels, enter only the ID # of the folder to which the file will be added; it is not necessary to enter the upper level folders. For example: c:\user\file.doc|Folder1\file.doc |
It is possible to add more columns to customize the import:
| Sequential | Enter the sequence of the documents that will be imported. |
| Attributes |
The title of the column must be the ID # of the attribute associated with the category in which the document will be created. Then, enter the desired value in the corresponding cells. If this is a multivalued attribute, use the ; (semicolon) separator to enter more than one value for it. If the semicolon (;) character is used in the attribute value, use the Separator column described below to enter the separator that will be used in the attribute values. Add as many columns as necessary for the number of attributes. |
| Separator |
This column must only be filled out if you wish to use a different separator. Comma is for the multivalued attribute values, and semicolon is for the electronic file values and keywords; if you wish to use other characters, enter a character or character sequence that will not exist in the values that will be entered. For example: # $ % etc. If you do not fill out this column, the comma and the semicolon will be used as described above. |
| Responsible for the document | Enter the ID of the user who will be responsible for the documents being created. |
| Type |
This column is optional and should be used to import a revision to a document that already exists. Enter the following values to perform the operations below: 1. The system will check if there is a document with an entered ID #. In case it finds one, it will issue an error alert and will not create the document. 2. The system will verify if there is a document with an entered ID #. In case it finds one, it will create a revision for it. If it does not find one, the system will issue an error alert and will not register neither create the revision of the document. 3. The system will perform the usual verification from steps 1 and 2, creating a revision for the document if it finds one. If the system does not find any document with an entered ID #, it will create one. 4. The system will verify if there already is a document with the entered ID #. In case it finds one, it will edit its data. The ID #, category, revision ID #, and validity date of the document will be edited. It will not be possible to add, delete, or edit electronic files. It will also not be possible to edit or delete the participants of ISO9000-based revision steps, only to add them in documents without an associated revision route. The fields you do not wish to edit in the document must be kept blank in the spreadsheet (except for the validity date, which must always be entered). If the document does not exist or the entered revision is not current, the system will issue an error alert and will not perform the import. |
| Validity | Enter the date until which the documents being created will be valid. To do that, it is necessary that the default time for the validity associated with the previously entered category is variable. Otherwise, the system will issue an error alert and will not perform the import. It is possible to configure the default validity period in the Control tab of the category data screen. |
| Where used | Enter the ID # of a document already registered in the system, whose structure will be composed by the documents to be created. If the system does not find any document with this ID #, the import will not be performed. |
| Draft | The fields in this column must only be filled out if, in the document category, it is defined that the revision process will be "ISO9000 based", the route type is "Variable", and no revision route is entered in the respective field. Enter the user ID of the participants of the revision draft step in the documents being created, the deadline for executing the step, and if the step has already been executed, enter value 1. Otherwise, do not enter any values. Use the ";" (semicolon) separator to separate the information. If the draft step has more than one participant, they must be separated by "|" (vertical bar). For example: USER001;26/06/2019|USER002;26/06/2019;1 (user 01 has not executed the revision step and the deadline is June 26th, 2019, and user 02 has already executed the step, which is why the value 1 was informed). Note that all entered participants will have the revision sequence equal to 1. |
| Review | The fields in this column must only be filled out if, in the document category, it is defined that the revision process will be "ISO9000 based", the route type is "Variable", and no revision route is entered in the respective field. Enter the user ID of the participants of the revision review step in the documents being entered, the deadline for executing the step, and if the step has already been executed, enter value 1. Use the ";" (semicolon) separator to separate the information. If the draft step has more than one participant, they must be separated by "|" (vertical bar). For example: USER001;26/06/2019|USER002;26/06/2019;1 (user 01 has not executed the revision step and the deadline is June 26th, 2019, and user 02 has already executed the step, which is why the value 1 was informed). Note that all entered participants will have the revision sequence equal to 1. |
| Approval | The fields in this column must only be filled out if, in the document category, it is defined that the revision process will be "ISO9000 based", the route type is "Variable", and no revision route is entered in the respective field. Enter the user ID of the participants of the approval step of the revision of the documents being entered, the deadline for executing the step, and if the step has already been executed, enter value 1. Otherwise, do not enter any values. Use the ";" (semicolon) separator to separate the information. If the draft step has more than one participant, they must be separated by "|" (vertical bar). For example: USER001;26/06/2019|USER002;26/06/2019;1 (user 01 has not executed the revision step and the deadline is June 26th, 2019, and user 02 has already executed the step, which is why the value 1 was informed). Note that all entered participants will have the revision sequence equal to 1. |
| Release | The fields in this column must only be filled out if, in the document category, it is defined that the revision process will be "ISO9000 based", the route type is "Variable", and no revision route is entered in the respective field. Enter the user ID of the participants of the approval step of the revision of the documents being entered, the deadline for executing the step, and if the step has already been executed, enter value 1. Otherwise, do not enter any values. Use the ";" (semicolon) separator to separate the information. If the draft step has more than one participant, they must be separated by "|" (vertical bar). For example: USER001;26/06/2019|USER002;26/06/2019;1 (user 01 has not executed the revision step and the deadline is June 26th, 2019, and user 02 has already executed the step, which is why the value 1 was informed). Note that all entered participants will have the revision sequence equal to 1. |
| Repository |
This section must be created in the spreadsheet and filled out only if the Physical file control was defined in the document category. Thus, the document will be automatically archived in the first step configured in the physical file record retention schedule associated with the document category, without generating a task. Enter the physical path in the following way: storage place + . + repository ID #. For example: Storeroom.Cabinet 02.1 The document will not be created if:
|
7. Save the spreadsheet. The file can have any name, but its extension must be .xls. The import feature is not compatible with the .xlsx format and others.
- The column titles must have the same name of the fields displayed in the document data screen and must be in the same language as SoftExpert Suite at the moment of the import.
- If the column name is customized (SoftExpert Administration), the name of the column must be equal to the customized token.
When adding a revision:
- If the revision date is not entered, it will be added to the draft step.
- If the revision is added in progress, it will not be possible to enter the release date for the revision participants.
- If there are no participants entered in the spreadsheet, the system will use those entered in the previous revision.
Conclusion
The spreadsheet has been duly configured. It is now possible to import a revision or a document into the system.