Video - InEight Document Enhanced - Bulk Uploading with XL Upload

TRANSCRIPT

Welcome to InEight document.

This video demonstrates how to upload documents using Excel upload.

First download and install Excel upload via the Help menu.

Once installed, open it using the shortcut on your desktop. The Excel spreadsheet appears with the required headings and the Excel upload menu up here.

If you are using Excel upload for the first time the project details need to be entered by clicking here.

Next, enter your InEight document login details.

Now, add the files to be uploaded.

Notice the file and folder names are populated automatically.

Full details like document number and title can be added manually. If using auto numbering, enter auto one, auto two et cetera in the document column like this.

Once the document numbers have been entered, click get document details.

This looks up the project metadata fields and imports them into the sheet.

In this case, an arrow will show that the document does not exist in the register.

This is OK. As it's the first time these documents are being uploaded. What this means though, is that now when you go to the revisional status columns there's a dropdown list with project options to select the right values for your project.

If you were still waiting on some files and you need to create placeholder documents for them, you can still use Excel upload to create placeholder documents. On a new row, add all the metadata against all mandatory columns in the register as before. The only difference here, is that a view file has not been added so the document will be uploaded to InEight document as a placeholder.

Click here to validate the documents.

Any errors will be shown in red on the right hand side.

These need to be resolved before validating again.

Validating documents in this manner, helps to ensure that documents are not rejected.

Finally, click here to upload. Here are the documents uploaded into InEight documents register.

You can see the file formats here.

This is the placeholder document with no files yet attached.

Next I'll demonstrate how to upload new revisions of documents.

First, click here to choose documents to upload.

Notice how this time, the document number, revision, status, and category fields have been extracted from the file names automatically. You can set this up before uploading documents from the defaults window.

Just define the file name formats to match your file naming convention like this.

Next, I click Get document details.

Again, this populates the remaining fields based on what has been uploaded previously into the document register. Now, the other metadata has also been populated if I want to upload multiple file formats against a single document.

I just add the extra files with different file formats.

Then ensure the metadata is still the same for all rows.

As a final step, always validate the documents before uploading.

Here are the documents uploaded into the document register.

As you can see, here the new revisions and the multiple file formats of one of the documents.

Well, that's how to use Excel upload. Thanks for watching.