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The Import Data & Documents is a feature normally reserved for power users, typically for bulk migration of records from a legacy system into GlobalSearch, or for restructuring an existing GlobalSearch database. To use the feature the IO extension must be enabled in the Extensions Manager interface on your client machine. The data can be imported from any delimited data file, such as a CSV, TXT, or LOG file.    

Note that Import Data & Docs requires View and Add permissions.

  1. Select an Archive and click More Options ().



  2. Click Import Data & Docs.

  3. In the Import Data & Docs dialog box that appears, enter the full path or click the Folder icon to browse to the CSV file in the CSV File text box.



  4. Specify the character used to separate fields in the CSV in the Field Delimiter text box. A comma is often used here, but inspect your specific data files for the correct delimiter.

  5. Specify the character used to separate strings in the CSV, in the String Delimiter text box. Quotation marks are often the default.

  6. If you have changed a delimiter value, click Load CSV Fields ().

  7. In Error File, enter or browse to the error log for the CSV file.

  8. In Map CSV Fields, select a value for the required Filepath field.

  9. Once the data file is loaded, a drop-down list shows each piece of data in the first row of the data file. Map the correct piece of data to the corresponding Archive Field. (Note that System Fields will populate automatically.)

  10. Optionally, enable CSV Contains Column Headers to assign the first row of the CSV file as column headers. 
    • If enabled, column headers will be used to map data in the columns to fields in GlobalSearch. If you do not use column headers, the order of fields in an Archive is extremely important. The data columns within the CSV file must be in the same order as the Fields to which you are importing. GlobalSearch will insert the data from the data file into the Fields in the order they exist in the Archive. This order may not be the same order that is displayed when you click on an Archive and view the data.

  11. Optionally, if you have permissions, enable Overwrite System Fields to overwrite current values in System Fields (except for the Date Last Modified and Last Modified by System Fields values, or Revisions-specific Fields, which cannot be updated by users).

  12. Click Import and the records will be added to the Archive.

  13. When the import is complete, an Extensions icon will appear on your bottom task bar. Click on it to display a pop-up message telling you how many documents successfully completed importing and how many documents failed.

  14. If a document fails, a new data file is automatically created and placed in the original source location. It is automatically named using the Error_OriginalDataFileName_32UniqueCharacterName.csv format and it will contain the data for the failed entries. You can open this file, fix your errors, and then run the file through the Import Data and Documents process again.


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