Importing Documents

A Super User or an Administrator can import Documents to Folio. The import feature allows you to import new Documents or update existing Documents. You can import all 3 Document Types in one import file.

Importing Documents

1. Click on the Admin Gear Wheel and then on Import

1. Click on Documents and then on the Download Import Template button
2. Select the New Documents Import Template if you are importing New Documents or the Existing Documents Import Template if you are updating Existing Documents. You will download a CSV file which you need to populate. 
3. Once the CSV file is ready to import to Folio, Click on the Upload Data button and then select the New Documents Import Template or the Existing Documents Import Template depending on the type of import. 

Importing Documents Attachments

You will need to do the following when importing Uploaded Documents: 

1. First import all the Document Attachments using the Attachment Uploader 
2. In the Document Attachment field in the CSV file enter the filename of the Document so that the Document can be mapped to the Attachments that have been uploaded to the Attachment Uploader.

Importing Composed Documents

If your Composed Documents have Header Images, these can be imported too. To Import the Header Images of Composed Documents you will need to do the following: 

1. First import all the Header Images via the Attachment Uploader
2. In the Header Image field in the CSV file enter the filename of the Header Image so that the Document can be mapped to the Attachments that have been uploaded to the Attachment Uploader.

Importing Documents Publishing Approvers

To import publishing approvers for new documents,in the import file New Documents Import Template add the name of the users under the Publishing Approvers column.
 

Please Note: The order of users in the Publishing Approvers column is crucial. The sequence in which users are entered determines the approval order for publishing the document. In above example for the Leave_policy.doc the order of approval will be:
 

1. Steve Wood
    
2. Pat Andrews
    
3. Kate Elbert
    

Rules for Importing Publishing Approvers for New Documents

• New documents uploaded with the publishing approvers and status Draft will be created as drafts and will not be automatically submitted to the approvers for their approval.
• New documents uploaded with the publishing approvers and status Active will be created as drafts and will be automatically submitted to the approvers for their approval.
• The sequence of approvers will be in the order in which they are added under the Publishing Approvers column.

Importing Publishing Approvers for Existing Documents

To import publishing approvers for existing documents, in the import file Existing Documents Import Template add the name of the users under the Publishing Approvers column.

Rules for Importing Publishing Approvers for Existing Documents

• For existing documents without drafts or publishing approvers, new approvers will be added and applied when the document is next replaced or reviewed.
• For existing documents without drafts but with publishing approvers, new approvers will override the existing ones and will be applied when the document is next replaced or reviewed.
• For existing documents with drafts and no publishing approvers, new approvers will apply to both the draft and the document. However, the draft won't be auto-submitted for approval, allowing the owner or authorized users to submit it manually when it is ready.
• For existing documents with drafts and publishing approvers, new approvers will override the existing ones and when the draft is submitted for approval the new approvers will be applied.
• For existing documents with a draft that has publishing approval in progress. The existing approval request will be canceled, and new approvers will override the existing ones. Approval must be requested again with the updated approvers.

Document Import Rules 

Field Name	Description	Rules
Key	Document Key	Not Required for New Document Imports Used as the Unique identifier for Existing Documents Import.
Title	Document Title	Short Text
Document Type	Documents can either be Uploaded Documents, URL Documents or Composed Document.	Single Select The valid values are: Attachment URL  Composed
Person Responsible	This person is responsible for Document Reviews	User Names, comma separated
Document Category	Document Categories can be used to control Document access rights.	Single Select Must be a valid Document Category in Folio
Description	Document Description is Displayed on the Document Card	Long Text
Version	Document Version Numbers	Numeric Field (Can have decimals if that has been configured in Document Layouts) Blank - will automatically increment by 1.  Enter a Value
Author	Author of the Document	Short Text
Version Create Date	Date the Version was created	Date
Updates	Key Updates in the Version	Long Text
Review	Do you require a review or not?	No Review Review Required
First Review Date	This is the first date that the Document will need to be reviewed.	First Review Date must be a date in the future. It cannot be the current date or a date in the past. Date Format as defined in Admin section
Review Repeats	Review Recurrence Frequency	None  Daily / Weekly / Monthly / Quarterly / Six-monthly / Yearly
Repeat Every	Time period for review repetition. Applicable for all the repeat options above except quarterly and six monthly. E.g. Every 5 months; every 3 years	Blank: If Review Repeats is also blank follow organisational default, otherwise default to 1 Enter a number
Repeat By	Pattern of review repetition. Applicable only for reviews set to repeat Monthly, quarterly, or six-monthly. E.g. Reviews can be set to repeat on the same day of the week or the same day of the month	Day of the Month or Day of the Week If left blank, if Repeats is also blank follow organisational default, otherwise defaults to Day of the Month
Repeat On	Day of the week when review will be repeated.  Applicable only for reviews set to repeat Weekly E.g. Every Monday	Blank: If Repeats is also blank, follow organisational default, otherwise default to the day of the week of the due date Mon, Tue, Wed, Thu, Fri, Sat, Sun (Monday, Tuesday, and etc are also acceptable)
Review Repeat End Date	Date the Review Ends	Must be a date in the future. It cannot be the current date or a date in the past. Date Format as defined in Admin section
Remind after Repeat Type	How frequently the Person Responsible user will receive reminders after the Document Review is overdue	Weekly/ Monthly / Quarterly
Remind after Repeat on	The day that overdue reminders are repeated.	Mon, Tue, Wed, Thu, Fri, Sat, Sun (Monday, Tuesday, and etc are also acceptable)
Escalation Users		None User Names, comma separated Escalation User cannot be the Person Responsible Eg Kim Wilson, Tarun Philip
Escalation Grace Days		Blank: Follow organisational default A number
Publicly Accessible	Is the Document Publicly Accessible	Yes/No
URL	URL Document	Valid URL Required
Content	Content of Composed Documents	Long Text
Header Image	Header Image Composed Document	Filename of the Header Image uploaded using the Attachment Uploader
Footer	Footer of Composed Document	Long Text
Status	Document Status	Active Inactive  Draft (Only for Existing Documents)
Document Attachment	Uploaded Documents	Filename of Document Attachments that have been uploaded using the Attachment Uploader.
Tags		Tags can be entered comma separated, if it doesn't exist already it will be added as a new one.
Publishing Approvers	Document Approvers	Publishing Approvers can be entered as comma-separated values. Leave blank if there is no approval required to publish the document.
Related Documents	The Documents that this document is related to, separated by commas	A comma separated list of document keys that should be related to this document Eg DOC-1, POL-34, PROC-44
Relationship	The Relationship that the document has with the related document, separated by commas	The relationship type for each of the related documents listed above. The number of relationships should match the number of documents. The relationship types you can pick from are Parent of, Links to , Child of
Comment	The Comment allows you to add a description to the related, so for example you could comment on why the documents are related.	If you are linking multiple documents you have to comma separate the comments