This article introduces an easy way to quickly import large amount of documents to DocCare.
After you have installed DocCare, the system is 'empty'. There are no enterprise document resources in the system.
You can take the following 5 steps to quickly build your document management system with company document resources.
If you have already had a large amount of documents, you'd better do a initial categorization on your local computer.
We recommend you create a folder for each department and classify the documents and folders by department.
Then, you can use compress tools such as WinZIP, WinRAR, 7-Zip to compress the folders and documents in a .zip format compressed file. See figure below:
Enter [Resources] from the menu bar. Click on a tree node on the left pane to which the ZIP file will be imported.
Then select [Import from Local Zip File] from the drop down list on the right pane. See figure below:
Click button [Upload z ZIP File], select the ZIP file you just created in Step 1 then click button [OK] to upload it. See figure below:
After the ZIP file is uploaded to DocCare, you can click on button [Start Import] to import the folder structure and documents in the ZIP file.See figure below:
DocCare will generate a report for the import operation. The report lists the folders and documents which are imported in DocCare. See figure below:
Enter [Organizations] from the menu bar. Click on a department node on the left pane. Then click button [New Dept.] on the right pane. Now you can input the information of the new department you want to create. See figure below:
Then you can click on the link [Select] next to the field [Root Folder]. DocCare will pop up a new window for you to select a folder as the root folder for this department.
You can select a folder you just imported in Step 2 and click button [Done]. You will see the field [Root Folder] now show the folder name you selected. If you don't select an existing folder, DocCare will create a new root folder for this department.
Finally, click button [Submit] to create the department.
A CSV file is a comma separated text file. Each line is a user's account info.
You can use text editor, MS Excel, Apple Numbers to edit the CSV file. See figure below:
The CSV file must contain a header line. The header must contain at least three fields, 'UserAccount', 'Email' and 'Password'. Or the CSV file will be regard as invalid.
You can also add the following fields to the CSV file, 'UserName', 'UploadSize' and 'SpaceSize'. 'UploadSize' defines the max size of a single file the user can upload. 'SpaceSize' defines the size of personal space the user can store private documents. They are both in KB.
After you have composed the CSV file, you can click button [Import user from CSV file] in the Department Info page.
Then you can click button [Upload CSV File] to open a dialog to upload the CSV file you just created.
When the uploading is completed, you will see the page similar as below:
DocCare will parse the CSV file you just uploaded and list first 5 user accounts for you to check field mapping.
In this page, you can change the destination department and user group the users will be imported.
Finally, click on button [Start Import] to import the user accounts.
The import operation will be a background job. You can take a look at the report when the job finishes. See figure below:
If the user account or email is existed in DocCare, DocCare will skip this user when importing.
When the import work is done, you can see the members in the destination department or user group. See figure below:
