If you are moving from a different system to iTWOcx iTWO cx or are in need of uploading a large number of documents to the Publication Space, the excel import utility can be used to achieve this goal.
Download the Excel Template
1. In the Project toolbar click on the Cog icon.
2. Click on Utilities.
3. Click on Import to Publication Space..PNG?version=1&modificationDate=1633388555093&cacheVersion=1&api=v2&width=559)
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4. Click on Download Excel Template.
The Excel Template
From June 2019, the excel template that is downloaded will be a dynamic one.
It excel sheet will have different tabs for the User Fields within the system along with their options so you can use them to Across the top of the template are the standard fields along with custom fields. Column A to I are the standard fields (refer here for how to edit standard fields), columns J onwards are custom fields (Refer here for how to create and edit custom fields).
Across the bottom are user field tabs that show the options available for that user field. Referring to these tabs ensures the correct options are entered. As the template is dynamic you can easily fill out the template using other excel tools ( Data validation for example)eg data validation.
The required fields will also be highlighted with a red Asterix*asterix.
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Fill in the Excel Template
Fill in the mandatory fields in the excel template.
Doc# - Document number.
Title - Title of the Document.
Rev - Revision of the Document.
Rev Date - Revision Date of the document.
Rev Status - Revision Status of the document.
File Path - Folder location of the Document on the publication space.
File Name - Document file name eg A101.pdf.
Type - Type of the Drawing.
Discipline - The Discipline the drawing belongs to.
Additionally, if you have other user fields you would like to populate add them as new columns by the userfield user field code.
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It is recommended that you use the iTWOcx iTWO cx excel template for your imports. However, if you have a custom excel file with your data filled in already iTWOcx iTWO cx can match those columns to the user fields configured on your project. See how to do this below. |
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Upload the Excel File Wizard
After all the data has been filled in on the excel filetemplate.
1. Choose whether you are importing new documents or updating existing documents.
2. Click on Select files.
23. Select your excel file.
34. Click Next.
You will now be taken to the 
The Import Utility Wizard will open.
Column Matching
If you uploaded a custom excel file with Columns that did do not match the Columns already configured on your project this step in the Wizard will let you match them together.
1. On the left side will be a list of all the column are the columns on your excel file that iTWOcx could do not match with a column the columns already in the iTWO cx Publication Space.
2. The right hand side will show a list of all available columns in the Publication Space that you can map to.
3. Simply make a selection by selecting them in the drop down.
4. Or choose Do not Map this field to not Map the excel column - please note this means the data in this column will not be uploaded to iTWOcxiTWO cx.
5. Columns already matched are not displayed in the selection.
6. You must make at least 1 selection per row to continue to the next step.
| Note |
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If there are columns in your excel |
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spreadsheet that do not match a valid column |
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in iTWO cx and you want them to upload, you |
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need to create these columns as user fields in iTWO cx first before restarting the import. |
7. Once all the Column matching is done. Click Next.
Excel Errors
This tab will show you any errors that you may have on your The errors page shows errors detected on the excel file. Validation is performed on Mandatory values that are missing.
Document
- Document Number
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- Rev
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- Rev Date
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- Rev Status
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- Folder Path
If any of this information is missing from one of your excel rows, it must be completed before you can proceed to the next step of the import
Missing data from the excel file needs to be completed prior to proceeding with the import process.
| Info |
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| Please note that you will need to go to start of the important import by clicking Back and then upload the updated excel file to proceed. |
User Fields
This tab will display any user field options that did do not match with the values options for that userfield that already exist on iTWOcxuser field on iTWO cx.
You will be required to map the unmatched user field value with one of the existing values OR if you have the rights to add new user field options you can select add options(Click herefor how to add options on the fly).
Folders
This tab will display any folder locations listed on your the excel imports file that are not currently in the publication space.
You will need to decide between 3 options.
Create these folders - this will create the folder for you and upload the documents to this location.
Do not create these folders - this will ignore the folder location on the excel file and upload the documents to the top level of the Publication space.
Select an existing folder - you are given the option to replace the folder location on the excel file with a folder that already exists in the Publication space.
Attachments
On this This tab is where you upload the actual files that are listed in your excel file in the filename column.
Attachments Errors
This tab will display a list of Document attachments (uploaded in the previous tab) that did not match the file names in the excel file - in the filename column, or attachments that are completely missing (not uploaded).
To proceed you have a few three options.
Match a document uploaded in the attachments tab to one of the file names in the excel.
Upload a new document against the correct row.
Upload a ZIP File to with the relevant documents and iTWO cx will try to match them for you.
Transmittal
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Field
The final step in the wizard will be is to complete any Transmittal fields that need to populated including fields, Rev status and any attachments that belong on the Transmittal.
Upload a ZIP File to with the relevant documents and iTWOcx will try to match them for you.
the Transmittal tab. This includes selecting required fields, the rev status and attaching any additional files required on the transmittal.
Summary
Once the import has finished a Summary of the import results will be displayed here.