If you are moving from a different system to iTWOcx 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.
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Download the
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Excel Template
1. In the Project toolbar click on the Cog icon
2. Click on Utilities
3. Click on Import to Publication Space
4. Click on Download Excel Template
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The Excel
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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 easily fill out the template using other excel tools ( Data validation for example)
The required fields will also be highlighted with a red Astrix.
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Filling in the
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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 code
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It is recommended that you use the iTWOcx excel template for your imports.However, if you have a custom excel file with your data filled in already iTWOcx can match those columns to the user fields configured on your project. See how to do this below. |
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Uploading the Excel
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File Wizard
After all the data has been filled in on the excel file
1. Click on Select files
2. Select your excel file
3. Click Next
You will now be taken to the Import Utility Wizard
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Column Matching
If you uploaded a custom excel file with Columns that did 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 on your excel file that iTWOcx could not match with a column already in the 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 iTWOcx
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
If there are columns in your excel that you need to import that does not have a valid column to match to in iTWOcx, you will need create these columns as user fields first before restarting the import.
Once all the Column matching is done. Click Next
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Excel Errors
This tab will show you any errors that you may have on your excel file. Validation is performed on Mandatory values that are missing
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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.
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| Please note that you will need to go to start of the important by clicking Back and then upload the updated excel file to proceed. |
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User Fields
This tab will display any user field options that did not match with the values for that userfield that already exist on iTWOcx.
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
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Folders
This tab will display any folder locations listed on your excel imports 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
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Attachments
On this tab is where you upload the actual files that are listed in your excel file in the filename column
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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 - in the filename column , or attachments that are completely missing (not uploaded)
To proceed you have a few 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 to
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Transmittal Fields
The final step in the wizard will be 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.
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Summary
Once the import has finished a Summary of the import results will be displayed here.