Using The Autonomy Document Import Utility

This post is going to be a bit of a specialty post – I couldn’t find any good documentation on doing a bulk document import into our Filesite DMS. So I decided to document the process and fill in some of the gaps that were glossed over in the Admin and Resource Kit Documentation. Hopefully I can save you a good few hours of headache when trying to do a bulk document import within Filesite 😀

 

 

1.)  Login to your Autonomy DMS Server

2.)  Browse to your Autonomy Install Directory and Open Import.exe
—— C:\Program Files (x86)\Autonomy\WorkSite\Server\import.exe

Autonomy_Document_Import
3.) Select Import Document, and continue through the login process as shown…

Autonomy_Document_Import_Connect

4.) Now we are going to setup our Profile Import Template…

Autonomy_Document_Import_Template

  • %F – Sets full name without document extension
  • %U – Sets Author/Operator User as System account (dmadmin probably)
  • Type of File: Setting it to All will allow the import utility to automatically detect the Filetype. (There is no reason to select anything else)
  • DocType: In most installations this will dictate where the file will be Filed. Make sure this matches the destination folder in Filesite!

You can find all the available variables in the WorkSite Server Admin Guide.

5.) Next we want to click on the Security tab – and add all relevant Security groups and Users.
(This will vary depending on your DMS configuration)

Autonomy_Document_Import_Security

6.) When you have completed setting up your Document Profile, Go to:
—-Documents > Import

7.) You will then be greeted by the below Import Documents Window, Click Start to begin the Import Process.
Autonomy_Document_Import_Template_ImportNow8.) When the Process is complete, Click on View Log. We will want to grab the First Doc ID number shown in the log as we will need it later to Profile the Document.
(New jobs will be appended to the end of this log file)

Autonomy_AutoFiler_LogThe log file can also be accessed via – C:\Program Files (x86)\Autonomy\WorkSite\Server\import

9.) Now that the Documents have been imported – You should be able to search for them via their DocID #. By default The Import utility will simply file the imported documents into flatspace, So we will need to use second tool called Auto-filer so that each imported document is filed to the proper location!

Download the AutoFiler tool @ https://worksitesupport.interwoven.com/WorkSite

  • 8.5 – Download Software > Tools > Worksite Resource Kit 8.5
  • 9.0 – Download Software > Tools >iManage Worksite Document AutoFiler 9.0

 The Admin Guide says that you can run the tool from any PC that is able to access your DMS server, however in actual practice it would seem that certain functionality only works when running the Autofiler tool from the DMS server itself.  I will be using the 8.5 version of AutoFiler – so the process may differ slightly if you are running 9.0.


9.)
After you have installed the AutoFiler utility – Browse to:
All Programs > Autonomy > iManage Resource Kit > Auto Filer

10.) When you first run AutoFiler you will be prompted to login to your DMS server.

Autonomy_AutoFiler_Login
11.) Next we need to select Document Criteria to import, We want to specify the Starting DocID number we grabbed from our log file earlier – As well as set a “Refile if Newer than” date.

It is important to note that if you have your server configured to retain the creation date of the imported document rather than the date that the document is filed into filesite (this is a registry setting) – you will want to set this date to a time earlier than it’s original creation date! (When in doubt – set it a few years back!)

Autonomy_AutoFiler_Criteria
Note that the section entitled “Document Filing Options” is it’s own section, That is to say that it does not relate at all to the Data File section!

12.) Select the Criteria for which a workspace will be chosen to file the documents….

Autonomy_AutoFiler_WorkspaceSelection(These Fields may differ based on your Install!)

13.)  Determine how you want to handle Filing Options & Conflicts…

Autonomy_AutoFiler_FilingOptions
14.) At this point you have the option to run a validation scan -or- if you un-check the Validation scan option it will begin processing the documents immediately.

Autonomy_AutoFiler_ValidationScan
15.) After the AutoFiler is done processing your flatspace documents, you should be able to browse to filesite to verify that all the documents were imported correctly.

 

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