Batch Import

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Why Batch Import?

DocStar provides file capture capabilities such as scanning and importing for day-to-day operations of the average user. However, you may find yourself in situations where you need something more powerful.

For example:

• You may have a multifunction peripheral (aka MFP) or a network scanner out on the floor that all employees use to make copies and scans of files and you’d like to utilize this device for DocStar.

• You have a file repository on a hard drive or network share and want to import all of those files.

• You may receive data, in bulk, from headquarters or from a third party on a routine basis.

DocStar’s Batch Import features can be used in all of these situations to import large quantities of files into your site.

 Batch Import Type: Directory

This type of import (Directory) is a great “all-purpose” import and is used regularly.  A folder is created on a user’s PC (or somewhere on the network that users can access).  When files are placed in the folder, Batch Import “sweeps” them out of the folder and imports it into DocStar.

This type of import is also known as a “drop folder” or a “sweep folder” and is commonly used with MFPs (multifunctional peripherals) and network scanners as these devices can be configured to store resulting scans to a network location.  In preparation, you only need to share out the designated folder and configure the device to store files to this location.  If you are unsure of how to do this, consult your IT professional or the device manufacturer.

Note that this type of import isn’t only for network devices.  Directory Batch Imports are also great for files that are already in digital format. Files such as downloaded PDFs, WORD files, spreadsheets, etc can all be saved to an import directory and imported into DocStar via Batch Import.

HowTo: Configure Batch Import Type – Directory

 Batch Import Type: CSV (aka Flat file)

You may encounter situations where you have a batch of files and a single, master index file for the batch.  These situations are often encountered when data has been exported out of another application.  It may be that a customer, vendor, client or headquarters could have exported a large group of documents from their system and have sent them to you for your system.

When you encounter situations like this, a CSV import should do the trick.

HowTo: Configure Batch Import Type – CSV

 Batch Import Type: XML

An XML import is similar to a CSV import.  In this case, the documents to be imported are accompanied with an XML file containing index information.  XML files are commonly created by the device that created the scan or from an export from another application.

HowTo: Configure Batch Import Type – XML

 Batch Import Type: Email

Email batch import provides a convenient way to bring emails and their attachments over to DocStar.

HowTo: Configure Batch Import Type – Email

 

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