One Time Document Upload

Modified on Wed, Feb 28 at 2:06 PM

There is a One Time Importer feature in Doc Mgmt. If you create a zip file that contains student files, you can import that file via Doc Mgmt>Importer>One Time Upload.

This tool will import the student documents inside the selected zip file.

The name of each file (such as a PDF) in the zip must be a student ID. For example, if you want a PDF to uploaded to student ID 12345, you need to code the file as 12345.pdf.

NOTE: we do have an additional option here as needed - "Ignore non-numeric numeric values in file name when determining student id: (e.g. 1234JohnDoe becomes 1234)."

Only use if document are NOT titled using importer's standard naming convention. If your documents are title using the importer's standard naming convention (e.g. 123456[Welcome Letter].pdf or 123456-2.pdf) then you do not need to use this option. This would only need to be used if document titles contained unwanted additional characters that you need stripped away.

The zip file itself must be named a valid document type. For example, if you want to upload files for a Doc Type coded as MED, you need to code the zip file as MED.zip.

Importing Student Files

There are several ways that documents can be imported into Genesis

Placing a file in the appropriate sub directory will import the file as that document type.

For example c:\import\MED\123456-1[Test].doc

There are a 4 different ways the file can be named:

Filename Layout	Example Filename	Notes
studentid.ext	123456.pdf	123456 is the studentid; and the document is a PDF.
studentid-ignore.ext	123456-1.pdf 123456-2.pdf	123456 is the studentid; and the document is a PDF. Anything after the - is ignored. This is useful when uploading multiple documents for the same student at the same time.
studentid[title].ext	123456[Welcome Letter].pdf	123456 is the studentid; and the document is a PDF. The text in the [] will be set to the text1 field of the document.
studentid-ignore[title].ext	123456-1[Welcome Letter].pdf	123456 is the studentid; and the document is a PDF. The text in the [] will be set to the text1 field of the document. Anything after the - is ignored. This is useful when uploading multiple documents for the same student at the same time.

ZIP Files containing Student Documents

A zip file containing documents named as above can be placed in the specified directory; where the filename is a document type.zip.

For example; a zip file containing a 123456.pdf, 123457[Hello World].doc could be placed in c:\import\MED.zip.

The documents in that zip file would be imported as MED documents into the appropriate student's folder.

Unrecognized Student Documents

If the imported is unable to find a student to match the imported document, the file and ID will be noted in the error log and the file will be renamed to a ".error" file.

So if file 123.pdf is found, and 123 is not a valid student id in Genesis then the file will remain in the import directory with a file name of 123.pdf.error.