Import Template

Import Template

In the context of data migration or the appropriation of a new document management system, the creation of structures within the web interface can be a tedious task. In order to overcome this problem, the Constellio team created an import matrix in Excel format (.xls) to greatly speed up the process of entering information related to structures. In this article, we will see and explain the different components of the Excel file, as well as the best method to complete the import matrix. 

Record import is an option that allows you to import the taxonomy of virtual spaces, metadata related to document management tools (classification plan, retention schedule, and administrative units), folders, containers, and documents. 

1. Principle of the import template

1.1 Components in the Import Matrix

After opening the file in the previous section, you will be able to observe three distinct components: 

	Description field
1	Metadata labels	The first line of the Excel file represents the metadata name for each column. These labels are for informational purposes only, they are not considered when importing data.
2	Metadata Code	The second line of the file represents a string of characters (programming strings) associated with the metadata codes for each column.
3	Excel Tabs	The tabs inside the Excel document represent each structure to be imported into Constellio. The tab names represent the metadata codes of the structures in the Constellio code.

1.2 Template Tabs

Each tab in the template represents the types of records that can be imported into Constellio. These tabs represent the metadata schemas of the records to be imported. To learn more about metadata schemas, we recommend reading the article, "Metada schemas." It is important not to change the names of the tabs in the Excel document or the programming stings on line no.2, as there are mechanics for reading the contents of the Excel file, as long as you do not alter the programming elements.

1.3 Import the template into Constellio

After completing the file of your choice, follow these steps. Information about each type of import can be found below.

1. Once the file has been completed, you need to enter Constellio. Click on "Administration" in the navigation menu;
2. Click on "Import Records";
3. Decide whether the import should be done in a strict or permissive manner. The strict way only allows you to import the entire file if everything is compliant. Whereas, permissive import allows as much record to be imported as possible. Erroneous items will not be imported;
4. Click on browse to choose the file and then on "Start Import." After processing, a message will be displayed indicating that the operation was completed successfully and the folders are created. 

1.4 Example of custom metadata additions

Here are the steps to follow if you want to incorporate a new custom metadata from your Constellio environment into your Excel template. The metadata must be existing in the collection to successfully import the template.

1. View metadata schemas;
2. In the type of your choice, consult the metadata;
3. Write down: the name of the metadata, its code and its type;
4. In the Excel template, add the metadata label in the first line;
5. In the second line, enter your code. After the code, you need to designate how to fill in the field. The information to be entered in this step depends on the type of metadata. You can refer to the article "Import template header configurations" for more information. 
6. Enter the values as expected.

2. Import Hierarchical Structures

Three structures are mandatory to properly operate Constellio's document management module: the classification plan, the retention schedule and the administrative units.

2.1 Classification Plan

To import the classification plan, here is the metadata to be filled in the template.

Metadata Code	Field Name	Type	Description
id	ID	Obligatory	A unique system identifier to identify the new entry in the classification plan structure.
code	Code	Obligatory	Code associated with the topic (Coding).
parentCode	Parent Code	Cisconstantial	Allows you to link one topic to another topic that is hierarchically higher based on the code of the parent field.
title	Title	Obligatory	Allows you to enter the name of the topic.
description	Description	Optional	Allows you to add a description.
keywords	Keywords (separator=;)	Optional	Allows you to add one of the keywords, if necessary.
retentionRules	Retention rules (separator=;)	Circumstantial	Allows you to bind one or more retention rules to a topic based on the retention rule code.
deactivate	Disabled	Optional	Allows you to deactivate the topic, which allows you to keep what is already associated with it, but blocks the addition of new folders associated with the topic. Values to be entered: - "True" if the topic is disabled -"False" if the heading is not.
Abbreviation	Abbreviation	Optional	Identifies an alternative, shorter name for the classification plan topic.

2.2 Administrative Units

To import the administrative units, here is the metadata to be filled in the template.

Metadata Code	Field Name	Type	Description
id	ID	Obligatory	A unique system identifier for identifying the new entry in the structure of administrative units.
code	Code	Obligatory	Code associated with the administrative unit (Codification).
parentCode	Parent Code	Circumstantial	Allows you to link one unit to another one hierarchically higher based on the code in the parent field.
title	Title	Obligatory	Allows you to name the administrative unit.
description	Description	Optional	Allows you to add a description to the unit, if needed.
decommissioningMonth	Month of disposition	Optional	Allows you to select, for information only, the month of disposition of the administrative unit.
Address	Address	Optional	Allows you to specify the address of the administrative unit.
Abbreviation	Abbreviation	Optional	Identify another shorter name for the administrative unit.
deactivated	Disabled	Optional	Allows you to deactivate the unit, which allows you to keep what is already associated with it, but blocks the addition of new folders associated with the unit. Values to be entered: - "True" if the unit is disabled -"False" if the unit is not.

2.3 Retention Schedule

To import the retention schedule, here is the metadata to fill in the template.

Metadata about the retention rule

Example of a value to enter

Metadata for the Retention Period Table

2.4 Uniform subdivisions

To import the uniform subdivisions, here is the metadata to be filled in the template. Uniform subdivisions must be entered in the "uniformSubdivision" tab. 

3. Import virtual spaces

The import of the taxonomy present in virtual spaces is done in Import Records. 

The Excel file (ImportTaxoEspVirtEspVirt.xls) allows you to create the taxonomy inside one or more virtual space. 

1. Create the taxonomy in the Excel file with the following columns: 

1. To determine in which virtual space the taxonomy should be created, name the sheet with the code of the space prefixed with the term taxo and having the sequence Type as its sequence .
   Example: In this example, the name of the sheet is: taxo362Type.
   Step to get the code for a virtual space that has already been created

   1. Access Constellio's "Administration";
   2. Click on "Virtual Spaces";
   3. Click on "Display" the virtual space you want to retrieve the code;
   4. In the address bar of the browser, retrieve the last digits of the address.
2. Once the file has been completed, it must be uploaded to Constellio to create taxonomies in virtual spaces. To do this, access the Constellio Administration;
3. Click on "Import Records";
4. Decide whether the import should be done in a strict or permissive manner. The strict way only allows you to import the entire file if everything is compliant. Whereas permissive import allows you to import as many records (therefore, users) as possible. Erroneous items will not be imported;
5. Click on browse to choose the file and then on "Start Import." After processing, a message will be displayed indicating that the operation has completed successfully and the taxonomies of the virtual spaces are created.

4. Import Folders

To import your folders, here is the metadata to fill in the template. The Excel file will allow you to import folders into Constellio, but not electronic documents. 

Here is the Excel template for importing folders: 

For fields that refer to another record (parent folder, category, administrative unit), the link is done by the default ID, but it is also possible to specify the metadata you want to use, pattern=[metadata] in the header.

For example, to use the metadata code to the parent folder field (parentFolder), the header would be set as follows: 

• parentFolder
• pattern=code

---

5. Import containers

To import your contents, here is the metadata to fill in the template. The information on the containers to be imported must be entered in a spreadsheet with the title "containerRecord". 

Here is the Excel template for importing containers: 

6. Import documents

To import the card of your documents, here is the metadata to fill in the template. 

Here is the Excel template for importing document cards:

7. Import Value Domains

To import items from a value domain, here is the metadata to fill in the template.

1. You must have created your value domain in Constellio;
2. Put the code of the value domain in the template tab;
   Value Domain Code

   To get the code of the value domain, look at your domain and take the information from the URL. 
3. Fill in the information to create the value domain;
4. Import into Constellio.