Who is this article for?

EQMS Document content managers.

Document module access is needed.

Batch uploads allow you to upload many documents to the system in a batch, thereby saving time and effort as you do not need to go through the full creation process for every document. This process is useful when implementing the system for the first time or when rolling the module out to additional departments of business functions.

Each Batch Upload will pass through a number of statuses before the Documents successfully transfer into the selected Document Type. These are as follows:

• Documents Uploaded: A Copy of the selected Documents has been transferred into the Batch Upload function. To continue with the Batch Upload select the Next button from the blue menu bar in the EQMS Batch Upload # screen
• Options Stored: The Documents ID’s have been created. To continue with the Batch Upload select the Next button from the blue menu bar in the EQMS Batch Upload # screen
• HTML Documents Scanned: HTML Documents within the Batch Upload have been identified. To continue with the Batch Upload select the Next button from the blue menu bar in the EQMS Batch Upload # screen
• Batch Upload Completed: The Documents are now under EQMS control. HTML documents may be in a Control Status of Graphics Required or URL Identification. These items will need supplying before the document(s) can be linked into the structure. The remaining Documents’ Control Status will already be Link to Structure.

Important: The Approval process is always bypassed when the Batch Upload is used to import controlled documents.

1. How to Create a Batch Upload

There are two ways to start a batch upload:

1. Open Document Manager.
2. Select the Documents tab and then click on Batch Upload.

OR

1. Go to the Navigation Structure.
2. Right click a node in the structure and select Batch Upload.

To perform the batch upload:

1. Click on New Batch Upload.

2. Choose the required Document Control Type from the dropdown list.
3. Complete the required fields.
4. Click File Upload.
5. Locate your documents.
6. Multi select them and click Open.

Notes:

• Documents can be multi-selected by holding the Ctrl key and clicking each on individually, or by clicking the first document, holding the Shift key and then clicking the last one.
• The status icon will turn green when your documents are ready for upload.
• Incorrect files can be removed from the batch using the Remove button.

7. Press Upload to begin the upload process.
8. You will then be prompted to manage document IDs. This can be done as:

• • Use CID value as ID. The CID is a unique sequential number the system applies to all uploaded Documents.
  • Extract ID from File Name. The ID will be taken from the names of the files in the upload batch.

9. Select your chosen method. 
10. If you select Extract ID from File Name then enter the length of the ID or specify the delimiter to be used.

For Example: If your document file names are in the format of SOP15189-Document Policy.docx then you can either select the ID length as 8 characters or you can specify a hyphen (-) as the delimitator. Both options will give you a document ID of SOP15189.

11. Follow the on screen instructions and assign your permissions to the documents.

2. Further Reading

• Creating a Controlled Document
• Creating a New Approval Path
• Updating Document Metadata