<< Click to Display Table of Contents >> Navigation:  Client Manual > Features > Importing and Exporting Documents > Importing Documents > Using "Import Docs"

Importing Documents Directly to a Folder  

You can import files or folders from local drives, network locations, or externally connected drives. When importing digital files, a copy of the selected file or folder is stored in Docsvault.

 

Steps to Import Documents
 

Open the 'Import Documents' Dialog Box
Use any of the following methods:

oFrom the File menu: Click on Import Docs.

oUsing the right-click menu: Right-click and select Import Docs.

oFrom the Toolbar: Click the  'Import Docs' icon.

 

Select the Destination Folder:
Choose the cabinet or folder in Docsvault Explorer where you want to store the imported documents.

 

Select Files or Folders to Import:
In the Import Documents dialog box:

oClick Add to select the files or folders from your system

oClick OK to proceed.

 

 

Import Dialog Box Overview

 

Left Section - Files and Folders List

Displays selected files and folders for import. This panel is automatically shown when multiple files are selected.

You can:

•Click Add to include more files/folders

•Click Remove to remove selected items

•Right-click a file to:

oRename file

oSplit PDF

oRemove file

 

Right Section - Document Preview

Displays preview of supported files such as PDFs and images.

•Toggle preview using the Preview button

•Use preview tools for zoom and navigation

 

 

Additional options
New Options menu next to preview icon.
 

•Save as Version of Existing Document
You can create a new version of an existing document directly during the import process. Use Save as Version of… to browse and select an existing document. The imported file is then added as a new version of the selected document.
 

•Copy Metadata from Existing Document
Use Copy Profile From to copy metadata from an existing document in Docsvault. The selected document’s profile and index values are automatically applied to the current file - saving time used to manually enter metadata again.

 

•Split PDFs During Import
Select Split PDFs to open the Split Pages dialog, where you can split PDF files during the import process, eliminating the need to split documents after import. You can choose one of the following options:
 

•At page: Split the PDF at a specified page number

•At every: Split the PDF after a defined number of pages
 

This feature is useful for separating multiple documents combined in a single PDF and profiling them individually during import.

 

 

Importing Files/Folders

 

Middle Section - Profile and Indexing

Assign profile and index values for categorization.
 

Filing Mode:

•Manual: Allows you to define searchable indexes for each document.  For more details,see Profile and Indexes section.

•Auto: Automatically classifies documents using predefined template rules based on index values.  For more information see, Filing Documents.
 

Quickly Access Profile Values

Save frequency used profile values as Favorites for quick selection:

•Click Add to Favorites link.

•Click Heart icon or press Alt+F to open Favorite & Recent dialog where you can apply favorites or recent entries - making re-entering repetitive index values easier.

•Select a Favourite/Recent entry and select Select or press Alt + S to apply the highlighted entry and close the dialog window.

•Press Alt + C to close the dialog without selecting.

 
If you want to apply same information to all selected files or folders, click on green tick icon.

 
DOCAI Capture add-on

•The DOCAI capture button allows you to extract data during import. This feature is currently available for PDF documents only.See DOCAI Add-on for more details.
 
 

Filename

Enter an appropriate filename.  

•Use the Filename Template icon to create standard naming patterns. For more details, see Filename Template.

•Press F4 to open a dropdown of recent/predefined filenames.

•Use the Find Panel above the list to quickly locate a filename

 

Description and Notes

Enter optional description and notes for reference.

 
Tagging

Assign document classification options:

•Document Status

•Sections (virtual folder tabs) See Creating Folder Sections for more details.

 

Workflow Integration

You can initiate a workflow during import.

 

Apply Profile and Section to Subfolders

To apply different profiles for folders:

 

•Select the folder

•Enter details

•Click Apply to Subfolders

 
Start Import

Click Import to begin importing your documents. By default, Docsvault preserves the original system created and modified date and time of files and folders during import. You can change this behavior from Tools > Options > Import.
 

Duplicate File Handling

When importing a document into a folder, if a file with the same name already exists, Docsvault presents the user with following options:

 

•Overwrite - Replaces the existing file with the new document

•New Version - Adds the new document as a version of the existing file

•Keep Both - Saves the new document with _x number appended to the name as a separate document

 

The Keep Both option allows multiple documents with the same name to be stored in the same folder, removing the need to rename files or use unique identifiers.

 

OCR (Optical Character Recognition)

If you import an image-only PDF, you can convert it into a searchable PDF using Docsvault’s built-in OCR module. See Working with PDF Documents for details.