Importing from Disc or Server – Importing from Folders

To eDocumentation, you can import all types of files from different locations. One of the types of importing is importing locally stored e-documents on your computer, or e-documents from folders on the company server.

The program checks which documents have not yet been imported and imports and classifies them via the exchange mailbox and the preprepared eWorkflow.

This chapter presents a case of importing a file from a local folder to eDocumentation.

WARNING To use the eDocumentation service, the service must first be activated and its settings must be defined.

CASE SUMMARY In the sales department, the student is acquiring GDPR consents from customers. The acquired and filled forms are then scanned by the student and saved to a local folder. The person responsible imports the forms to eDocumentation from the local folder. This is done as follows: Importing the Import from Folders eWorkflow Creating the Import from Folders mailbox and required settings Importing documents from folders Reviewing imported documents

1. Importing the Import from Folders eWorkflow

Importing a document from folders on your computer is navigated by an eWorkflow.

The person responsible must:

Import the preprepared eWorkflow: Import from folders. The eWorkflow is transferred via Web Service to the register.

WARNING Importing the Import from Folders eWorkflow is a one-time process. When the eWorkflow is transferred to register via Web Service, you do not have to transfer it again. You can skip this step.

2. Creating the Import from Folders mailbox and required settings

Exchanging documents from local folders to eDocumentation runs through a suitable mailbox.

Then, the person responsible must create an Import from Folders mailbox for GDPR and define its required settings.

• Name: Import from Folders GDPR (the custom name of your mailbox for importing GDPR permissions)
• Classification: 064 – Protection of personal data, sensitive data, business and tax secrets
• Subject: Tecta Plc.
• Settings – Operations (the path from where the documents will be taken on your computer and where they will be put)

This defines the path for importing documents the Import from Folders eWorkflow is going to navigate.

HINT You can create a custom number of mailboxes for importing from folders. Through them, specific documents from different folders on the server or computer can be imported and correctly classified.

WARNING Creating the Import from Folders mailbox and defining its settings is a one-time process. When the mailbox is created, you do not have to do it again, and you can skip this step.

3. Importing documents from folders

Then, the person responsible starts importing filled GDPR permission forms. This is done by using the preprepared Import from Folders eWorkflow.

This is done by selecting the form Documents from the menu Settings | Documentation | Documents and clicks the (Import/Export Data) in the toolbar.

From the drop-down menu, the person responsible selects Import from Folders.

The program shows data about the number of received documents. In this case: "New documents: 3."

The person responsible clicks the Ok button and reviews the received documents in the Import from Folders mailbox.

4. Reviewing imported documents

Lastly, the person responsible wants to review the list of received documents from the local folder to eDocumentation.

The person responsible filters the list of documents by mailbox: Import from Folders GDPR (as seen in the image below). By doing this, the display is limited to the documents from the mailbox.

The detailed procedure of additional filtering and sorting of the list of documents is described in the chapter Searching in Documentation.