Self Help Desktop Studio - Folder Import


From: Self Help Autumn 2020 version onwards

Open url.png See Quick Start for Oxygen versions and earlier

The Folder import is used to import different types of documents, e.g. Word, PDF, PPT, XLS, images, etc. in one go to a new Self Help project.

  • The structure of the new Self Help project will be identical to the tree structure of folders and subfolders in the file explorer.
  • Word files are automatically imported as procedures. The other files will be imported as resources.
  • The Self Help project can be created as an individual project or it can be directly integrated in an existing project.

Example

Import a project organized in folders and subfolders to Self Help. Each subfolder contains two Word files ([a] Example….docx and [b] Example….docx) and an image file (Index.png).

Folder contents in the file explorer Folder import in the Desktop Studio
Example - Project to import.png Example - Project imported.png

Notes

  • The new Self Help project can be published immediately after the import.
  • If the folder import is canceled before the new Self Help project is generated:
    • The Self Help project will not be created.
    • The archive will be created on the workstation if the Save Archive option was selected.
  • When you import a Word file, a procedure containing a Page step will be created. Page breaks are used to generate the creation of new steps automatically.
A single page ==> One step Three page breaks ==> Three steps
Word document - One step.png Word document - Multiple steps.png

Best Practice

  • Insert page breaks in your Word files to create steps automatically in Self Help procedures.

Screens description

Access: File > Import > Folder

        Import from local folder - Step 1.png

Step 1

Source Folder: Name and path of the folder to be imported in the file explorer.

Save Archive: Used to indicate if an AAR archive should be generated for the new Self Help project (box is checked) or not (box is not checked). If the box is checked, the Archive Folder and Archive File Name fields will become active.

     If the Save Archive option is selected:

  • You must select the folder where the archive will be saved.
  • If you do not specify the Archive File Name field, the folder name to be imported will be used, e.g. the folder selected in the Source Folder field.
  • The format of the default archive name is as follows: <Archive name>-<Writer name>-<Creation date / hour>-<Writer login>.aar

    example archive folder = NewAppGlossary; <Writer name> = Smith

    • <Archive name> = Glossary  ==>  full name of the archive  = Glossary-Smith-20201118_190136-jsmith@easyvista.com
    • Unspecified <Archive name> ==>  full name of the archive = NewAppGlossary-Smith-20201118_190136-jsmith@easyvista.com
  • If the import is canceled in step 2, the archive will still be generated.
     

Create New Project: Used to indicate if the folder should be imported to a new Self Help project or if its contents should be added to the current Self Help project selected in the Explorer pane. If the box is checked, the field for entering the Self Help project name will become active.

  • If a new Self Help project is to be created, its default name will be the folder name displayed in the file explorer.

Step 2

Validation Status: Status in the content validation workflow to be applied to all imported objects, i.e. procedures and resources.

  • By default, the Draft status is applied. This corresponds to the Keep statuses value selected by default.
     

Note: The List of user metadata definitions and Force the import anyway fields that are displayed when content is to be imported to the current Self Help project are not available for use.

Procedure: How to perform the mass import of documents to Self Help

Step 1: Select the folder to be imported.

1. Open the Desktop Studio in edit mode.

2. Select File > Import > Folder in the menu.
The window for importing a folder will appear.

3. In the file explorer, select the folder containing the documents you want to import in the Source Folder field.

Step 2: Specify the parameters for the Folder import.

1. (optional) Specify the information for creating an AAR archive.

  • Select the Save Archive option.
  • In the file explorer, select the folder where the Self Help archive should be generated in the Archive Folder field.
  • (optional) Specify the archive name to generate the full name of the archive.
    Note: By default, the name of the archive folder will be used.

2. (optional) Specify the information required for importing content to a new Self Help project.
Note: By default, the folder will be imported to the current Self Help project selected in the Explorer pane.

  • Select the Destination: Create New Project option.
  • (optional) Enter the Self Help project name.
    Note: By default, the name of the folder in the file explorer will be used.

3. Click Generate.
Step 2 of the import will appear.
 

Step 3: Import the folder to Self Help.

1.Select the status in the content validation workflow to be applied to all imported objects, from the Validation Status drop-down list.

2. Click Import.

3. Check that the contents displayed correspond to the folder contents to be imported.

Note: You can click Cancel to cancel the folder import.

  • The folder will not be imported.
  • The AAR archive will be created if you selected the Save Archive option.

4. Click OK.

  • The folder contents imported to Self Help are identical to the folder in the file explorer.
    • The tree structure in the Explorer pane will be refreshed.
    • The folder will appear in the current Self Help project if the Create New Project box is not checked. Alternatively, it will appear in a new Self Help project if this box is checked.
  • Word files will be imported as procedures containing Page steps. The other files will be imported as resources.
  • The status of objects will be initialized to the status specified.
  • The AAR archive will be created if you selected the Save Archive option.
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Last modified by Unknown User on 2020/12/07 11:22
Created by Administrator XWiki on 2020/12/07 11:22

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