Self Help - Mass Import Documents


You can create a Self Help project quickly, in one go, by performing a mass import of different types of documents, e.g. DOC, PDF, PPT, XLS or images. You can then copy the content of the project to an existing customer project via the Studio Edit mode.

  • You perform the import using the Quick Start tool found in the Studio installation folder.
  • 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.

Example

Import a project organized in folders and subfolders to Self Help. Each subfolder contains:

  • Two Word files: [a] Example….docx; [b] Example….docx
  • One image file: Index.png

==> Import using the Quick Start tool:

  • The structure of the new Self Help project will automatically be created in the Studio Edit mode. This structure will be identical to the tree structure of folders and subfolders in the file explorer.
  • Word and image files will automatically be imported to each subfolder.
    • One procedure is created for each imported Word file.
    • Images are imported as resources.
       
Structure of the project in the file explorer Structure in the Studio Edit mode
Example - Project to import.png Example - Project imported.png

Notes

  • You cannot publish a Self Help project that is created from a document import.
  • The import is performed via the generation of a Self Help archive that should then be imported to the Studio Edit mode. Open url.png See the procedure.
  • Each Word file is imported to the Studio in the same folder or subfolder as in the original tree structure.
  • 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

  • Create a shortcut to the EVSelfHelpMassImport.exe executable found in the Studio installation folder so that you can run the Quick Start tool easily from the desktop.
  • Insert page breaks in your Word files to create steps automatically in Self Help procedures.

Screen description

Source folder: In the file explorer, this is the name of the folder containing the documents to be imported.

  • The folder name is also used to name the Self Help archive.

Destination: In the file explorer, this is the name of the folder where the Self Help archive and all of the files required for the new Self Help project will be generated.

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

Step 1: Run the Quick Start tool.

1. Go to the Studio installation folder. By default, it is Programs/EVSelfHelp Studio.

2. Run EVSelfHelpMassImport.exe.

Step 2: Create a Self Help archive.

1. In the file explorer, click Browse black points icon.png next to the Source folder field to select the folder containing the documents you want to import.

2. In the file explorer, click Browse black points icon.png next to the Destination field to select the folder where the Self Help archive should be generated.

3. Click Generate.

  • The destination folder will be created in the file explorer. It contains all of the files required for the new Self Help project.
  • The Self Help archive will have the same name as the source folder. It will be created in the result subfolder of the destination folder.

Step 3: Import the Self Help archive to the Studio Edit mode.

1. Go to the Studio Edit mode and select the domain associated with the new Self Help project.

2. Right-click in the Explorer pane and select Import.

3. Select the Self Help archive that was generated in the result subfolder of the destination folder.

4. Click Generate.

  • A new folder with the name of the Self Help archive will be created.
  •  The tree structure of the new Self Help project will be identical to the one in the source folder in the file explorer.
  • Word files will be imported as procedures containing Page steps.
  • The other files will be imported as resources.

5. Make the required modifications to the new Self Help project, i.e. tree structure, location of resources, procedures reused, etc.

Step 4: Copy the Self Help project to an existing customer project.

1. Copy the content of the Self Help project and paste it in your customer project.
All of the content will be added to your customer project.

2. (optional) Move the resources and procedures to the tree structure of your customer project.

Step 5: Test and publish the customer project containing the new procedures.

1. Test the new procedures. Open url.png See the procedure.

2. Define access rights for the writers and users of the new procedures. Open url.png See the procedure.

3. Publish the customer project.
The new procedures initially imported as Word documents will be available in the customer project.

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Last modified by Unknown User on 2019/12/10 17:33
Created by Administrator XWiki on 2019/12/10 17:24

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