bulk import content

Bulk Import Content

Learning Objectives

In this Job Aid, you will learn how to:

1 Bulk import content from your page 3 computer (Documentum users)

2 Stage content for bulk import page 14 (Non-Documentum users)

3 Bulk import staged content page 17 (Documentum Users)

Last updated: June 15, 2012

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Bulk Import Content Job Aid

Overview

Bulk import allows Documentum users to upload large files and folders to Documentum. Unlike browser imports that are uploaded in real time to Documentum, bulk imports first stream from your local computer to the Documentum SFTP server geographically closest to you. Then, Documentum handles the imports in the order in which they are received, creates jobs, moves the jobs into a queue management system, and notifies you when the bulk import is complete in the system. Bandwidth, location, size of job, and time of day will affect how quickly your bulk import job completes. Bulk jobs may take up to 24 hours to complete although smaller jobs may process sooner.

Bulk import also allows non-Documentum users to stage content to an external Documentum S/FTP server. Pearson users can then pick up this content from the external S/FTP server and continue the bulk import process into Documentum.

The maximum size for a bulk import job is 30 GB. When importing multiple files, the maximum allowable size for a single file is 8 GB.

Security InfoYou must have at least WRITE permission to bulk import content.

Quick TipThe Documentum SFTP server can communicate with both FTP and SFTP servers.

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1 Select a folder in the Navigation pane to bulk import content into.

2 Click the BULK TOOLS menu, and then select Import.

1 Bulk Import Content from Your Computer (Documentum Users)

For MacThe Bulk Import feature might not be fully functional if Safari’s pop-up blocker is activated. To deactivate, click the Safari menu in Safari, then uncheck Block Pop-Up Windows if a check mark appears next to it.

a

b

c

d

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3 The Import dialog box displays the Repository Location for the bulk import job.

a Type the name of your job in the Job Name text box.

b Select the folder type from the Folder Type drop-down menu.

c Select your business group from the Business Group drop-down menu.

NOTES• Your selection of a Business Group identifies the Business Group

Knowledge Manager as the owner of the content.• Your selection of a folder type identifies whether the content

was migrated from PAL (Legacy PAL-P Folder) or not (Common Folder).

d Click the button.

Quick Tips• Job Names do not

need to be unique.

• Adding your initials to a job name may help you locate it more easily on the Job Status screen.

• Characters Allowed in Job Names: a-z, A-Z, 0-9

• Special Characters Allowed in Job Names: ~ _ - . SPACE The Job Name should not begin with a SPACE, period, or hyphen. A maximum of 31 characters is recommended.

• Do not use any of the following illegal characters in Job Names: ! \ / : * ? “ < > | ? / \ | { } [ ] ” ’ ˝ „ “ ” ´ ’ ` , » « ˛ < , > * × ÷ = + μ ‡ † § ¶ ® © ¬ $ ¥ ¤ … £ ¢ ¯ * ˉ ° º ˘ ˆ & ^ % # @ ! ¡ ` • , & ¿ ¦ ±

More InfoRefer to the Documentum Object Types Quick Reference Guide to learn more about the different types of content in Documentum.

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4 The Open dialog box appears. Navigate to the content that you want to bulk import, select the content, and then click the button.

For PCClick the button.

Quick TipYou can select multiple files, instead of a folder, for bulk import. Click the first file, press Shift on your keyboard, and then select other files. When importing multiple files, the maximum allowable size for a single file is 8 GB.

NOTES• All files must have a file extension identifier prior to import.

For example, if you are importing an InDesign file, it must have the .indd file extension. The only period allowed in a file name will be as part of the file extension.

• File and folder names should not begin with a SPACE, period, or hyphen. A maximum of 31 characters is recommended.

6 The Job queued message appears. Click the button.

NOTE Should you log out of Documentum or lose your Internet connection before the upload of your content is complete, the bulk import process will resume at the point it left off once your Internet connection is restored.

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5 Paths to the selected files appear in the Import dialog box. Click the button.

Quick TipIf you close the Import dialog box before you click the Create Job button, you will have to select the bulk import content again.

Quick TipResource forks for Mac files will be preserved in Documentum during bulk import.

Quick TipYou can continue working in other areas of Documentum while your bulk import processes.

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7 The Job Process Component screen appears. At this point, you can close the screen and queue additional bulk import jobs by following steps 1–6 again. The Job Process Component screen will appear after each job is queued. However, you can get back to the Job Process Component screen at any time by clicking the BULK TOOLS menu and then selecting Start Job Process.

8 Click the X button to close the Import dialog box.

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9 To view or remove the jobs in your local queue, click the BULK TOOLS menu, and then select Local Queue Status.

10 The Local Queue Component screen appears. You can check the status of your job in the Status column. To refresh the jobs listed, click the

button. To remove a job from the list, select the job, and then click the button. Close the screen when you are finished.

NOTE You cannot delete a job once its status is In Progress.

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NOTE Bulk jobs may take up to 24 hours to complete although smaller jobs may process sooner.

11 To process your bulk job(s) at the Job Process Component screen, click the button. You will see messages for each job as it is uploading and then uncompressing.

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12 When your bulk import job completes, you will receive an Import Success email. Click the To review your content link.

NOTE If you logged out of Documentum, you will be required to log in again with your user name (domain/U42) and system password.

NOTE The Import Success email also contains statistics about the number of imported folders and files, as well as contact information if you need help.

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13 The content and the location you selected for bulk import appears. Verify the content folders and files as required.

14 Alternatively, to obtain the status of your bulk import job, click the BULK TOOLS menu, and then select Job Status.

NOTE Be sure that any content is deselected in the Content pane. If you have content selected, the Job Status option will be grayed out.

abc

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15 The Bulk Tools: Job Status screen appears. Filter Job Type, Job Status, and/or Duration from the drop-down menu options to narrow your results.

a Job Type drop-down options include: All, Import, Export, Template Download, Metadata Upload. All is the default.

b Job Status drop-down options include: All, Success, Partial Success, Failed, Queued, Canceled, and In Progress. All is the default.

c Duration drop-down options include: Last 24 Hours, Last 7 days, Last 30 days. Last 24 hours is the default.

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16 Click the button.

17 The Bulk Tools: Jobs Status screen refreshes and lists the jobs matching your request. Columns display for the Job ID, the Bulk Job Name, type, Start/Completion dates, the Requester, Status, Size, Action buttons, and Other. Locate your job’s status, and then navigate to the repository location to review your bulk import job.

a

bc

d

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Some bulk import workflows require a two-part process in which vendors without Documentum accounts stage content to an external Documentum FTP server. Then, their Pearson partners pick up and bulk import the content into Documentum.

1 Go to the external Documentum FTP server: http://dctmstg.pearson.com/dam/external/BulkImport.html

2 The Bulk content delivery page appears.

a Type a name for your import in the Job Name text box.

b Select the Repository into which you are importing.

c Select the Business Group you are importing for.

d Click the button.

2 Stage Content for Bulk Import (Non-Documentum Users)

Quick Tips• Job Names do not

need to be unique.

• Adding your initials to a job name may help you locate it more easily on the Job Status screen.

• Characters Allowed in Job Names: a-z, A-Z, 0-9

• Special Characters Allowed in Job Names: ~ _ - . SPACE The Job Name should not begin with a SPACE, period, or hyphen. A maximum of 31 characters is recommended.

• Do not use any of the following illegal characters in Job Names: ! \ / : * ? “ < > | ? / \ | { } [ ] ” ’ ˝ „ “ ” ´ ’ ` , » « ˛ < , > * × ÷ = + μ ‡ † § ¶ ® © ¬ $ ¥ ¤ … £ ¢ ¯ * ˉ ° º ˘ ˆ & ^ % # @ ! ¡ ` • , & ¿ ¦ ±


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3 The Open dialog box appears. Navigate to the content that you want to import, select it, and then click the button.

Quick TipTo select multiple files, instead of a folder, click the first file, press Shift on your keyboard and then select other files. When importing multiple files, the maximum allowable size for a single file is 8 GB.

For PCClick the button.

NOTES• All files must have a file extension identifier prior to import. For

example, if you are importing an InDesign file, it must have the .indd file extension. The only period allowed in a file name will be as part of the file extension.

• File and folder names should not begin with a SPACE, period, or hyphen. A maximum of 31 characters is recommended.

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4 Paths to the selected content appear at the bottom of the Bulk content delivery page. Click the button.

5 The Job queued message appears. Click the button on the pop-up window.

6 Notify the Pearson business unit that you have uploaded the files to the external Documentum FTP server.

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When vendors without Documentum accounts have staged content to the external Documentum FTP server, Pearson people must pick up and bulk import the staged content into Documentum.

1 Select a folder in the Navigation pane to bulk import content into.

3 Bulk Import Staged Content (Documentum Users)

2 Click the BULK TOOLS menu, and then select Import.


ab

c

de

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3 The Import dialog box displays the Repository Location for the bulk Import job.

a Select the Select from the jobs that have already been delivered check box.

b Select the folder type from the Folder Type drop-down menu.

c Select the job name from the Job Name drop-down menu.

d Select your business group from the Business Group drop-down menu.

e Click the button.

NOTES• Your selection of a Business Group identifies the Business Group

Knowledge Manager as the owner of the content.• Your selection of a folder type identifies whether the content

was migrated from PAL (Legacy PAL-P Folder) or not Common Folder).

More InfoRefer to the Documentum Object Types Quick Reference Guide to learn more about the different types of content in Documentum.

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4 The Job queued message appears. Click the button.

5 The Job Process Component screen appears. At this point, you can close the screen and queue additional bulk import jobs by following steps 1–4 again. The Job Process Component screen will appear after each job is queued. However, you can get back to the Job Process Component screen at any time by clicking the BULK TOOLS menu and then selecting Start Job Process.

NOTE Should you log out of Documentum or lose your Internet connection before the upload of your content is complete, the bulk import process will resume at the point it left off once your Internet connection is restored.

Quick TipResource forks for Mac files will be preserved in Documentum during bulk Import.

Quick TipYou can continue working in other areas of Documentum while your bulk import processes.

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6 Click the X button to close the Import dialog box.

7 To view or remove the jobs in your local queue, click the BULK TOOLS menu, and then select Local Queue Status.

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8 The Local Queue Component screen appears. You can check the status of your job in the Status column. To refresh the jobs listed, click the

button. To remove a job from the list, select the job, and then click the button. Close the screen when you are finished.

NOTE You cannot delete a job once its status is In Progress.

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9 To process your bulk job(s) at the Job Process Component screen, click the button. You will see messages for each job as it is uploading and then uncompressing.

NOTE Bulk jobs may take up to 24 hours to complete although smaller jobs may process sooner.

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11 Alternatively, confirm the success of your bulk import on the Job Status screen. Follow steps 14–17 in the Bulk Import Content from Your Computer section.

10 When your bulk import job completes, you will receive an Import from Tar Success email. Click the To review your content link.

NOTE If you logged out of Documentum, you will be required to log in again with your user name (domain/U42) and system password.

bulk import content

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