Non Electronic Record File Box Import

 Article Contents

RecordPoint provides a method for the import of non electronic records (records, files and boxes) using a spreadsheet.

Note: This process applies to records, files and boxes

Preparing for Record, File and Box Import

Analyse RecordPoint Fields

The non-electronic content type that will store the records must be reviewed to ensure all required and mandatory fields are included in the import file.

From RecordPoint:

  1. Go to Site Actions then Site Settings
  2. Under Galleries, select Site Content Types
  3. Under RecordPoint Non Electronic
  4. Select Non Electronic Record
  5. From the Status column under the Columns heading
  6. Note all fields with the status 'Required'
    By default, the mandatory field required for Non Electronic Content Types is 'Title'

Creating an Import Mapping Template

In RecordPoint:

  1. From Settings under the Management menu
  2. Depending on the Record Type being imported, select Import Records, Import Files or Import Box
  3. Under template, Select Add new (to create a new import template or select an existing template)
  4. Provide a title for this template
  5. Under Mappings provide the Source Field value that maps to the Destination Field
    • Source Field: Refers to a metadata field currently on the record that should be mapped to a specific RecordPoint field
    • Destination Field: Refers to a field in RecordPoint content type where the data can be imported into
    • Field Type: Refers to the type of field being imported. When the field is used for Manual Classification the value must be Taxonomy.Term
  6. Repeat step 5 for all required fields
  7. Provide the Content Type for this record
  8. Click Add
  9. Download Template 
  10. Populate the template with the required records data (beginning at 'first row of data')

    When populating date fields this needs to be in UTC time with format yyyy-mm-ddTh:mm:ss
    When populating Taxonomy.Term field types please ensure that the value is the entire path of the term separated by ":". For example COMMUNITY RELATIONS:Ceremonies:1009
    When importing template via PowerShell, the Container field is required to be in the following format format: e.g. B0000000004|Box;#B0000000004
  11. Click Save
  12. Browse for the template and click Upload
  13. Items ready for import will now be shown, listed according to the destination field being mapped
  14. Select the items to import
  15. Click Import
  16. Import result confirmations will be shown

Example

Source Field

  • Name (Field on the record that will be imported to the destination field i.e. Title)
  • Assignee
  • Location

Destination Field

  • Title (Field on the Non Electronic Record content type)
  • Assignee
  • Home Location

Content Type

  • Non Electronic Record (Title is required on this content type)

Import Template

 Name

  Assignee Location
  Record1  Tom Smith  Sydney

Note: The import mapping values will need to exist in RecordPoint e.g. For Assignee (Tom Smith) and Home Location (Sydney).

In addition, the import mapping values need to be in the same format as set it RecordPoint e.g. Date Registered needs a field type of System.DateTime.

Record, File and Box Import

In RecordPoint:

  1. From the Navigation Panel
  2. Select Non Electronic
  3. From the Toolkit section on the right
  4. Select the Record Import, File Import or Box Import (The relevant import template must be created before an import can be run)
  5. Under the Template drop down, select the import mapping template to use for the import
  6. Browse for the import file
  7. Click Upload
  8. The import file will open
  9. Select the rows to import
  10. Click Import
  11. Successful imports will be highlighted in green and any errors in red