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Importing Documents

Using the data import feature, we can do the bulk upload for the multiple documents in the HR.info sites.  This feature is very helpful for the site managers to expedite the documents upload especially for those offices who wants to migrate content from a different website, or simply want to upload multiple documents to the site instead of uploading them manually.

Here are the steps to follow for importing the maps from Dropbox into the site.

  1. The site manager or the focal points who want to import documents will need access to a Dropbox, Google Drive, or similar account. If you do not already have one of these accounts, you can create one for free to use temporarily for the bulk upload process.
  2. Once you have the account created, you will need to create a public folder and upload the files you want to bulk import (word, pdf, xls, etc,) along with the thumbnails (png, gif, jpg) for the documents.
  3. Prepare the CSV file i.e. “documents.csv” separately and put the details of the documents, i.e. title, Publication date, cluster, etc. Please fill all the fields listed in the table below carefully.
  4. Once the documents are available in the Dropbox and the CSV file is ready, forward the CSV file to info@humanitarianresponse.info and we will use the import feature to import all the files in the respective HR site.

Use the following fields to prepare your spreadsheet with document details in it.

Field Name Description
Title The title of the document: do not put the title of the file, this should be the title of the document as you want it to appear on the site
Type Report, Planning, Policy and Guidance, etc. Note: Use the ‘Document Type’ controlled vocabulary in the site
File

The URL of file sitting in the Dropbox folder. Note: remove the ‘www’ from the URL and put ‘dl’ instead to point to the actual file.

Example: "dl.dropbpx.com/file_name"

Language Language of the file. For English use ‘en’
Thumbnail URL of the thumbnail for document. The format of the thumbnail should be png, jpg or gif. This file for the document should also be available in the same folder where the actual files are. Please use the URL ‘dl.dropbox.com’ instead of "www.dropbox.com".
Publication Date Date when the document was published. Use the format, “dd-mmm-yyyy” i.e. “02-Jan-2011”
Source Full name of the Organization. Note that the Organization should be part of the Organizations taxonomy
Location Geographic location where the document belongs to. Please note that the location should already be available in the site ‘Location taxonomy’.
Cluster Cluster(s) to which the document belongs to. For multiple cluster use ‘;’ e.g. ‘Protection;Emergency Shelter and NFI’ with no space
Themes

Theme(s) where the person could belongs to. For multiple themes use ‘;’

Example: "Age; Early Warning" with no space. Theme(s) where the person could belongs to. For multiple themes use ‘;’

Example: "Age; Early Warning" with no space. Note: These terms should be available already in the site taxonomy.

Coordination Hub Full name of the Coordination hub where the document could belong to. This should be already available in the site.
Emergencies

Emergency where the document could belongs to. For multiple emergencies use ‘;’

Example: "Cholera;Floods 2010" with no space. Note: These terms should be available already in the site taxonomy.