Importing Documents in HR.info (Last updated on: 23 sep 2020)
Using the data import feature, we can do bulk upload your documents to your HR.info space. This feature is very helpful for space managers to expedite the upload especially for those migrating content from other websites.
Here are the steps to follow for importing documents from Dropbox into the site.
- You will need access to Dropbox, Google Drive, or another similar service. If you are not currently using such a service, you can create a free account to be used temporarily for the bulk upload process.
- Create a public folder and upload the files that you want to bulk import (word, pdf, xls, etc.) along with the thumbnails (png, gif, jpg) for the documents.
- Prepare a CSV file named 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.
- Once the documents are available in the Dropbox and the CSV file is ready, forward the CSV file to firstname.lastname@example.org 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.
|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|
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.
|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|
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.|
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.