Load a Data Capture document index - SmartPlant Foundation - IM Update 46 - Help - Hexagon

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SmartPlant Foundation / SDx Version
10
SmartPlant Markup Plus Version
10.0 (2019)
Smart Review Version
2020 (15.0)

The Load Data Capture Document Index command allows you to load document index information into the application. The Excel file used to add the document index items must have column headers with defined name as predefined column headers and is called DocumentIndex.xlsx.

The DocumentIndex.xlsx file from the Sample Project Setup is available on Smart Community. This file is used to set the properties on the documents from the document index. For more information, see Find sample data on Smart Community.

  1. Click Administration > Load Data Capture Document Index.

  2. In the Data Capture Document Index Loader dialog box, browse to the file to load.

  3. Click Load to update the properties of the documents and rename the documents existing in the database. If the document names defined in the document index are updated in the application, a message appears to tell you the update was successful.

  • All the properties from the document index are applied to the documents by default. A content discovery task sets the property values from the document index and creates relationships depending on the value mentioned in the Document Index Precedence column against each document name. The value set in the Document Index Precedence column are:

    • TRUE / BLANK / Any value - Properties defined in the document index are displayed on the documents in the database and are set to TRUE

    • FALSE - Properties defined in the document index are displayed on the documents in the database and are set to FALSE

  • The client properties and document properties defined in the document index take precedence over the client and document properties derived from the file properties. If a property is missing in the document index, but is available from the file properties, then the property from the file is added to the document.

  • In the content discovery task, the document index properties set on the documents are matched with corresponding objects existing in the database, and a relationship is created when a match is found. Relationships are created only when the document index properties are set to TRUE on the document. The only exception is the Revision property, which is always taken from the file.

  • If the document index properties are set on a document that is in Document Processed state, then the document index properties set on the documents are matched with corresponding objects existing in the database, and a relationship is created when a match is found. If relationship creation fails, then the document index property text is displayed in red color in the document index excel file.

Understanding the document index color coding

After you have loaded the document index for selected documents, you can view the document index Microsoft Excel file to identify the missing values and their corresponding error messages.

The color coding in the document index file is explained in the following table:

Value

Mandatory attribute

Color code

Notes

Passed

Yes

  • Cell color highlighted in Red

  • Text color highlighted in Black

An error message is displayed as a comment in that cell. The mandatory attribute and relationship do not get updated.

Passed and does not exist in the database

Yes

  • Text color in Red

The mandatory attribute and relationship do not get updated as the object mentioned in the document index does not exist in the database.

Passed and does not exist in the database

No

  • Cell color highlighted in Yellow

  • Text color in Red

The attribute values are updated and the relation with the existing object is terminated, but a relationship is not created with the new object as it does not exist in the system.