Create a document upload profile
- Check that you have the correct project selected.
- Click Documents.
- Under Actions click Multiple File Upload.
Click Create Upload Profile.
Note: You can also select an existing profile to view or edit it, but in this tutorial, we will create a new profile.
- Fill in the details for your document upload profile.
|Profile name||This is the name that will appear in the dropdown list on the previous screen for profile selection.|
|Profile description||Provide a description about this upload profile.|
|Share with||If you have permission, you can choose to share your upload profile with the entire project. Otherwise it will be shared with just your own organization.|
|Use default document values||In most cases you’ll want to leave this checkbox on. It allows you to specify default values for populating metadata.|
|Extract document values from the filename||(formerly 'Use filenames as document numbers') Allow Aconex to auto-populate document properties from filenames. Choose either a system ruleset or define your own for greater flexibility. Use this option to take full advantage of bulk supersede.|
|Expand zip files||Files uploaded in a zip will be automatically extracted.|
Using Default Document Values
In this section select all the tags you want to apply to your documents.
Use the yellow fields only as a guide. Unlike other sections of the Aconex web application, you do not need to fill in every field that is marked in yellow.
Only fill in the fields where you want your selections to be applied to all the documents you're uploading.
Remember to click the Save button to save your profile.
In this image we've created a document upload profile for documents that are: Drawings, Approved and Architectural. When we use this profile to upload documents we'll need to manually add a Title, Revision number and Revision date for each document.
Choose your method for populating document values
System ruleset will detect the Document Number and Revision from the following filename schemes:
|AB152.dwg||AB152||Next Revision Number|
Custom ruleset allows you to configure your own scheme and section the filename to populate many document values.
Supported Document Field types:
• Text area
• Select List (Single)
• Document Number
Select which symbols (such as hyphen or underscore) are used as a separator for identifying values within your filename.
Skip parts of the filename:
Skip parts of your filename that are not required to populate document fields. For example, you might be using a sequence number in your filename, which is not part of your document values. Select "Skip" for this part of the filename to ignore it and continue with the rest of the filename.
Use in Document Number:
Tick this box for each value that will be used to define the Document Number.
Extract document values from the filename vs. Default document values:
Both of these features can work together in your upload profile. Default values are applied first, then if a custom ruleset exists for a given value, the system will overwrite it.
Custom ruleset Example
Take the following filename: AIR-1815-1-B-Approved-Ventilation Level 1.dwg
This filename contains the Document Number, Revision and many other important values that are separated with a hyphen (-).
For clarity, let's break the filename into sections at each hyphen, so we can see the fields that can be extracted and populated:
|Filename Section||Format/Document Field|
|AIR||Use in Document Number|
|1815||Use in Document Number|
|1||Level||Use in Document Number|
|Ventilation Level 1||Title|
Aconex knows to ignore the file extension (in this case .dwg).
Now we are ready to build our custom ruleset per the following image:
We have used a combination of the custom ruleset and default values, allowing for many values to be populated, and reduce time spent entering values manually.
Make sure you Save your profile!
Now when I upload my files and select my new upload profile, they appear in the temp files with the metadata populated as expected. We'll upload several files to demonstrate the power of this functionality.
You can create many different combinations of rulesets, to accommodate many filename schemas.
Go ahead and try filename extraction on your project today!