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Create a document upload profile

Upload and register multiple documents even faster, with automatic filling of document properties from your filenames.

On most projects, filenames follow a strict naming convention and include many document properties.  Why not configure a ruleset with your filename convention, so Aconex can extract and populate these properties for you, whenever your upload profile is used.

Using a document upload profile is optional, but will help you save time during a multi file upload process.

  1. Check that you have the correct project selected.
  2. Click Documents.
  3. Under Actions click Multiple File Upload.
Documents dropdown menu with Multiple File Upload selected
  1. 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.
Multi File Upload button
  1. Fill in the details for your document upload profile.
FieldDescription
Profile nameThis is the name that will appear in the dropdown list on the previous screen for profile selection.
Profile descriptionProvide a description about this upload profile.
Share withIf 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 valuesIn 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 filesFiles uploaded in a zip will be automatically extracted.

To share upload profiles with other organizations, you must have the Share upload profiles permission asset granted to your user role.  Ask your Organisation Administrator to grant you permission.

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.

Second section of the Upload Profile screen

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:

FilenameDocument NumberRevision
AB152(A).dwgAB152A
AB152.dwgAB152Next Revision Number
AB-152_A.dwgAB-152A
A-001-A.dwgA-001A
A-001.dwgA-001
AB_MECH_152_A.dwgAB_MECH_152A
AB-152_a.dwgAB-152A
AB-152(a).dwgAB-152A
AB-152[a].dwgAB-152A

Custom ruleset allows you to configure your own scheme and section the filename to populate many document values.

Supported Document Field types:
• Text
• Text area
• Select List (Single)
• Document Number

Document Field values (such as Disciplines) must already exist in your project for them to be applied – if you need more values added, ask your Project Administrator.

Separators:

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 SectionFormat/Document Field
AIRUse in Document Number
1815Use in Document Number
1LevelUse in Document Number
BRevision
ApprovedStatus
Ventilation Level 1Title

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.
 

uploading several files
the files are available in temp files with metadata populated by our profile

Using your document upload profile

Now that you have created and saved your Document Upload Profile you can use it when you complete a multi file upload process.

You can create many different combinations of rulesets, to accommodate many filename schemas.

Go ahead and try filename extraction on your project today!

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