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Create multiple document placeholders at the same time

Need to create a large number of placeholders in Aconex at the same time? Using a bulk process will help save you time.

Tip!

Not sure what placeholders are, or how you use them? Read through What are placeholder documents?

How it works

  • Fill in all the details for your placeholders into a metadata template.
     Not sure what a metadata template is? You can read a full explanation here - what is a metadata file- but we’ll also step you through the basics as part of this article.
  • Test your template
  • Run a bulk process to create the placeholders in your Document Register.

Step 1- Create and download a metadata file

  1. Click Documents
  2. Under Actions click Bulk Processing.
  1. Click the New Bulk Process button.
  1. Click the Metadata Template button.
  1. Click Save File.
    This will save the file onto your computer or local network, depending on the way your computer’s set up. By default the file will be named TemplateMetadata.xls.

Step 2 – Enter the details for your placeholders in the metadata file

You can cut and paste information from other systems such as CAD systems.

 

  1. Open your metadata template file.  
  2. Complete all mandatory fields. They are are shown in bold in your file.
  3. You can also complete as many of the optional fields in the template as you need to but we recommend only filling in the compulsory fields where possible.

Tip!

Consider filling in one of the noncompulsory rows in your spreadsheet with a tag like placeholder or PO. You can search on this tag in the future to find all the placeholders in your project.

  1. Save your metadata file in CSV file format. To save an Excel file as CSV, click File > Save As > and choose CSV format.

Step 3 - Test your template

It’s important to test your metadata template.

You can run as many tests as you need to.

  1. Click Documents.
  2. Select Bulk Processing.
  3. Click the New Bulk Process button.
  1. In the Title field give your bulk processing job a name.
    This means you’ll be able to come back and complete this task later if you are interrupted.
  2. Click the Metadata File button.
  1. Click Local Computer/Network button.
  2. Click Browse.
  3. Select your metadata template document.
  4. Click Attach.
  1. Click the Test button.

  1. Click the Refresh button.

  1. You’ll see a file appear next to the Log file section.
    Open the report.
  1. In the last column of your template check the Result column.
    • If all is recorded as Okay - then go on to the next step.
    • If there is an error fix the issue in your template file and go back to the start of step 3 of this guide.

Step 4 - Run the bulk process

Now that you have set up and tested your template you can create the placeholders in your document register.

  1. Click the Run button.
    This will start the bulk processing job.
  1. Click Refresh.
    You'll see a report.
  2. Open up the report to see that all placeholders have been marked as Okay.

Your placeholders have been created

You can see that the placeholders have been created in your document register by searching on the document numbers.