Bulk Import & Export
For large projects with hundreds or thousands of documents, creating records one by one is impractical. Bulk import lets you upload a populated Excel template to create many document records in a single operation. Bulk export lets you download the current register as an Excel file for reporting, external review, or offline analysis.
Bulk Import
When to use bulk import
- Migrating an existing document register from another system
- Pre-registering a large document set at project kick-off
- Receiving a document schedule from a contractor or consultant and registering it in bulk
- Setting up test data for a new project configuration
Step 1: Download the import template
- Go to the Documents tab in your project.
- Click Import → Download Template.
- An Excel file is downloaded:
document-import-template.xlsx.
The template contains:
- A Data sheet with column headers for all document fields
- An Instructions sheet explaining each field, valid values, and examples
- A Reference sheet listing valid discipline codes, document type codes, zone codes, and other dropdown values configured for your project
Step 2: Fill in the template
Open the template and populate the Data sheet. Each row is one document record.
| Column | Required | Notes |
|---|---|---|
| Title | Yes | Full descriptive title of the document |
| Document Number | Conditional | Required if auto-numbering is not configured. Must be unique within the project. If auto-numbering is active, leave blank and the system generates it. |
| Document Type | Yes | Must match a valid type code from the Reference sheet |
| Discipline | Yes | Must match a valid discipline code |
| Status | Yes | Must be one of: draft, for_review, under_review, approved, approved_with_comments, rejected, for_information |
| Revision Code | Yes | The revision code for the first revision (e.g. P01, A) |
| Revision Date | No | In ISO format: YYYY-MM-DD |
| Zone | No | Must match a valid zone code |
| Stage | No | Must match a valid stage code |
| Comments | No | Free text, up to 500 characters |
| Custom fields | Varies | Columns for each custom metadata field configured in your project appear after the standard fields |
Important rules:
- Do not add or remove columns — extra columns are ignored; missing required columns cause all rows to fail
- Do not change the header row
- Leave optional fields blank (do not type N/A or similar)
- All codes are case-sensitive — use exactly the values from the Reference sheet
Step 3: Upload the template
- Click Import → Upload File in the Document Register.
- Select your completed
document-import-template.xlsx. - The system validates every row before importing.
Step 4: Review validation results
The validation panel shows:
- Total rows found
- Rows that passed validation (ready to import)
- Rows with errors (listed by row number with specific error descriptions)
Common errors:
| Error | Cause | Fix |
|---|---|---|
Unknown discipline code 'STRUCT' | Code not in the project's discipline list | Check the Reference sheet; use STR not STRUCT |
Duplicate document number 'DRG-001' | That number already exists in the project | Use a unique number or leave blank for auto-numbering |
Invalid status 'Approved' | Status value not matching exactly | Use lowercase: approved |
Required field Title is empty (row 15) | Title column blank | Fill in the title for row 15 |
You can download an Error Report (Excel) listing all failed rows with their errors, fix them, and re-upload.
Step 5: Confirm import
After validating, click Import [X] Records to create the document records. The system imports all valid rows. Failed rows are skipped — they do not block valid rows.
Import history is visible in the Audit Log under event category management.
Import does not upload files — it creates the document metadata records only. After import, members can upload files to each record using Document Upload.
Bulk Export
When to use bulk export
- Sharing the document register with an external party (client, auditor, contractor)
- Weekly reporting of document status to the project team
- Backing up the register metadata
- Analysis in Excel (pivot tables, status counts, etc.)
Exporting the register
- Apply any filters or saved searches to narrow the export to the subset you need.
- Click Export → Excel in the Document Register toolbar.
- The system generates an Excel file and downloads it.
The export includes all visible columns in the current register view, for all rows matching the current filters.
Customising the export
Before exporting, use the Column Chooser to show/hide columns. Only columns currently visible in the register are exported. Hide columns you don't need in the export before clicking Export.
Export format
The exported file contains one sheet: Documents. Each row is one document record (showing the current revision). The file includes:
- All standard document fields
- All custom metadata field values
- Current status, current revision code, and last upload date
Historical revisions are not included in the standard export. For a full revision history export, contact your Org Admin (this may require a custom report).
What's next
- Advanced Search — filter the register before exporting
- Saved Searches — save filter combinations for regular exports
- Document Register — back to the register overview