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