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Bulk Import Documents from Excel

Role: Document Controller
Time: 20–45 minutes (depending on document count)
Prerequisites: Project created, metadata fields configured, numbering scheme active (or plan to use manual numbering)

Bulk import is the fastest way to pre-populate a new project's document register or migrate records from another system. This tutorial walks you through the entire process from template download to verification.

Step 1: Download the import template​

  1. Open your project and navigate to the Documents tab.
  2. Click Import in the toolbar → select Download Template.
  3. Save the file: document-import-template.xlsx.

Open the file. It has three sheets:

  • Data — where you enter the document records (one row per document)
  • Instructions — field descriptions and rules
  • Reference — valid option codes for all dropdown fields (discipline codes, document types, zone codes, etc.)

Step 2: Review the reference sheet​

Before filling in data, open the Reference sheet and note the valid codes for each dropdown field in your project. Common codes you'll use constantly:

  • Discipline codes (e.g. STR, MEP, ARC)
  • Document type codes (e.g. DWG, SPEC, RPT)
  • Zone codes (e.g. ZA, ZB)
  • Status codes (e.g. draft, approved, for_review)

Copy these codes into a notepad or keep the Reference sheet visible as you fill in the Data sheet.

Step 3: Fill in the data sheet​

Switch to the Data sheet. Each row is one document record.

Required columns (every row must have these):

ColumnNotes
TitleFull descriptive name
Document NumberIf auto-numbering is active, leave blank and the system generates it. If manual, enter the full number exactly.
Document TypeUse the exact code from the Reference sheet
DisciplineUse the exact code from the Reference sheet
StatusUse lowercase: draft, approved, for_review, etc.
Revision CodeThe revision code for the first revision (e.g. P01, A)

Tips for efficient data entry:

  • Use Excel's AutoFill to copy repeated values (e.g. the same discipline for a block of rows)
  • Use Data Validation in Excel to create dropdowns from your Reference sheet codes — reduces typos
  • Leave optional fields blank (not "N/A" or "-")
  • For Revision Date, use ISO format: 2024-03-15

Step 4: Validate your data before uploading​

Before uploading, do a self-review:

  1. Check for blank required fields: Use Excel's Find & Replace to search for cells in required columns that are empty.
  2. Check codes are valid: Sort by the Discipline column and confirm all values match the Reference sheet exactly (case-sensitive).
  3. Check for duplicate document numbers: Sort by Document Number and look for duplicates — duplicates will fail on import.
  4. Count your rows: Note the total number of rows (excluding the header) — you'll compare this to the import result.

Step 5: Upload the template​

  1. Go to the Documents tab → click Import → Upload File.
  2. Select your completed Excel file.
  3. The system reads and validates the file. This may take 10–30 seconds for large files.

Step 6: Review validation results​

The validation panel shows:

  • Total rows found: Should match your row count
  • Valid rows: Ready to import
  • Failed rows: Rows with errors — listed by row number with specific error messages

If there are errors:

  1. Click Download Error Report to get an Excel file listing every failed row and the specific error.
  2. Open the error report and your original template side-by-side.
  3. Fix each error in the template.
  4. Re-upload the corrected template.

Common errors and fixes:

ErrorFix
"Unknown discipline code 'Structural'"Use the code STR not the full name
"Duplicate document number"Remove or renumber the duplicate
"Invalid status 'Draft'"Use lowercase: draft
"Required field 'Title' is empty (row 23)"Fill in the title for row 23

Step 7: Confirm the import​

Once validation shows 0 errors (or only acceptable errors you are comfortable skipping):

  1. Review the valid rows count — confirm it is what you expect.
  2. Click Import [N] Records.
  3. The system creates all valid records. Failed rows are skipped without blocking valid ones.
  4. A success message shows the final import count.

Step 8: Verify the imported records​

  1. Navigate to the Documents tab.
  2. The imported records appear in the register.
  3. Spot-check 5–10 records to verify:
    • Titles are correct
    • Document numbers are correct (or generated correctly if using auto-numbering)
    • Discipline, type, and status are correct
  4. Check the total count matches your expected import number.

Step 9: Upload files to imported records (optional)​

The import creates metadata records only — it does not upload files. To attach files:

  1. Open a document record.
  2. Click Upload New Revision.
  3. Upload the file.

For large volumes, assign this task to your document control team — each member can upload files to their respective documents in parallel.

What's next​