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Note: This feature is behind a feature toggle. If you want to use this option please send a request to support@infobridge.com
Prerequisites
The following prerequisites are required before you follow the steps below.
A (demo) subscription of DataBridge. To sign up, follow this URL: https://my-databridge.infobridgeuniverse.com/Account/SignUp
A SuperOffice CRM login name with administrator rights
An O365/Outlook or IMAP inbox to be used to send the documents to
One or more documents to import
A Manifest file. This is the file that contains the metadata (i.e. file names) needed to import other attachments as documents into SuperOffice.
All the details and possible working and non working scenarios
The manifest file
This is the file that contains the metadata (i.e. file names) needed to import other attachments as documents into SuperOffice. This is set up in exactly the same way as a normal email import using “Subject Contains” and “Attachment Name”.
Wildcards can be used in the attachment name - * for multiple characters and ? for single characters.
The manifest file may be contained in a zip file. This can be specified with *.zip/MyManifest.xlsx or MyZip.zip/MyManifest.xlsx or similar.
Important: when Databridge is looking for the manifest file it may look through multiple emails that match the subject to find a file that matches the file name (or zip file name). Up to 5 messages will be checked in Office365, unlimited messages will be checked for Imap. However, Databridge will not look through multiple zip files to find the correct attachment name. If the first matching zip file does not contain an attachment of the correct name then the job will fail.
MyManifest.xlsx is just an example name, any file name and type supported by Databridge can be used.
Files to be imported
File names are listed in the manifest file. If these names do not include a zip part then Databridge will look for attachments on the same email that match the names and these will be imported. If a matching file cannot be found on this message then no document will be imported for this row.
These attachments can also be contained in zip files and this can be specified in the manifest file in the same way that the location of the manifest file is specified. Similarly, Databridge will not search through multiple zip files to find the correct content so if you are using multiple zip files they must be uniquely named and you should be careful with your use of wild cards.
It should also be noted that Databridge cannot keep track of which attachments have already been imported. If multiple rows can point to the same file name, very possible when using wildcards, then each row will try to import the same file. It will not work through the list of matching files.
Possible working scenarios
Here are some possible examples of how this functionality might be used. The options provided in the middle two columns are not exhaustive, with wildcards there are many ways of ensuring you get just what you need.
| Attachments | Attachment name setting | Manifest contents | Remarks |
No zips | MyManifest.xlsx Doc1.txt Doc2.doc | MyManifest.xlsx or *.xlsx | Doc1.txt Doc2.doc |
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All in one zip | MyZip.zip | MyZip.zip/MyManifest.xlsx or *.zip/MyManifest.xlsx or *.zip/*.xlsx | MyZip.zip/Doc1.txt MyZip.zip/Doc2.doc Or *.zip/*.txt *.zip/*.doc | Since we have only one zip file and all the content files have unique extensions we can afford to be very non specific with our file locations |
Multiple zips | Manifest.zip Doc1.zip Doc2.zip | Manifest.zip/MyManifest.xlsx or Manifest.zip/*.xlsx | Doc1.zip/Doc1.txt Doc2.zip/Doc2.doc Or Doc1.zip/*.txt Doc2.zip/*.doc Or *1.zip/Doc1.txt *2.zip/Doc2.doc | If there are multiple zip files then always make sure that file locations are specific enough to find the first one |
Mixed files | MyManifest.xlsx Doc1.zip Doc2.doc | MyManifest.xlsx or *.xlsx | Doc1.zip/Doc1.txt Doc2.doc Or *.zip/*.txt *.doc | Any combination of zipped and non-zipped files can be used as long as all locations are correctly specified. |
‘Non-working’ scenarios
Below are some examples of scenarios which may not work the way the user expects. All can be fixed by being more specific with file locations.
| Attachments | Attachment name setting | Manifest contents | Remarks |
Manifest not well defined | Manifest.xlsx Doc1.xlsx Doc2.xslx | *.xlsx | Doc1.xlsx Doc2.xlsx | Databridge may try to use one of the other xlsx files as the manifest. If so, the job will fail. |
Document zip files not well defined | Manifest. xlsx Doc1.zip Doc2.zip | MyManifest.xlsx or *.xlsx | *.zip/Doc1.txt *.zip/Doc2.doc | Databridge will always attempt to use the first matching zip file.
In this case it might find Doc1.zip first. Doc1.zip/Doc1.txt will be correctly imported. Doc1.zip/Doc2.doc does not exist so this row will fail.
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Multiple rows point to same file | Manifest.xlsx Doc1.txt Doc2.txt | MyManifest.xlsx or *.xlsx | Doc?.txt Doc?.txt | Each row will find the same file first. Rather than both txt files being imported, both rows will try to import the same file. The results of this will depend on the profile settings for handling duplicates. |
How to
Start by creating a new import profile in DataBridge.
As a location choose Email (Office 365 or IMAP), the destination is SuperOffice CRM
Note: Next to O365 accounts a free outlook.com account can also be used. IMAP enabled inboxes can also be used.
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Attachment name: For every import, you must send one email with the documents to import and a file that contains the metadata of each document. The name of the metadata manifest file attachment to import including the file extension needs to be filled in in the Attachment name field. Below an example of such a file.
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Field: Select the field from your metadata manifest file
File Path Format: Leave empty if the selected field already contains the file name. In the example we have already filled in the filenames including the extension.
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Option 1 The email should contain the document(s) and the metadata manifest file.
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Option 2 You can also add the documents in a zip file and send it together with the metadata manifest file. In that case you must specify the zip file also in the filename in the metadata manifest file
So file name will now like like this:
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Option 3 Send all files (documents and metadatafilemanifestfile) in a zip file. In this case you must change the Attachment name in the profile - configure profile setting
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