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Importing documents into SuperOffice raises a bigger challenge as a physical document/file is required besides the document details that goes into the database. When we talk about a physical document, we mean the actual digital file like a Word or PDF document. A document entity represents document metadata, as shown in the SuperOffice document dialog. Both are required to represent a document inside SuperOffice.
Specific features, functionalities, and limitations are dependent on the type of subscription plan. For a comprehensive overview, please refer to the following subscription overview page.
Source
DataBridge supports the import of documents, including physical documents from:
FTP and SFTP
Microsoft OneDrive
Microsoft SharePoint 1)
Email
Besides the physical document file(s), an import file is needed in which there is more information on the document, like the company to which the document will be linked. The source needs to provide both types of files.
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Document sizeNote that each document can be a maximum of 10MB. Documents that exceed this amount are not processed. 1) |
How to
Step 1 - Configure Profile
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Use [:value:] if the full document name, including extension is in the import file. Or use [:value:].pdf if the extension is missing from the import file and the files always have the same extension. |
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What to do when no document is available on the storage location, is configured with the Document Unavailable Action, . The option 'Continue processing the line' allows you to update existing SuperOffice document entities without affecting the file. Marking as failed or skipped will not create or update any document entities in SuperOffice when no file was loaded.
Be careful when using the “Continue processing the line” option. Without a file it’s impossible to create a new document in SuperOffice, so in that case the document entity will fail with the message “A document file is required for this operation but not available”; however other entities on the same line will be processed as usual. So only use this option in case you explicitly want to update existing document entities.
Scroll down to the SuperOffice CRM Online section to set the duplicate match to Number in the Company section. This to avoid that DataBridge creates a new company for each row in the import file.
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Scroll down a bit further and open the Advanced Settings section and further to set down to the section ‘Default Values’. Look for the Document Owner to and set the right SuperOffice user so that the new documents in SuperOffice have a proper owner. The owner is a mandatory field when you import documents. In our example we do not have the owner available in the import file. This is why we tell DataBridge to always use the selected SuperOffice user as the owner.
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Review the configuration and save the details. The profile is now ready to be used.
The result
Once we run a job for this profile we just created, the result looks like the screen print below.
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