Bulk Metadata. Learning Objectives. In this Job Aid, you will learn how to:

Transcription

1 Bulk Metadata Learning Objectives In this Job Aid, you will learn how to: 1 Download a metadata template page 3 2 Populate a metadata template page 12 3 Import a metadata template page 14 Last updated: June 15, 2012

2 Overview The Bulk Metadata feature allows you to apply metadata to content in Documentum using an uploadable metadata template. You can use this feature to apply metadata to newly imported content or to modify existing metadata. You obtain the metadata template by exporting a metadata template for selected content. The exported metadata template is pre-populated with Documentum Object IDs, relative paths, format types, object types, and controlled vocabularies. Then, you populate the template with the metadata you want to load. You can add metadata to the template, and then import the template into Documentum. The metadata is applied to the selected content. Security Info You need VERSION permission to export the metadata template and WRITE permission to import the template. 2

3 1 Download a Metadata Template 1 Navigate to the location that contains content for which you wish to update metadata, and then select the content in the Content pane. For Mac The Bulk Metadata feature might not be fully functional if Safari s popup blocker is activated. To deactivate, click the Safari menu in Safari, then uncheck Block Pop- Up Windows if a check mark appears next to it. 2 Click the BULK TOOLS menu, and then select Download Metadata Template. 3

4 3 The Bulk Tools: Metadata Template Download screen appears. Type a name for the template in the Job Name text box. 4 At the Business Group drop-down menu, select your business group, and then click the button. Quick Tip Job Names do not need to be unique. Adding your initials to a job name may help you locate it more easily on the Job Status screen. Characters allowed in Job Names: a-z, A-Z, 0-9 Special Characters allowed in Job Names: ~ _ -. SPACE Do not use any of the following illegal characters in Job Names:! \ / : *? < > 5 The Export job created message and Job Id number appear. Click the button. 4

5 6 At the Documentum screen, click the Cabinets node to deselect the content in the Content pane. Click the BULK TOOLS menu, and then select Job Status. Quick Tip The Job Status screen is not accessible if content is selected in the Content pane. To deselect content, click the Cabinets node, or any folder in the Navigation pane. 7 The Bulk Tools: Job Status screen appears. To narrow your results, use the Job Type, Job Status, and/or Duration the drop-down filter menus. a Job Type drop-down options include: Import, Export, Template Download, and Metadata Upload. All is the default. b Job Status drop-down options include: Success, Partial Success, Failed, Queued, Canceled, and In Progress. All is the default. c Duration drop-down options include: Last 24 Hours, Last 7 days, Last 30 days. Last 24 hours is the default. a b c 5

6 8 Click the button. The Jobs Status table appears. Locate your job name within the table, and then click the button to begin your export. Quick Tip The Download button will not appear until SUCCESS displays in the Status column. 9 If you receive a Documentum applet message, click the button. For PC Click the button. 6

7 10 The Files Download dialog box appears. Click the button to select a download location on your computer. NOTE If you click the button before you click the button, you will be prompted to choose a download directory first. Click the button. 7

8 11 The Open dialog box appears. Navigate to, and then select a location on your computer. Click the button. For PC Click the button. NOTE Documentum automatically creates a Documentum folder on your hard drive. Consider selecting the Documentum > Export folder as the location for your bulk exports so that all export jobs are organized in one location. 12 The File Download dialog box appears. Click the button. 8

9 13 The Job Queued message appears. Click the button. For PC Click the icon at the top of the dialog box to close. 14 If you receive a Documentum applet message, click the button. 15 The You have pending jobs... screen appears. Click the Start Process button to start the download process. 9

10 16 When the download process is complete, both the and the buttons will be grayed out on the Job Id dialog box. 17 Close the dialog box. 18 At the Job Status screen, click the button. 10

11 15 Alternatively, you can download your metadata template via notification. When the template download job completes, you will receive a Template Download Success in your desktop application. Click the To download your content link, and then follow steps 9 14 above. NOTES The Template Download Success also contains statistics about the number of exported folders and files, as well as Help Desk contact information. If you logged out of Documentum, you will be required to log in again using your user name (domain/u42) and system password. 11

12 2 Populate a Bulk Metadata Template 1 Navigate to your chosen download location on your computer. NOTE Documentum creates a wrapper folder for the content you bulk exported and names it with the job name you created. 2 Open the Job Name wrapper folder which contains two files: the metadata template (.xls) spreadsheet and a companion xml file. More Info Metadata can also be updated using the dctmmetadata.xml file. This requires a knowledge of xml. For information, contact the Pearson Corporate Helpdesk. NOTE The metadata template is always named dctmmetadata.xls. 12

13 3 Double-click the template to open it. The DCTM Object ID, Relative Path, Format Type, and Object Type columns are pre-populated and auto-filters are turned on. For each row in the template, cells are masked or turned black where metadata should not be populated. Populate metadata as needed in the available columns on the Template tab. Note Do not change metadata values in the first four columns on the Template tab (DCTM Ojbect id, Relative Path, Format Type, Object Type). Quick Tip When adding multiple keywords in the Keywords cell, separate the keywords with a space followed by a vertical bar and another space. Example: cover apple green 4 Refer to the Controlled Vocabularies (CVs) tab for choices. Quick Tip If necessary, you can delete existing metadata in the downloaded template. 1. If the metadata is in a fill-in cell, select the data in the cell, delete it, and then type the word Null in the cell. 2. If the metadata is contained within a drop-down cell, click the drop-down arrow, and then select Null from the menu. 5 Save the metadata template to your computer but do not change the name of the file. If you change the name of the file, you will not be able to import the template successfully. 13

14 3 Import a Metadata Template 1 If content is selected in the Content pane, click any folder or cabinet in the Navigation pane to deselect the content. For Mac The Bulk Metadata feature might not be fully functional if Safari s popup blocker is activated. To deactivate, click the Safari menu in Safari, then uncheck Block Pop- Up Windows if a check mark appears next to it. 2 Click the BULK TOOLS menu, and then select Import Metadata. Quick Tip You do not have to choose a specific location to apply the metadata to when importing a metadata template. 14

15 3 The Metadata Import dialog box appears. a In the Job Name text box, type a name for your metadata import. b At the Business Group drop-down menu, select your business group. 4 Click the button. Note If an applet message appears, click the button on a Mac, or button on a PC. a b 5 The Open dialog box appears. Navigate to the metadata template on your computer, select it, and then click the button. For PC Click the button. 15

16 6 The file path for the template displays in the Metadata file field. Click the button. 7 The Job Queued message appears. Click the button. 16

17 8 The You have pending jobs... dialog box appears. Click the Start Process button. For PC Click the icon at the top of the dialog box to close. 9 Close the dialog box. 17

18 10 When your metadata template upload job completes, you will receive a Metadata Upload Success . Log in to Documentum to verify the newly updated metadata has been applied. Quick Tip You can check the status of your metadata upload at the Job Status screen in Documentum NOTE The Metadata Upload Success also contains Help Desk contact information. 18