13.4 Importing Documents into a GroupWise Library

You can import documents created outside of GroupWise into GroupWise Library.

13.4.1 Specifying Files to Import

When you specify the documents you want to import, you can select individual files, or you can select one or more folders and import all the documents in those folders. This makes it easy to import large numbers of documents without having to select each document individually.

When you import a folder, GroupWise imports the documents in the folder; however, GroupWise does not import the folder itself or the folder structure. The folders aren’t imported because documents in GroupWise Library are not stored in a folder structure, and so the folders have no meaning in the library.

When you import documents in a folder, you can specify whether you want to import all, some, or none of the documents that are contained in the folder’s subfolders. In addition, you can specify which types of files you want to import by specifying the file extensions in the File Name Filter field.

13.4.2 Choosing an Import Method

By default, GroupWise performs a Quick Import and copies the documents you specify into your default library. If you want to have more control over how your documents are imported, deselect the Quick import check box. This lets you perform a custom import.

When you perform a custom import you can specify the following information:

  • Whether you want to copy or move the documents into the library.

  • The filename and location of a log file for import status messages and errors.

  • The library where you want to store the documents.

  • Whether or not you want to create document references in a folder. If you create document references, you can specify which folder in the Folder List you want to store them in.

  • Whether you want to specify document properties for each document individually or have GroupWise create document properties using the default values.

  • Whether or not the current filenames will be used as part of the document subject.

13.4.3 Importing Documents Using Quick Import

  1. Click File > Import Documents.

    Select Files to Import dialog box

  2. Click Add Individual Files, select the files you want to import, then click OK. (To select multiple files to import, Ctrl+click each additional document.)

    or

    Click Add Entire Directory, then select the folder or folders that contain the documents you want to import.

    Type a file extension, such as *.doc or *.wpd, in the File Name Filter field if you want to import specific types of files from the selected folder or folders, then click OK.

  3. Click Next.

    Create Document References dialog box

  4. If you want GroupWise to create document references for each document, click Display Documents in Folder, then click the folder where you want to store the document references.

    or

    If you do not want to create document references, click Import without Displaying Documents in a Folder.

    If you don’t create document references during the import, you can create them later using File > New > Document Reference.

  5. Click Next.

  6. Click Finish to begin the import.

GroupWise copies the documents into the specified library.

You can also import a document by dragging it from a window or your desktop to a GroupWise folder.

13.4.4 Importing Documents Using Custom Import

  1. Click File > Import Documents.

  2. Click Add Individual Files, select the files you want to import, then click OK. (To select multiple files to import, Ctrl+click each additional document.)

    or

    Click Add Entire Directory, then select the folder or folders you want to import.

    Type a file extension, such as *.doc or *.wpd, in the File Name Filter field if you want import specific types of files from the selected folder or folders, then click OK.

  3. Make sure Quick Import is deselected.

  4. Click Next.

    Import Method dialog box

  5. Click Copy Files into GroupWise to place a copy of the files in the library and leave the original files in the source location.

    or

    Click Move Files into GroupWise to move the files into the library and delete the original files from the source location.

  6. To save any import errors in a log file, click Store all status and error messages in a log file, then specify a filename.

  7. Click Next.

    Select Library dialog box

  8. Click the library you want to store the documents in.

  9. Click Next.

    Create Document References dialog box

  10. If you want GroupWise to create document references for each document, click Display documents in folder, then click the folder where you want to store them.

    or

    If you do not want to create document references, click import without displaying documents in a folder.

  11. Click Next.

    Set Document Property Options dialog box

  12. To specify properties for each document you are importing, click Prompt for properties of each document individually.

    or

    To have GroupWise specify properties based on the default property values specified in Document options, click Set properties using default values.

  13. If you want to specify different default values for this import session only, click Modify Default Values, specify the values, then click OK.

  14. Click Next.

  15. Click Finish to begin the import.