Authoring - Importing an entire folder tree with files

As an example of how to add an entire folder tree with files assume that we have a ‘Plants’ folder on our workstations disk with two subfolders ‘Fleshy plants’ and ‘Flowering plants’.

            C:\.....

                        Plants

                                    Fleshy plants

                                                The cactus.pdf
                                            The sea kale.txt

                                    Flowering plants

                                                The orchid.doc
                                            The rose.pdf
                                                The violet.pdf

Classification.xls
Related information.pdf

The folders contain several files, each describing a plant. The next steps describe how you can add these folders to the Encyclopedia project we developed in the previous section.

We will show how one can struggle during the import process due to the reason that our encyclopedia class structure is not completely defined. We show what options need to be set in the classes to make a structured import work. This is just a one-time job.

Importing files and folders

Step 1

Popup the menu of the Encyclopedia folder and select ‘Import>Files & folders’.

Adding a folder

Step 2

On the Import window that opens you click ‘Add folders’ to open the ‘Folder chooser’.

Selecting the folder

Step 3

On the ‘Folder chooser’ you select the folder of your choice and click ‘OK’ to add it to the list of the ‘Import’ window. You can repeat these steps to add other folders.

On Windows platforms, you can also add files and folders by means of dragging from your Windows explorer and dropping on a Workbench folder. The Import window will open automatically.

Starting the import

Step 4

Back on the ‘Import’ window click on ‘Start’. The ‘Project gallery selection’ window will open.

Note

The ‘Project gallery selection’ window will not open if you perform an import in a folder that is not part of a project.

If you import files then the files are not only added to the folder in which you import but they are also automatically added to the project gallery folder that corresponds to the file’s type. This is to enable the reusability of the files.

On the ‘Project gallery selection’ window you can see and change the different gallery folders.

The project gallery folders

Step 5

If you click on one of the ‘Browse’ buttons the ‘Project gallery folder chooser’ will open where you can select another gallery subfolder. You can do this for each of the supported gallery categories.

Selecting another gallery subfolder

Step 6

If you click on ‘Add now’ the import will continue and all files will be added in one run to their corresponding gallery folder. If you click on ‘Add later’ the import will continue and the files will be added to the database. Hyperlinks to files, images, and all that will be included in the converted topics and these will behave correctly but the file objects will not be added to the project gallery which will make it hard to reuse them. After the import you will have to perform a verifying files function which allows you to add the files step by step to specific gallery sub folders of your choice..

Import failed

Step 7

Back on the ‘Import’ window the folders and files in the top list are processed one by one. The list in the lower part of the window shows you the progress.

If the import fails it is indicated in the ‘Status’ column in the top list. In the list below you can see the reason. And the reason here is that the folder and its dependants do not fit in the Workbench’s folder structure.

Our folder is structured in the following way.

Main level    level 1                                              level 2

Plants -> a folder

Fleshy plants -> a folder

                                                                        The cactus.pdf -> a topic

                                                                        The seakale.txt -> a topic

                        Flowing plants -> a folder

                                                                        The orchid.doc -> a topic

                                                                        The violet.pdf -> a topic

                                                                        The rose.pdf -> a topic

Classification.xls -> a topic
Related information.pdf -> a topic

The folder and files you are trying to import should relate to a specific class structure. If a folder class can hold multiple folder classes and/or topic classes then you should assist the import process in selecting the required class. This can be done in two ways.

 

You can indicate default classes.

 
 

You can select the classes yourself during the import.

 

Authoring

 About HelpServer
 Starting up and logging on
 The basic working principles
 Using the content in help and documentation systems
 Formatting the content
 Searching and replacing text
 Reusing content with shares
 Navigating with hyperlinks
 Navigating with pointerpaths
 Using bookmarks and jumps
 Duplicating content with clones
 Using tables
 Including media files
 Navigating to web pages
 Using embedded chunks
 Including html code
 Navigating with menus
 Using snippets
 Spelling checking
 Using the view mode
 Creating an index
 Creating a FAQ
 Creating a glossary
 Team authoring
 Working with projects
 Setting up structured authoring
 Generating file based output
 Creating printed output
 Importing files and folders
 Overview
 Importing an entire folder tree with files
 Indicating default classes
 Selecting the classes and the language
 Importing files individually
 Considerations when importing files and folders
 Reloading and restoring files
 Searching for files to reload in the mass
 Opening files
 Loading files in the project gallery
 Converting legacy content
 Including legacy content in real time
 Transferring objects between installations
 Smartcontent
 Notification
 Feedback
 Translating
 Customizing the look and feel
 User accounts
 Security
 Working with templates
 Working with metadata
 Versioning
 Auditing
 Workflow management
 Annotations
 Using event exits
 Appendix A: The URL parameters
 Appendix B: The object indicators
 Appendix C: Play Javascript