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’.
The sea kale.txt
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
Popup the menu of the Encyclopedia folder and select ‘Import>Files & folders’.
Adding a folder
On the Import window that opens you click ‘Add folders’ to open the ‘Folder chooser’.
Selecting the folder
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
Back on the ‘Import’ window click on ‘Start’. The ‘Project gallery selection’ window will open.
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
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
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..
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.