Import your existing files & documents in bulk

Document ONE facilitates the importing of documents in bulk from:

Existing Lotus Notes databases
Directories on local or shared drives
Other applications

Importing Documents from Existing Lotus Notes Databases

Document ONE has an import facility which helps you import documents in bulk from existing Lotus Notes databases into Document ONE libraries.

Why would you want to do this? Here are some possible reasons:

Your users would be able to find and retrieve these documents from within a single application (i.e. Document ONE) using Document ONE's sophisticated searching functions.
Your users would be able to use workflow during the life-cycle of these documents.
Your users would be able to use version control to protect the integrity of these documents during their life-cycle.

Please note that some Notes development skills are required to use the import facility. You can either do the importing yourselves, or we can assist you if required - please contact us if you would like more information about this facility.

Importing Documents from the File System

The process of moving to an electronic document management system normally involves a lengthy migration process. Some of our customers make their existing shared drives Read Only, so that changes to documents can no longer be saved to those drives.

They then give their users a period of time (e.g. 6 months) to add any documents which need further modification, or which are important business records, into Document ONE.

Document ONE offers authorised users the ability to:

Import all the files from a single directory on the file system into a single folder in Document ONE.
Import all the files from a single directory on the file system into multiple folders in Document ONE - this option is useful for importing a series of documents that have been created outside of Document ONE (e.g. using the Mail Merge functionality of MS-Word).

Note that you can easily import one or more documents or files into a single Document ONE document by using the From File(s) feature.

Importing Documents from Other Applications

If you have other applications in your organisation which generate documents or forms of some kind, you might want to copy or move the output of these applications (i.e. the documents or forms) into Document ONE so that they can be accessed there by all of the users in your organisation.

We can assist you to develop automated interfaces which will automatically move or copy the documents from an external application into the appropriate Document ONE library. Please feel free to contact us and tell us about your requirements.