{"id":21845,"date":"2022-04-27T14:35:05","date_gmt":"2022-04-27T12:35:05","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-data-importer\/administrators-guide\/configuring-import-profiles\/documalis\/"},"modified":"2026-05-13T09:37:58","modified_gmt":"2026-05-13T07:37:58","slug":"documalis","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-data-importer\/administrators-guide\/configuring-import-profiles\/documalis\/","title":{"rendered":"Documalis"},"content":{"rendered":"\n

How are documents retrieved from Documalis?<\/strong><\/p>Documents and versions to be retrieved are retrieved from the SQL Server Documalis database.The content of the documents is retrieved from a file server.This information must be configured in the steps described below.<\/cite><\/blockquote>\n\n

Setting up a Documalis import consists of creating an import profile from Open Bee\u2122 Data Importer and manually editing the collation rules and metadata association files.<\/p>\n\n

Configuration Documalis<\/h2>\n\n

The Documalis Import Profile Setup Wizard is broken down into 4 steps<\/p>\n\n

  • Type<\/li><\/ul>\n\n

    Selecting the Documalis import type<\/p>\n\n

    • Configuring the Documalis SQL Server Database Connection<\/li><\/ul>\n\n
      \"\"<\/figure>\n\n
      • Configuration of the directory where Documalis documents are stored<\/li><\/ul>\n\n
        \"\"<\/figure>\n\n
        • Setting up “doc_roots”, “doc_paths” and import dates<\/li><\/ul>\n\n
          \"\"<\/figure>\n\n
          • Dates
            • Start Date: If this field is entered, only documents with a modified date greater than or equal to this date\/time will be imported<\/li>
            • End Date: If this field is entered, only documents with a modified date that is less than or equal to this date\/time will be imported<\/li>
            • Note<\/u> : It is possible to fill in only one of these two fields<\/em><\/li><\/ul><\/li>
            • Root paths: Specify as many tags as doc_root to import (corresponds to the doc_root field of table doc_documents)
              • Note<\/u> : At least one Root path must be filled in<\/em><\/li><\/ul><\/li>
              • Doc paths: Specify as many tags as Doc_path to import (corresponds to the Doc_path field of table doc_documents)
                • Note 1: This field is optional, it allows you to filter on the documents to be imported. If no doc_path is entered, no filter will be made on this column<\/li>
                • Note 2: It is possible to filter on the beginning of a path (“Starts with” checked) or on the exact path (“Start with” unchecked)<\/li><\/ul><\/li><\/ul>\n\n

                  <\/p>\n\n

                  Combining Ranking Rules<\/h2>\n\n

                  To import documents from Documalis, it is necessary to define which Open Bee\u2122 Portal collation rule should be used for each Documalis path.<\/p>\n\n

                  It is possible to define a different collation rule for each Documalis path (doc_path).<\/p>\n\n

                  <\/p>Each path (doc_path) must be present in the collation rules association file.The same collation rule can be used for different paths (doc_path).<\/cite><\/blockquote>\n\n

                  The configuration must be manually modified in the file C:\\Program Files (x86)\\OpenBee\\Open Bee Data Importer\\Configuration\\Mapping_Filing_Categories.csv<\/p>\n\n

                  This CSV file must contain one line per Documalis path.<\/p>\n\n

                  The first piece of information to be provided is the Open Bee\u2122 Portal collation rule identifier and the second is the Documalis path (the two values are separated by a semicolon).<\/p>\n\n

                  <\/p>The Documalis classification rule corresponds to the doc_root and the concatenated doc_pathExample:IdFilingCategoryPortal;IdFilingCategoryDms<\/code>11311;DOCROOT1\\OPERATIONS\\<\/code>11312;DOCROOT2\\TECHNICAL\\DISBURSEMENT ACCOUNT\\<\/code>11312;DOCROOT2\\OPERATIONS\\LEGAL ADVICES\\<\/code><\/cite><\/blockquote>\n\n

                  <\/p>The identifier of an Open Bee\u2122 Portal ranking rule can be retrieved from the URL by navigating to the ranking rule. \"\"<\/cite><\/blockquote>\n\n

                  <\/p>\n\n

                  <\/p>\n\n

                  <\/p>\n\n

                  Metadata associations<\/h2>\n\n

                  For each collation rule, the association between the Documalis variables (table doc_variables) and the Open Bee\u2122 Portal metadata must be defined.<\/p>\n\n

                  The association between Documalis variables and Open Bee\u2122 Portal metadata is to be configured in the files in the C:\\Program Files (x86)\\OpenBee\\Open Bee Data Importer\\Configuration\\Mapping\\Metadata folder.<\/p>\n\n

                  This folder must contain one file per Open Bee\u2122 Portal collation rule previously defined in the Mapping_Filing_Categories.csv file.<\/p>\n\n

                  The file names are the identifiers of the Open Bee\u2122 Portal ranking rules with the extension . CSV.<\/p>\n\n

                  The first column of the CSV file corresponds to the identifier of the Open Bee\u2122 Portal metadata and the second column corresponds to the name of the Documalis variable.<\/p>\n\n

                  A third column can be added if the Documalis variable is numeric type (; Numeric) or date type (; Date)<\/p>\n\n

                  Example file “11317.csv” (classification rule ID=11317)<\/strong><\/p>IdMetadataPortal;IdMetadataDms<\/code>11561;__VariableDocumalis1<\/code>11562;__VariableDocumalis2;Numeric<\/code>11563;__VariableDocumalis3;Date<\/code>11564;__VariableDocumalis4<\/code><\/cite><\/blockquote>\n\n

                  <\/p>The identifier of an Open Bee\u2122 Portal metadata can be retrieved from the URL by navigating to the metadata.\"\"<\/cite><\/blockquote>\n\n

                  Replacing Metadata Values (Optional)<\/h2>\n\n

                  The C:\\Program Files (x86)\\OpenBee\\Open Bee Data Importer\\Configuration\\Mapping\\Metadata_Replace_Value.csv file is used to define metadata values to be replaced.<\/p>\n\n

                  The override will only be performed if the value (first information in the CSV file) exactly matches that of the Documalis variable<\/p>\n\n

                  Example<\/strong><\/p>Value; ReplaceValueMy value before replacement; My new value after replacementMy value before replacement2; My new value after replacement2<\/cite><\/blockquote>\n","protected":false},"excerpt":{"rendered":"

                  How are documents retrieved from Documalis? Documents and versions to be retrieved are retrieved from the SQL Server Documalis database. The content of the documents is retrieved from a file server.This information must be configured in the steps described below. Setting up a Documalis import consists of creating an import profile from Open Bee\u2122 Data […]<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":21828,"menu_order":5,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21845","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21845","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21845"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21845\/revisions"}],"predecessor-version":[{"id":21851,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21845\/revisions\/21851"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21828"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21845"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}