Uploading Multiple Documents

Using .ZIP file format, you can upload multiple documents to the Document Repository. Documents can include logos and other images, PDF files, spreadsheets, and other types of files.

Creating the .ZIP File

For bulk uploads, construct .ZIP files exactly as follows. Any variation causes the upload to fail.

• Use PKZIP or the Compressed (zipped) folder option in Windows Explorer to create a .ZIP file that contains the documents for bulk upload.
• Do not use any implementation‑specific features or the file does not extract correctly.
• Encryption, passwords, or other security measures are not supported, and cause the upload to fail.
• Arrange the folders and files in the .zip file following the directory structure, with three sub-folders (client, employee, public) contained in the root folder.

Files placed in the root directory (that is, outside the sub-folders shown) and files placed in any other sub-folders are not supported and cause the upload to fail. Directory names must be in lowercase.

Sub-folder Description
client

Files in this folder are restricted by Client ID after upload in the Document Repository.

• The folder name and all sub-folder names must be in lowercase (client).
• The client folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908.
• The client documents should be placed inside the client sub-folder. No additional sub-folders are permitted.
employee

Files in this folder are restricted by Client ID and Employee ID after upload in the Document Repository.

• The folder name and all sub-folder names must be in lowercase, for example (employee).
• The employee folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908.
• Each client sub-folder must contain one sub-folder per Employee ID, with the folder name set to match the Employee ID. For example, if the Employee ID is 22386, the employee sub-folder must be named 22386.
• The files should be placed inside the employee sub-folder. No additional sub-folders are permitted.
public

Files in this folder are imported with no security restrictions, and are viewable by everyone after upload in the Document Repository.

• The folder name must be in lowercase (public).
• All files must be placed within the public sub-folder. No additional sub-folders are permitted.

Uploading the .ZIP File

To upload the .ZIP file:

1. Click (Back Office).
2. From System|Change, select Document Repository.
3. Click Bulk Upload (Zip). The Upload window opens.
4. Click Choose File and select the .ZIP file to upload.
5. Click Submit. After the upload completes, the system automatically extracts the documents, stores them in the Document Repository, and generates a metadata.csv file. You can review for errors and edit as needed, with the following restrictions:
• Do not change the value in the first column (uuid).. The system uses this value to locate the files in the document repository. Do not remove the first row containing the column headings.
• The columns userClassification, label, description, and version are strings and are always treated as a single value.
• Classification labels must match the classifications in the Document Repository.
• To avoid processing errors, do not use quotation marks inside any of the column values.
• In the userTags column, specify multiple tags by separating them with a comma.
6. Import the metadata.csv file back into PrismHR using the Metadata Import Entry Form to complete the upload process.

Importing the metadata.csv File

To import the metadata.csv file into PrismHR, use the Metadata Import Entry form, located in the Back office menu under System > Action. The metadata.csv file is generated when you upload multiple files to the Document Repository using the bulk upload.

This is the final step in uploading multiple files to the Document Repository. You must complete it for the files the files to display correctly.

To import the metadata.csv file into PrismHR:

1. Click (Back Office).
2. From System|Action, select Metadata Import Entry.
3. Click Start Import. The Upload window opens.
4. Click Choose File, and select the file to upload.
5. Click Submit. The imported data displays. If the file contains invalid information, the system displays an error.
• To view the data, click Done with Errors
• To scroll through the report, click Next Page and Previous Page.
• To discard the data, click Cancel.
6. Click Post Data to complete the import.