Document Actions
3.
Initializing the Site
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Initializing the site is done by uploading entire folders on the local computer or network location to the DMS and allowing Quick Upload to extract information from the files or the folder structure in order to create the site structure in the DMS. The accuracy of this will vary and some firms will have to modify the DMS site structure, once created, using a web browser interface. Other firms will be able to simply use this once and their DMS instance will be essentially ready.
There are two methods to initialize the site:
- Use a default site organization
- Copy the local folder structure
Using a default site organization, the Entity and Section names are taken from the client profiles of the CaseWare files. This method does not allow uploading non-CaseWare client files, though these may be simply uploaded after the Initialize Site function is performed. The Entity name will be taken from the client name in the client profile, and the Section name will be taken from either the engagement type or period end. These values may also be viewed in Tracker to ensure the majority of them have been defined. If some do not have values, users may define them, or may upload these files after the Initialize Site operation is complete.
Copying the local folder structure will essentially reproduce the local file system within the DMS. This does not require that any fields be filled in in the client profiles, but does require a consistent folder organization is used within the folder being uploaded. That is, all files within the folder must be located at the same depth within that folder. The DMS does not have folders; it has content types similar to folders: Areas, Entities and Sections. Therefore, when copying an entire folder to the DMS, a series of Areas, Entities and Sections will be created which will correspond to the sub-folders within the local folder specified. Whether the presence of each folder within the local folder results in the creation of an Area, Entity or Section is specified by the user. Using this method, users may upload any file type, and are not limited to compressed CaseWare client files.
In both cases, a single folder is specified by the user to initialize the site. In the case of using a default site organization, it is simplest if this is done at most once, as it is intended to define the complete initial structure of the DMS. It is possible, however, to use the Copy the Local Folder Structure option multiple times, as this option allows users to specify the location in the DMS in which content is to be saved.
Using a Default Site Organization
When using a default site organization, users simply specify which local folder contains (directly or indirectly) the compressed CaseWare client files to be uploaded, and which site organization is to be used. Doing this, it is assumed the DMS is currently empty or near empty, and that that site organization selected will be the basis of all future expansion of the DMS. To help explain each of the four default site organizations possible, a sample of each is available by hitting the See Sample button. The samples use sample names and are not based on the local file system or current contents of the DMS.
Once the local folder and site organization are selected, users should hit the Preview button, described below.
Copying the Local File Structure
When copying the local file structure, users must specify first the local folder and the location in the DMS in which the local folder is to be reproduced. The location in the DMS should preferably be empty or at least not already have the content that this operation will attempt to create there. Users must then specify whether each level of folder within the local folder corresponds to an Area, Entity or Section. Once the local file system is selected, Quick Upload will search the folder and its sub-folders for files. Doing this, it will determine how deep within this folder the files are located, and will find a sample path from the folder specified to a file. Both the depth and the sample path will then be displayed. The folder specified, itself, will not be copied to the DMS, as it is assumed it corresponds to the location in the DMS in which its content will be uploaded. The files will be uploaded as either Engagements, Images or Files, based on their file extensions. The sub-folders within the folder specified will be reproduced as either Areas, Entities, or Sections.
For example, if the user specifies the local folder, c:/accounting/client-files , Quick upload will search this directory for a path to a file. It may, for example, find a file at: c:/accounting/client-files/companyABC/tax/companyABC-2005.ac_. The sample path from the folder specified to a file is then: companyABC/tax/companyABC-2005.ac_. The user must specify then whether the folder companyABC is to be an Area, Entity or Section, and similarly for the folder tax.
The rules, described in the DMS help, related to which content types may appear within which content types apply. The cases relevant to this are: the CMS root may contain Areas; Areas may contain Areas, Entities and Sections; Entities may contain Entities and Sections; and Sections may contain Engagements, Files and Images.
Which content type may be selected for the first level of folder (in this example, the folder companyABC) depends on where in the DMS the target location was set to. For example, if the DMS location is the root, since the root can contain only Areas, there is only one option for first level, Area. Once the content type of the first level is set, the type of the second level may be set, and so for up to six levels. The last level must be Section, as this must contain the documents. As Sections cannot be nested, no other level may be Section.
Preview
When using either method to initialize the site, it is best to view the preview before hitting Okay. The preview will show the complete contents of the CMS (all DMS and KMS Areas) as well as what content would be uploaded based on what was selected. That is, it will list all Areas, Entities, Sections, Engagements, Files and Images that would be created if the user chooses to continue. A Show Errors button is also enabled if any files or folders where not able to be added properly, and an explanation will be provided for each error.
Once the Information is Specified
Once the user selects Okay, the main user interface will have all Areas, Entities, Sections, Engagements, Files, and Images added and Quick Upload will begin immediately uploading them. Some items will show Failed initially, if they cannot be uploaded properly. These will be for the same set of reasons as the Preview dialog indicates. The main user interface will also list the target location for each object. For many objects, this will initially say '--initializing site--', as the locations of the items in which these items will be placed have not been created yet and so their location cannot be determined yet. The target column will be filled in when possible for each item.
As the items are being processed, it is possible to specify metadata, or to add other files to be uploaded. It is possible to specify the metadata on any content type, including Areas, Entities, and Sections.
As it is likely with large folders that some items will upload properly and some will not, and firms often wish to switch instead to a different organization after uploading, Quick Upload will not delete the local folders and files when the upload is complete. This may be done by the firm once they are satisfied the site initialization has gone as they wish.