Bucket Administration: Upload Artefacts using the Bulk CSV Tool

You can use the Bulk CSV tool to quickly Edit large volumes of Artefacts, or even Upload new Artefacts in bulk, using metadata from an existing source. A benefit of the Bulk CSV tool is significant savings in time and effort.

Access the Bulk CSV tool from the Bucket Management tools. To access Bucket Administration tools, you can access Manage Bucket page via the profile icon on the top right of the interface

Alternatively, click Groups from the navigation bar, and then select Manage Bucket.

Next, select Bulk CSV Tool from the left navigation bar.

Anyone assigned the Bulk-csv user role can access the tool via Collection in the search page and navigate to the Export menu and Open Bulk CSV.

You can now view a list of all the Bulk CSV reports that have been run in RedEye, by all Bucket Administrators and Bulk-csv users . Click the Reports button at any time to return to this window.

To get started with a new Bulk CSV Export click the Create New icon.

Next, select Create New CSV to generate an empty template. Then input a Report Name, and click the Export button to begin.

The exported CSV will be available for download from the Reports window. Note the Status indicates Awaiting Import. Select the Download Original CSV button. The CSV file will be downloaded to your default Downloads folder.

You will now be able to access the blank CSV export. You can use this to bring in metadata from a variety of sources, such as using lookup formulas, or you can manually enter the data into the CSV as needed.

Leave the Artefact ID field blank for each new artefact Placeholders, and ensure that a value is assigned for the Artefact Type column for each Artefact you are uploading. These must be either  Drawing, Document, or Media. Optionally, populate any of your Essential Metadata fields if you can (refer to Metadata Fields in the Bucket Administration tools) at this time.

If any of the metadata fields are 'Selection' type the value entered in the CSV MUST MATCH EXACTLY that which is configured in RedEyeDMS. Only the metadata fields which are being adjusted need to be included.

TIP: Where possible, reference the #local_file_name of the files you want to upload. This will make it much easier to pair the Artefact with the uploaded File later.

To import the CSV file, click View Report from the Reports page.

Next, select Import from the Report Details page.

Select the saved CSV file to Import. You can either click to navigate your Network Drive, or Drag & Drop the file into the Import box. You will receive an email once the upload is complete, which is useful if you are importing a large volume of data.

Open the Report Details page to view further information and to continue with the upload. The Status of the upload is now PENDING REVIEW.

Important Note!
There are known behaviours with MS Excel where cell formatting forces text to be interpreted as other formats (especially leading zeros) and are automatically changed by Excel. When imported the updates you edited have been changed eg. leading zero stripped out. For information on techniques to counter this, please read this article How to Prevent Excel From Auto Converting Data Units When Working With Bulk CSV

If there are any Issues, they are displayed in two sections, including Critical Issues and Essential Metadata that is missing. Clicking the Issues tab from the Report Information section will tell you what the issue is, and in which Row and Column to find the issue.

List of issues

Non Critical Issues	What does it mean
MISSING ESSENTIAL	Metadata marked as essential not populated
Critical Issues
INVALID DETERMINANT VALUE	the value is not populated due to not having a valid depending metadata value (this occurs only when dependent metadata is set up
TOO MANY VALUES	When the metadata field is set to be unique but the cell in csv contains multiple values
INVALID METADATA SELECT	When the metadata field is configured as Selection type but populated value doesn't match any of the configured values.
INVALID ARTEFACT TYPE	Populated artefact type is not drawing, document, media or has been left blank
ARTEFACT NOT FOUND	Artefact listed in the imported csv has been deleted

NOTE: This is your opportunity to amend the data by using the Download Edited feature to export the CSV again, make changes as needed, and then re-import using the Import button.

Any rows with critical errors will not be updated by the bulk csv tool until rectified

When you are ready to proceed, click Execute.

Artefact IDs will now be generated for each Placeholder, and you can now choose to Upload the files that will be associated with these Artefacts by clicking Upload.

Drag & Drop or Click the Upload box to select files to Upload.

You may now begin to associate the Files with the Placeholder Artefacts.

If you have already input the Filenames in the CSV import, then you may simply click Run File Match to automatically associate the Files with the Placeholders.

If you have not input Filenames in the CSV import, click the + symbol in the Actions column for each Placeholder Artefact and select the appropriate file, then click + Add Selected Files. You can also upload singular files now using this method.

When all Placeholder Artefacts have a file associated, click Execute Matches to submit the Upload.

Your files will now be Uploaded to RedEye!