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How to Bulk Load Static Content

If you have a large number of files that need to be added to the Documoto Library, you can submit both the content for a bulk load. This avoids the need to create each Media file individually in the Publisher module.

Bulk loads may require a Services fee. Please confirm with your Customer Success Manager before proceeding.

Article Topics

Supported Content Types

Documoto supports bulk loading the following types of static content: 

  • Documents
  • Images 
  • Videos

For a complete list of supported file extensions by type, please refer to Supported File Extensions by Media Type

Bulk Load Templates

Before starting, you will need three (3) templates: 

  1. Document Creator: Used to create new Media in Documoto 
  2. Optional - Update Media: Used to add related media, tags, translations, and/or descriptions to existing Media
  3. Set Access Controls: Used to define which organization(s) and media category(s) have access  to the Media 

Request these templates from your Customer Success Manager or support@documoto.com

Bulk Load Process Overview

  1. Gather and organize content 
  2. Populate bulk load templates
  3. Upload source files to Documoto (via Process Content or FTP)
  4. Submit completed templates to your Customer Success Manager or support@documoto.com

Step 1: Gather & Organize Content 

  • Gather and place all files to be uploaded in to a single folder 
  • Use clear, logical naming contentions
  • Ensure filenames are final - they must exactly match with entries in the Document Creator template

Step 2: Populate Bulk Load Templates

Document Creator

The Document Creator template is used to create new Media in Documoto.

Required Fields

  • Filename: The exact source filename, including the extension (e.g. PartsBook123.pdf)
  • Identifier: A unique name, number, or combination used to identify the Media
  • Media Type: Must be Document, Image, or Video
  • Tenant Key: Refer to How do I find my Tenant Key?
  • Locale: Two-character language code (e.g. en, fr)
  • Name: Display name for the Media

Optional Fields

  • Description: Text description visible to end users in the Library.

Update Media

The Update Media template is used to add related media, tags, translations, and/or descriptions to existing Media.

Required Fields

  • Identifier: A unique name, number, or combination used to identify the Media

Optional Fields

  • Related Media Identifier: Creates link to an existing Media
  • Tag Name: Enter existing tag name (Admin Center > Library > Tags)
    • Example: Model Number
  • Tag Value: Enter searchable metadata attribute
    • Example: 2210G 
  • Range Tag Prefix, LowerBound/UpperBound, Suffix: Allow filtering by structured values or numeric ranges.
  • Replace All Tags?: TRUE overwrites all existing tags, FALSE appends
  • Replace All Related Media?: TRUE overwrites all existing relationships, FALSE appends

  • Replace All Translations?: TRUE replaces all existing translations, FALSE appends 

Set Access Controls 

The Set Access Controls template is used to define which organization(s) and media category(s) have access  to the Media.

Required Fields

  1. Identifier: A unique name, number, or combination used to identify the Media
  2. Media Category Name: Enter an existing Media Category Name the Media should be assigned to; can belong to one or many media categories 
  3. Organization Name: Enter the organization name that should be able to access the Media

For more information, refer to: Best Practices for and Considerations for Access Controls

Step 3: Upload Source Files to Documoto

You can upload the files in one of two ways: 

  1. Via Process Content
  2. Via FTP client application 
    • If you need FTP login or access information, please contact your Customer Success Manager or support@documoto.com 

Step 4: Submit Completed Templates

  • Submit the completed templates to your Customer Success Manager or support@documoto.com for processing.
  • Documoto will process the templates and uploaded files. 
  • Once complete, the Media will be created in Documoto and searchable in the Documoto Library