Document Import Interfaces
From KnowledgeTree Document Management Made Simple
This white paper provides an overview of the available interfaces for importing documents into the KnowledgeTree repository.
Each of these document import methods serves a particular purpose – one or more are a best choice for specific tasks, while others are less efficient in some scenarios:
- single file upload through the Web interface
- zip file upload through the Web interface (bulk upload)
- import entire folder structures through the Web interface (import from server location - bulk import)
- drag and drop, using KnowledgeTree Tools
- persist, using KnowledgeTree Tools, from within Microsoft Office 2003 applications
- drag and drop documents and folders, using KnowledgeTree Drop Box
- add new and edited documents (check-in) from within Microsoft Office 2007 applications, using KnowledgeTree Office Add-in
- bulk upload documents, including documents scanned to a network folder, using KnowledgeTree Hot Folders
- WebDAV
- KnowledgeTree Web Service
The table lists the available document import interfaces into KnowledgeTree and summarizes their different features, characteristics, advantages, and disadvantages:
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Web interface – single file upload
Uploads a single document, from a local folder, to the currently selected folder within the repository.
|
Pros |
Suited to normal use cases, when working within KnowledgeTree's web interface.
Allows the user to add document-specific metadata during upload.
Provides access to all the functionality of the document management system, including advanced searches. |
|
Cons |
Not suitable for uploading a large number of documents. |
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Web interface - zip file upload (Bulk Upload)
Allows the upload of multiple documents in a zipped archive, from a specified local or network location.
|
Pros |
Retains the directory structure defined in the zip archive.
Documents are indexed for searching.
Useful for moving data off a remote client into the repository. |
|
Cons |
Does not allow automatic capture of document-specific metadata.
Only supports client-side uploads (via KnowledgeTree's web interface).
Documents must be zipped before uploading. |
|
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Web interface - Import from server location (Bulk Import)
Allows the upload of all documents and folders from a specified server location.
|
Pros |
Retains the directory structure defined on the server.
Does not require that documents are archived (zipped) before uploading. |
|
Cons |
Does not allow automatic capture of document-specific metadata.
Only supports uploading of documents that are accessible from the server. |
|
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Drag and Drop, using KnowledgeTree Tools
Uses the WebDAV protocol to provide a familiar, Windows Explorer-type interface, known as KnowledgeTree Explorer
KnowledgeTree Explorer mirrors the current state of the web-based KnowledgeTree repository, and allows users to interact with the KnowledgeTree server as though it were local.
|
Pros |
The familiar interface makes it easy to learn and to use.
Allows users to interact directly with KnowledgeTree to perform the majority of tasks supported by the web interface, including:
|
|
Cons |
Only available for Microsoft Office Windows 2003 clients.
Not suitable for bulk actions – e.g. uploading large numbers of files and folders to the repository. These actions are slow over WebDAV – preferably use the Web interface’s Bulk Import and Bulk Upload features, KnowledgeTree Drop Box, or KnowledgeTree Hot Folders.
Does not allow sophisticated search. |
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Persist, using the KnowledgeTree Tools Office plugin, from within Microsoft Office (2003)
Using the WebDAV protocol and KnowledgeTree Web Service, allows users to save documents and emails directly to the repository, from within Microsoft Office 2003 applications, including Word, Outlook, PowerPoint, Excel, and Visio.
|
Pros |
Users can add or check-in currently open documents, from within the Microsoft Office 2003 application they’re working in. This allows interaction with the web-based KnowledgeTree repository without having to leave your application to log in to the Web interface of the repository.
Allows saving of emails and attachments from within Outlook to a predefined folder in the repository. |
|
Cons |
Only available for Microsoft Office Windows 2003 clients.
Not suitable for bulk actions – only the currently open document is added or checked in to the repository. |
|
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KnowledgeTree Drop Box
Drag and drop documents and folders from your desktop into KnowledgeTree
|
Pros |
Suitable for 'on-the-fly' uploads of documents and folders from your desktop. |
|
Cons |
Destination 'save' location cannot be pre-defined. By default, documents and folders are uploaded to the user's Dropped Documents folder and must be manually moved to preferred locations in the KnowledgeTree repository.
Note: A link to recently dropped documents and folders is provided in the Dropped Documents dashlet on the KnowledgeTree dashboard. |
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KnowledgeTree Office Add-in
Add documents, download or check out documents for local viewing and/or editing, browse to or search for documents, email documents; Manage folders (add, rename, delete) - all from within the Microsoft Office 2007 interface - in Word, PowerPoint, or Excel
|
Pros |
Allows seamless document management experience from within Microsoft Office 2007 applications - PowerPoint, Word, Excel:
|
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Cons |
Only available for Microsoft Office 2007 - PowerPoint, Excel, and Word
Displayed file types in the Browse view are limited to file types supported by the application you're working in - i.e. to view PowerPoint files, you must be working in PowerPoint.
Not suitable for bulk actions – only the currently open document is added or checked in to the repository. |
|
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KnowledgeTree Hot Folders
Facilitates bulk uploading of documents to the KnowledgeTree repository, including documents scanned to a network folder.
KnowledgeTree Hot Folders monitors a designated local or network folder to upload documents. During upload, the tool auto-populates metadata fields in the repository, using information extracted from an XML file that accompanies each uploaded document.
XML files must comply with the KnowledgeTree Hot Folders XML Schema.
|
Pros |
Allows bulk uploads from any source (scanning, fax, manual file uploads), without having to interact directly with the KnowledgeTree system - i.e. through any of the Knowledge client tools, or the web interface.
Useful in environments that produce a high volume of documents as part of the business process, including scanner applications.
Auto-population of predefined metadata allows fast, efficient storage of files in the repository. |
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Cons |
Requires the creation of third party XML files to accompany each uploaded document. |
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WebDAV
The traditional protocol used by KnowledgeTree Client Tools for Windows – allows standard's-based WebDAV clients to access the KnowledgeTree repository.
|
Pros |
Enables actions such as 'drag and drop' from within WebDAV clients.
|
|
Cons |
Supports a limited number of WebDAV clients.
Only supports file-system related functions - i.e. does not allow add/view/edit metadata, check in/check out, view/edit properties. |
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KnowledgeTree Web Service
A mechanism that allows third party applications to interact directly with KnowledgeTree.
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Pros |
Users are able to perform most typical document and folder actions from within external applications: add new documents and folders; check in/check out, move, copy, change properties, view history, manage workflows. |
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Cons |
Does not support all document and folder actions available in the repository – e.g. permissions management, and administrative functions. |
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