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Upload Document Properties / Metadata substitutions from an EXCEL/CSV template

The “LOAD FROM EXCEL OR CSV TEMPLATE” button in the “Find/Replace/Update Metadata” tab of the Metadata Center will allow you to load your Document Properties / Metadata substitutions from an EXCEL spreadsheet (.xlsx) or a CSV (comma separated, .csv) file.

GOFR will allow you to load multiple rows of substitution data from one file.

Please follow these steps to make sure your data is imported properly.

  1. Click the “EXPORT TO CSV” button to create a blank template. This step is a little different than when working with text substitutions. The reason is that you must tell the program which document property fields you want to import, and the easiest way is to create a “blank” export with all the columns and rows populated: the export has one row for every document property the program knows about, and one row for every operation you already entered.
  2. Add the necessary data to the template as per the table below. Note that you can create multiple rows for the same document property. Simply duplicate the row in excel keeping the Schema and Element values the same.
  3. Save the file as .csv or .xlsx, click “LOAD FROM EXCEL OR CSV TEMPLATE” and select it.

Loading a template replaces the find replace operations that are in the tab now.

Rules

  • An entry with BOTH blank Text To Find and Text To Replace will be ignored by the program. You can leave the Text To Find blank. This tells the system to place whatever value is in the Text To Replace into the document property which does not have a value in the document.
  • A row whose Schema and Element do not match a document property known to the program is ignored.
  • To load substitutions from Excel, the data must appear in the first sheet of the workbook.
  • The data must appear with appropriate headings in the first row (row 1).
  • Columns can be in any order BUT they must have the appropriate headings.
  • The headings MUST be spelled exactly as per the table below. Upper and lower case does not matter.
  • No more than 10,000 rows are read.
  • The trial version loads only the first 2 rows. Loading from a template is not available in GOFR Lite.

Columns

Field Name (Must appear as the header for the column) Description
Schema The name of the schema where the element appears. If you do not know the value, simply start by exporting the data into CSV, a blank template will be created with the right values in it.
Element Identifies the proper schema element you wish to update. Microsoft Office may have 100s of such schema elements. If you do not know the value, simply export to csv first, all the values will be provided.
Text To Find This is the text you wish to find in the Document Property specified in the element. It can be a regular expression or a wild card pattern (see further settings below).
Regex Find Value: True or False. If True, text to find will be treated as a regular expression pattern. See more here: Regular Expressions. Note that if True is entered, it will color code Text To Find in Green.
WildCard Find Value: True or False. If True, text to find will be treated as a wildcard expression. See more here: WildCards.
Note that if True is entered, it will color code Text To Find in Yellow.
Text To Replace This is the text you wish to replace with in the Document Property specified in the element. It can be a regular expression or a wild card pattern (see further settings below). Color coding applies the same as for Text To Find.
Regex Replace Value: True or False. If True, text to replace will be treated as a regular expression.
WildCard Replace Value: True or False. If True, text to replace will be treated as a wildcard pattern.
Case Insensitive Value: True or False. When True, the upper and lower case of the text you are searching in your document is ignored.
Whole Word Value: True or False. All document types. When True, the text to find is treated as an entire word, and not part of the word. See below for special characters that designate word boundaries (start and stop).

For the True / False columns you can also enter 1 or 0.

The following characters denote word boundaries:

+, =, -, (, ), (blank), /, ', <, >, ?, ^, &, %, $, #, @, !, ;, ., :, ,, [, ]

This list can be changed in “Word Boundary Identifiers” on the Advanced Settings page, see settings page.

Special considerations

  1. When regular expressions or wildcards are turned on, whole word and case insensitive values are set to false and disabled. They do not apply to regular expression pattern searches.
  2. If a Regular Expression or WildCard search pattern is entered incorrectly, the corresponding text field will be color coded in Pink.