Bulk document import (ZIP)

Do you have years of safety data sheets, client contracts and site maps in an archive? Instead of uploading them one by one, pack the whole folder into a ZIP and the application processes it at once. It recognizes which client a file belongs to, what type it is and which period it covers.

Document import - initial screenDesktop

When to use it

• Migration from another system — you have hundreds of files arranged in folders
• SDS archive — all safety data sheets for materials at once
• Monthly reports from a client — upload one ZIP instead of 30 files
• Site maps — when you have a folder with maps of all client sites

Tip: If you only have a few files, it’s faster to upload them directly via Documents or in the client/material detail.

Access

• 🖥️ Desktop: In the left sidebar Integrations → ZIP import card → Import
• 📱 Mobile: In the bottom bar More → Integrations → ZIP import card → Import

Note: The feature requires document management permission and an internet connection. If you don’t see it, contact your administrator.

How to prepare the ZIP

The application tries to recognize documents from folder and file names. The more organized your files in the ZIP are, the less you’ll have to fix in the mapping step.

Recommended structure

By client and period (most precise)

my-archive.zip
├── ABC Ltd./
│   ├── 2026-03/
│   │   ├── monthly-report.pdf
│   │   └── trap-inspection.pdf
│   └── 2026-02/
│       └── monthly-report.pdf
└── XYZ Inc./
    └── 2026-03/
        └── monthly-report.pdf

The application recognizes:

• Client by folder name (matched against your client database)
• Period in the format YYYY-MM (e.g. 2026-03)
• Document type from keywords in the name

By document type

my-archive.zip
├── SDS/
│   ├── racumin-paste-sds.pdf
│   └── ratimor-blocks-sds.pdf
├── Certificates/
│   └── iso-9001-2025.pdf
└── Contracts/
    └── abc-ltd-contract-2025.pdf

Combined

my-archive.zip
└── ABC Ltd./
    ├── London/
    │   ├── site-map.pdf
    │   └── 2026-03-report.pdf
    └── Manchester/
        └── site-map.pdf

The application also recognizes the client site (when the client has multiple addresses).

What the application can detect automatically

Document type

By keywords in folder or file names:

Note: If the application can’t detect the type, it uses Other — you can change it before import.

Period (month and year)

Supported formats in folder or file names:

• 2026-03, 2026/03, 2026 03
• 03-2026, 03/2026
• january 2026, march 2026, mar 2026
• január 2026, marec 2026 (Slovak / Czech month names)

Diacritics are not required — marec and the Slovak marec work the same.

Client

The application searches for matches with names in the client database:

• Exact match — ABC Ltd. in the ZIP finds ABC Ltd. in the database
• Without diacritics — Becova finds Bečová s.r.o.
• Without legal form — ABC finds ABC Ltd.
• Typo tolerance — at least 50 % character match

Site

If the client has multiple sites and the folder name matches a street or city of a site, the application assigns it automatically.

Limits

Tip: If your archive is too large, split it by year or by client and upload it in multiple batches.

What the application ignores

• Hidden files (.DS_Store, Thumbs.db, .gitkeep)
• Folders __MACOSX, .git, .svn
• Symbolic links
• Files with unsupported formats (e.g. .zip inside ZIP, .exe, .txt)

Step 1: Upload the ZIP

1. Open the Integrations page and click Import on the ZIP import card
2. Drag the ZIP file into the highlighted zone or click and select it
3. The application checks:
   • That the file is a valid ZIP archive
   • That it doesn’t exceed 100 MB
   • That it doesn’t contain unsafe content

If validation passes, the application starts the analysis.

Step 2: Structure analysis

During analysis the application:

• Extracts the ZIP into a temporary folder
• Goes through each file and tries to recognize the client, type, period and site
• Checks whether a document with the same filename already exists for the same client (duplicate)

With hundreds of files, analysis can take tens of seconds. Don’t leave the page.

Step 3: Document mapping

After analysis you see an overview grouped by client and period.

File states

The badge also shows the detection confidence percentage.

Hierarchical view

Files are grouped:

1. By client — clicking the client name collapses/expands all their files
2. By period within a client — for quick orientation

Unassigned files appear under the No client header.

Editing a single document

For each file you can change:

Via Advanced settings you can open:

• Visible on portal — the client sees the document in their portal
• Valid from / to — for documents with expiry (SDS, certificates)
• Accessible to roles — when visibility is set to “Roles”
• Notes — internal comment

Tip: The Reset button restores the values automatically suggested by the application.

Drag & Drop — moving between clients

You can drag a file by the handle on the left (⋮⋮) and drop it into the group of a different client or different period. After the move, the Client or Period field updates automatically and the application notifies you.

Bulk actions

• Search — filter by file name or client
• Import selected / Skip selected — quick action on all checked rows
• Checkboxes — pick which files the bulk action applies to

Resolving duplicates

If a file has the Duplicate state, you have three options:

Caution: With Overwrite the original file is lost (including references in protocols). If you’re not sure, prefer Import and resolve duplicates later in Documents.

Files without a client

If the application can’t assign a client and you don’t set one manually, the document is saved under your profile. This is useful for your personal certificates or licenses, for example. Before import, the application shows you a list of such files and asks for confirmation.

Step 4: Run the import

The bottom bar shows the summary:

• Selected — how many files are checked
• To import — how many will be uploaded as new
• To overwrite — how many will replace existing
• Skipped — how many will not be imported
• No client — how many will be saved under your profile

After clicking Import X documents the application:

1. Asks for confirmation
2. Processes files in batches of 10 — you see progress in percentages and counts (Uploaded / Overwritten / Skipped)
3. Shows a summary with any errors when finished

Tip: For large imports, don’t close the page until the import finishes.

After the import

• You’ll find the documents in Documents and in the client/material detail
• The action is recorded in the audit log (who, when, how many files)
• If you marked files as Visible on portal, the client sees them immediately

Most common import errors

Tips for a successful import

Tip 1: Before the first big import, try 5-10 files to see how the application recognizes the structure.

Tip 2: You don’t need to remove diacritics from folder names — the application handles Bečová and Becova equally.

Tip 3: When importing SDS sheets, use a folder named SDS as the root — all files will get the correct type.

Tip 4: For monthly reports, name folders in the YYYY-MM format (e.g. 2026-03) — the application will assign the period automatically.

Tip 5: When in doubt, use Reset — it restores the auto-suggested values.

Related pages

• Integrations overview — other ways to import
• Document management — where the imported documents are stored
• Client database — for the application to recognize a client, it must exist in the database