Uploads Module

Introduction

The Upload Module is an essential component of the Pramata Platform, designed to simplify the process of adding contracts and related documents to your Repository. Whether you're dealing with individual files or entire folders of contracts, this module provides an efficient way to bring your critical business documents into the Pramata ecosystem.

To access the Upload Module, simply log into the Pramata Platform and click on the Upload option located in the left menu-bar.

Upload Method

The Uploads Module offers two primary methods for transferring files:

• Upload Files - Use this option to upload one or multiple individual files.
• Upload Folder - This feature allows you to upload an entire folder, including its contents and subfolders.

Video on how to upload a folder

 

Upload Limitations

• Character Limit: 200 characters (per file); 950 characters (entire folder path name)

• UTF-8 Character Support: UTF-8 characters are supported in filenames, allowing for international characters and special symbols.

• Total File Size Limit: 50 MB (per file); 3 GB (per batch)

• Zip Files: Folders with zip files are not supported

• File formats supported: pdf , doc , docx, txt, jpg, jpeg, tiff, tif, text, rtf, efx, efax, html, htm, xls, xlsx, msg, png, xps, csv, xlsm, oft, bmp, eml, dotx, xlk - other file formats will fail.

• Browser: Folder upload not supported on Internet Explorer

Post Upload Actions

After the upload process completes, you'll see two important options:

• View Upload Report: Click this link to download a status report of your uploaded files.
• Add Metadata to this Upload: Use this link to download a template with prefilled Pramata numbers, which you can use to add metadata to the uploaded files. Learn more on how to add metadata to the newly uploaded files here.

Adding Metadata to Files

You can use the Add Metadata feature to enhance your files with important details. This can be done for both new uploads and existing documents in the system, making the process faster and more efficient. The Key Terms that metadata can be added to are:

• Account Type
• Doc Imported Metadata
• Business Segment
• External Account Mapping

Key Capabilities

• Bulk Metadata Addition: Add metadata to up to 500 rows for each Key Term via a downloaded metadata CSV file.
• Applicable to Existing Documents: Add metadata to any document already in the system by downloading a pre-formatted metadata CSV template. Learn more here.
• Immediate Metadata Tagging for New Uploads: For fresh uploads, you can tag documents with metadata instantly, using the template pre-filled with Pramata numbers. Learn more here.

Important Note:

• For Doc Imported Metadata: Data will be added if blank or overwritten if data already exists.
• For other metadata types: Data will be added if blank or a new record will be created if data already exists (doesn't overwrite).

Adding Metadata to Existing Files

Adding metadata to existing files in the Pramata Platform allows you to enhance your already uploaded documents with additional information, improving their searchability and analytical value. Here's how to proceed:

1. Download the pre-formatted metadata template by clicking the Download the metadata template link available below the ‘Add Metadata’ button.
2. Open the template and navigate through the tabs for Doc Imported Metadata, Business Segment, Account Type, and External Account Mapping.
3. Fill in the appropriate metadata for each document, by adding its Pramata number as a reference. (Limit: add up to 500 rows for each Key Term)
4. Return to the Upload Module and use the Add Metadata button to upload your updated template.

Adding Metadata to Newly Uploaded Files

Adding metadata to newly uploaded files allows you to immediately enhance your documents with crucial information, streamlining your document management process. This method is particularly efficient as it provides a pre-filled template with Pramata numbers for your recent uploads. Here's how to proceed:

1. After your upload is complete, click the Add Metadata to this Upload link.
2. The system downloads the pre-filled metadata template, which already contains Pramata numbers for your new uploads.
3. Open the template and navigate through the tabs for Doc Imported Metadata, Business Segment, Account Type, and External Account Mapping.
4. Fill template by adding the relevant metadata for each file in the appropriate columns. Ensure to maintain the connection between each Pramata number and its corresponding metadata.
5. Save your completed template without altering the file format.
6. Return to the Upload Module and use the Add Metadata button to upload your updated template.
7. A confirmation message is displayed once the system processes and applies the metadata to your newly uploaded files.

Document Upload Report

At any time if you want to retrieve a log of which documents were uploaded into the Pramata Platform, you can download a report with those details for a specific date range. Watch video below for instructions.

Note: Report download is limited to 20k documents and the report shows the latest upload for the selected date range.