Importing Metadata in Bulk with a CSV File

In addition to adding metadata through your library portal, you can also import metadata from a CSV document and associate that info with your files. This is commonly used when onboarding to Image Relay from other systems, or performing mass updates.

This article will address how to setup a CSV file for importing metadata and how to import metadata in bulk with that file.

How to set up your CSV file for Importing Metadata:

Note: this is an Admin activity.

Importing metadata to fields relies on unique filenames in your library to map the information. You may download a list of your current filenames and current metadata per folder structure or create your own sheet to begin the import.

To download a sheet of current filenames use EXPORT DATA TO CSV at the required folder level.

If you require the filenames and information relating to all files in all subfolders of the chosen folder click Include Sub-Folders. A csv will be emailed to you. This csv will note the filepath/filename which is all you need to proceed. We also recommend you use the option for "Only metadata"

1. Columns must match your Asset Profile fields; e.g. Filename, Description, Keywords, Date. They must be typed out exactly as in the fields on your portal. Please see the image details below.

2. In the spreadsheet fill in the information you would like to import with the corresponding file name.
   NOTE: There is a limit of 10k rows per import. If you have more than 10k rows to import, just break it up into multiple CSV documents.

You may download an empty, editable, preformatted UTF-8 CSV here. Or to produce a blank UTF-8 encoded CSV file for import follow these steps:

MS Excel

1. Open the *.xlsx file from MS Excel
2. Click Menu Save As
3. Put any name for the file and choose "Unicode Text (*.txt)" for "Save as type :" and Click Save
4. Open the unicode text file using Microsoft Notepad. Some characters might appear as a box, this is because Notepad cannot display some unicode characters, so you can ignore this at this point.
5. It must be the tab delimited file. Replace tabs with comma(",").

Mac Numbers
If using Mac Numbers to create your spreadsheet you may simply click File Export and choose CSV UTF-8 as the format.

Once you have created your CSV, and filled out the necessary fields and metadata you may upload it, using the Import Keyword metadata tool on the folder drop down menu. 

How to Perform an Import of Metadata in Bulk:
Note: You must be an Admin to perform this import.

1. In the folder tree navigation bar to the left find the relevant folder you wish to update.

2. Click the elipse (...)  to reveal the dropdown menu and choose Import Metadata.

3. Browse and choose the CSV file you would like to upload from your local machine. There is an option to Overwrite Existing metadata in the files. Make sure you carefully consider what is already in the system before choosing to overwrite.
   
   NOTE: This import has a limit of 10k rows. If you have more than 10k rows to import, just break it up into multiple CSV documents. If you need more information on how to set up your CSV, please read this article on how to format your CSV for import.

4. Click Import, and your metadata will be associated with the files. You will receive an email once this is complete.

If you are using an Excel document to compile the metadata, you will need to save that document as a CSV file before importing to Image Relay. The CSV should be formatted as UTF-8 with column headings that match your File Type fields (Description, Date, etc)