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ArchiHUB

Bulk uploads using the upload script and the administration API

ArchiHUB aims to be as flexible as possible for the administration and organization of the archive as well as for its management. To facilitate document uploading and maintain the logic and hierarchy that the teams have worked out, ArchiHUB offers a simple but very useful script for uploading folders.

This script is especially useful in environments where documents are organized on network drives based on a folder hierarchy. Instead of manually uploading documents one by one, you can use this script to upload the entire folder structure at once. The script uses the ArchiHUB administration API to perform this task efficiently.

With this tool, you can maintain the structure of your archives and facilitate the migration of large volumes of documents to ArchiHUB, ensuring that the existing organization and hierarchy is respected.

For this guide, we will perform two examples with two different information structures. So, get your files ready, get the application running and let’s get to it!

Administration API key

To run this and other scripts that manage the application, you need to have an administration key. This key is essential to interact with the ArchiHUB administration API. Learn more about how to generate it here.

Descarga de los scripts

If you have already followed the installation guide on a local machine, you have already downloaded the repository we need. If not, you can clone the repository or download it here.

git clone https://github.com/ArchiHUB-App/getting-started.git

In the root of the folder you will see a folder called scripts, the specific script we are interested in is the one called folder_load.py, but before using it we need to adjust a few things.

Script configuration

The folder upload script for ArchiHUB has four parameters, three of which are mandatory. Below, we explain each of them and what you need to do to run the script:

  • Mandatory Parameters
    • --folder
      • Description: This is the path to the root folder of the resources you want to load. This folder and its contents will be uploaded to the system.
      • Example of use: If in your file structure you have a Fond content type that is a parent of another Document Unit type, your root folder will be the Fond of your Document Unit.
      • Practical example: Imagine you have a structure where “Projects” is a Fond and within each project you have several Document Units. The root folder that you would specify in this parameter would be “Projects” which would contain several folders that would end up being the Document Units.
    • --default_type
      • Description: This is the default content type that will be used for uploading if no file specifying the type is found, as we will see in the next part.
      • Example of use: You can have several content types configured in your file. If the script does not find a file that specifies the type, it will use this type by default for the upload.
    • --main_type
      • Description: This is the main type where you organize the information in your file. It is the type in which your documents are stored.
      • Example of use: For example, if Document Unit is the type where your documents are stored, this will be your main type.
    • --avoid
      • Description: This parameter allows us to configure Folders that we want to skip, such as the Original folders. It is important to note that if an Original folder is found, the other folders will be ignored.
  • Optional Parameter
    • --publish
      • Description: ArchiHUB allows you to save or publish a new resource when you create it. Activate this parameter if you want the resources you upload to be published directly.
      • By default: The resources will be saved as a draft.
      • Example of use: If you want the uploaded documents to be available immediately, activate this parameter.

Folder requirements and preparation

To identify the content type of each folder, we need to create a text file. Inside this file, we need to write the short name of the type.

If you are not sure what the short name is, follow these steps:

  • Navigate to the cataloging module and from there choose the content type you want.
    Type module
  • Once you have chosen the type you are interested in, check the url that appears in the browser, the last part is the short name we need. In this example, the short name of the Document unit is document-unit.

Remember that one of the parameters we defined earlier allowed us to define a default type. If the folder does not have that .txt file with the short name then it will automatically take that type by default.

Administration key in the script environment variable

In order to be able to execute the script it is necessary that we have an administration key created. Once we have it we must create an .env file in the scripts folder where our script is located. Inside that file we will put our key in the following way:

ARCHIHUB_API_KEY=admin-key

And we are ready to upload our content using the upload script!