Metadata Upload File Format

Introduction

This document describes the requirements for the Master Document List (MDL) of the Matrics Expert Team (MET) that allows the converter program (convertMetaData.pl) to convert the MDL or part of it into the DrawMGT Metadata Upload File ('''MUF''') format. It is not intended that the file format described here will be used by DrawMGT users, it is intended for SoftXS experts to help MET in mass uploading. The '''MUF''' format is for general using.

Minimal Data Set

To allow to insert a new document into the DrawMGT database at least

• Document Code must be complete, i.e. all required elements of the code must be filled

• First 2 lines of the document title must be filled

To allow to insert a new revision to a new or an existing document

• Revision Code must be filled

To allow to upload a file to a new revision

• File Name must be filled with the full file name, including file extension

MDL File Format

The Metadata Upload file uses a simple spreadsheet format which contains columns and rows of data.

Each row represents a single record and may contain information about a document, revision and comment (task).

Some column represents the individual data fields used to build a MUF. Some fields of the MUF are created as a combination or as a part of MDL fields.

Lines beginning with a '#' character are considered to be user information. These, as well as blank lines, are ignored by the Metadata Uploader.

The first row must contain column header information. The headers must match the column names described in the table in MDL Record Fields section. The converter program ignores data in columns that have misspelled or, otherwise don't match the header list. Thus, additional columns can be placed in MDL and they will be safely ignored by the converter program provided they do not conflict with the column names listed below.

All subsequent rows contain document, revision and comment data. Not all columns need to be defined. Again, MDL Record Fields section, describes which columns are required.T

The column headers may be in any order. The data in each column should correspond be in the same order as the headers.

Column headers and values in all rows must be separated using a tab character. This type of file is easily to create by MS Office or OpenOffice from a spreadsheet.

MDL Record Definition

MDL Record Components

The MDL record consists of a series of fields which can be divided into three categories:

1. Document definition fields
2. Revision definition fields
3. Comment definition fields

A single document, revision and comment may be created in one upload record. Alternatively a revision can be updated. The following restrictions apply:

• Documents can be created, but existing documents cannot be updated.
• New revisions can be created or existing revisions can be updated.
• If a new revision is created, then a single comment can be created.
• Comments cannot be updated.

Note that the document code is collected from many fields. See MET Document Coding System for detailed information.

MDL Record Fields

The following tables describe the fields handled by the converter program and displays the following information:

• Column Name: The name used as the header

• Data Type: The expected data type and maximum length of the field

• Req: Required (Y or N)

• DB Field Mapping: The database field name

• Ref. Data: The lookup used in the Reference Data to validate and store the reference value

• Notes: Additional Notes

  Column Name	Data Type	Req	DB Field Mapping	Ref. Data	Notes
  Stage	num(1)	Y	Drawings.drawingCode		First part of document code
  Phase	num(1)	Y	Drawings.drawingCode		Second part of document code
  Coded File Name	char(255)	Y	Drawings.drawingCode, Revisions.publishFilename		Filename format: "cc-DD ..." where cc=Key aspect, DD=language, cc-DD must be filled even if no file is available. cc and DD are the 3th and 4th part of the document code. The File Name must be exactly the name of the file to be uploaded.
  Discipline	num(1)	Y	Drawings.drawingCode		3th part of document code
  SOURCE	char(4)	Y	Drawings.drawingCode		Source, the originator of the document (METS, DBR, etc) and it is the 5th part of document code.
  Doc. No.	num(5)	Y	Drawings.drawingCode		6th part of document code
  Doc. Part	num(5)	Y	Drawings.drawingCode		6th part of document code
  plannedTitle0	char(128)	Y	Drawings.plannedTitle0	TitleRef	It is set now to 'DBR Metro 4'
  Text	char(128)	Y	Drawings.plannedTitle1
  Comment	char(128)	N	Drawings.plannedTitle2
  Folder	char(1)	N	Drawings.contractId	ContractRef	Default is 'A - DBR Metro Line 4'
  Group	char(1)	N	Drawings.groupId	Groups	Default is 'G - General'

  ||

  Year / Quarter	char(128)	N	Revisions.description		It is stored also as classification
  author	char(128)	N	Drawings.author
  Expert Contract	num(1)	N	Classifications.code_B		It is stored as classification, aspect B 2nd character. E.g. '7' in code 'B72'
  Appendix Revision	char(64)	Y	Revisions.revisionCode		Required if revision upload/update defined. (1-9,A-Z,AA-ZZ) without Rev-
  Original File Name if Different	char(128)	N	Revisions.title3

Open points

Classifications

Only Claim and Quarter classifications are set from the MDL file yet. Quarter is set correctly. For classification 'claim' only the column Claim 70 is used, should be defined.

Missing required fields

Some fields are set at uploading but they are not defined in the MDL file.

• Field Name	Data Type	Req	DB Field Mapping	Ref. Data	Notes
  classificationStatus	char(1)	Y	Drawings.classificationStatus		Classifications are not set yet, Classification Status is set to Incomplete
  documentType	char(4)	Y	Drawings.documentTypeId	DocumentTypeRef	Should be defined in MDL. Current set is: 'ANLY, 'PLAN', 'PROG', 'REP'. It is set to 'REP' for all.
  contract	char(1)	Y	Drawings.contractId	ContractRef	Folder in MET terminology. Should be defined in MDL. Current set is: 'A - DBR Metro Line 4', 'B - Expert Team', 'C - Claims/Commercial', 'D - Matrics Admin'. Set to 'B' for all.
  group	char(1)	Y	Drawings.groupid	Groups	Should be defined in MDL. Current set is: 'G - General', 'H - HBI', 'ME - Matrics Europe', 'MU - Matrics UK', 'S - Spang'. Set to 'G - General' for all.
  plannedTitle0	char(?)	Y	Drawings.plannedTitle0	TitleRef	Should be set in MDL from a short list. Currently set to 'DrawMGT (1)', 'Matrics Experts Team (2)', 'DBR Metro 4 (142)' or 'Project Handbook (1)'

Fields not processed

There are some columns in the MDL file, not processed by the converter program. These fields are:

• Field Name	Notes
  Claim 70
  Rev
  Proc
  Filing System
  Lang Sister
  MX Folder
  Level
  I-VI
  Noname (column V)
  I/O	Perhaps the work flow type should be set based on it
  Format
  Date	Perhaps some work flow field should be set based on it
  Issued	Perhaps some work flow field should be set based on it
  Error in filing

Misc. notes and suggestions

• If a document is already exists and a new revision will be created, the document fields will be not updated. Year/Quarter is stored in Revisions.description. Should we store there any other information (char(128))?
• Key aspect and language code should be (also) in independent columns, not only in the File Name
• Front page file names (exact file name with extension) should be defined in a separate column
• Comments (Tasks) are not used in MDL at all (yet?).

• Dates must be specified in ISO format (YYYY-MM-DD) if used.