Metadata Upload File Format
Contents
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:
- Document definition fields
- Revision definition fields
- 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
Documents
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
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 is exactly the name of the file to be uploaded
Discipline
num(1)
Y
Drawings.drawingCode
3th part of document code
METS
char(4)
Y
Drawings.drawingCode
Source, 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
It is set now to 'DBR Metro 4'
Text
char(128)
Y
Drawings.plannedTitle1
Comment
char(128)
N
Drawings.plannedTitle2
Year / Quarter
char(128)
N
Drawings.plannedTitle3
It is stored also as classification
author
char(128)
N
Drawings.author
Claim 70
boolean
N
Classifications.code_B
See open points below
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
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
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
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
Task Mo.
Proc
Filing System
Lang Sister
Folder
Front Page
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
- 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.