Import topics

The Import Topics wizard lets you add one or more topics authored outside DITA CMS to the repository.

When you import a topic, this topic and its dependencies (for example, the topics and images it refers to) are imported into the repository and assigned the initial status (for example, Authoring:Draft). If the map or topic being imported references a non-DITA resource such as PDF file or video, it is imported as a resource of the type "unknown", which allows it to be searchable from the Search view. Once imported, you can edit the resource to change the type from "unknown" to something more specific as required. If one of the topic dependencies cannot be found (for example, one of its images is missing), the import is cancelled and an error message is displayed.

When you import a topic, its file name is added to the object's metadata in the originalFileName index and the path relative to its containing map is added to the object's metadata in the originalRelativePath index.

Note: Any document you import is automatically assigned to you.
You can specify the following options when importing topics:
Option Description
Import As External

When you import the document, it and its children (if any) are imported into the repository and assigned the Authoring:readonly status.

Update existing documents

When it imports a document, the DITA CMS determines if this document already exists by checking:

  1. That a document exists in the repository with the same name as the original file name of the imported document.
  2. If a document with the same name exists, and the Use relative path along with file name to match documents to update option is selected, the DITA CMS also checks that the base path of the imported document also matches the base path of the document in the repository.

If a document already exists and the Update existing documents option is selected, the existing document is updated with the contents of the imported document. If this option is not selected, a new document is created, with a new file name.

Note that, to be updated, the document:

  • Must be in a lockable state (for example Authoring:Draft) unless it is an existing external document (Authoring:readonly).
  • Must not be already locked by another user

When you re-import an external document, this option is always enabled and the existing document and its children (if any) are always updated.

Default language

All documents in the DITA CMS must have a designated language. If the documents you are importing do not have a language attribute, the system will assign them the language you select from this list. If the document you are importing has children, this language will also be assigned to these children.

You can also set the Override unknown languages with default option. If you select this option, when you import documents that reference a language that’s not configured in your system, the system will replace these values with the default language specified.

Images If the topics you are importing reference images, you need to specify the type and format of the images.
  • Type is an informative label that is written into the image metadata. Default values are Line Art, Screen Capture, and Equation.

    If an image is labeled Line Art or Screen Capture, the system will automatically designate it as Needing Translation. Images labeled Equation are not designated as needing translation; if these images are part of a map that is sent for localization, the system will automatically promote them to the review state and will not include them in the image localization kit.

    You can set the translation designation for specific images as required once the image has been imported, and the image type may be changed once the image is in the repository.

  • Format may determine the output format of an image, depending on your system setup.
Labels You can assign one or more labels to a document and its children (if any). Labels are added as metadata and improve searchability.
Import options
  Images: Images have unique names If this option is selected and there are two (or more) images with the same file name, then the system imports just one of them (randomly). If you leave this check box empty, then all images are imported, they keep their duplicate titles, and the system assigns unique file names.
Resources: Resources have unique names If this option is selected and there are two (or more) resources with the same file name, then the system imports just one of them (randomly). If you leave this check box empty, then all resources are imported, keep their duplicate titles, and the system assigns file names.
Import Base Path: Specifies the base path to use when replacing existing documents.
Important: The filename and base path of the imported object are important when you intend to replace an existing object. See Reimporting the same file into the DITA CMS for more information.

To import one or more topics and its dependencies:

  1. Select File > Import.
    The Import dialog appears.
  2. Open the DITA CMS folder and select Import Topics.
  3. Click Next.
    The Import Topic(s) dialog appears.
    Import topics
  4. Click Browse.
    The Open dialog appears.
  5. Navigate to the topics, select them, and click Open.
    The selected topics appear in the Topics to import list.
  6. To import as a read-only object, select the Import As External checkbox.
    Note: As a result of selecting this option, several other features are set to default values and disabled.
  7. To replace existing documents with the contents of the imported documents, select the Update existing documents checkbox. To also use the relative path to match the documents to update, select Use relative path along with file name to match documents to update.
    Important: If you select Use relative path along with file name to match documents to update, you must specify the base path of the imported file in the Import base path box. The base path of the imported file must match the base path of the object in the Content Store (originalRelativePath index).
  8. In the Default language list, choose the language you want set for the file. If you want to overwrite the language attribute set in the imported file with the selected language, select the Override unknown languages with default checkbox.
  9. In the Images options section, choose the type of images in the Type list and the output format in the Format list for the images referenced in the document.
  10. Optional: To assign a label, click Select and add one or more labels. Click OK when done.
  11. Click Next.
  12. Select the Images checkbox to import only one instance of images with the same file name. Clear the checkbox if you want all images imported and assigned unique file names.
  13. Select the Resources checkbox to import only one instance of resources with the same file name. Clear the checkbox if you want all resources imported and assigned unique file names.
  14. In the Import base path box, type the base path to use when replacing existing documents.
  15. Click Finish.