Import documents in to IT Glue

The following instructions show you how to import a document so that the document's contents are converted into a new IT Glue document.

You can import files individually or use a zipped file. If you import a zipped file that includes folders, and the folders contain supported file types, the folder structure will also be imported.

Supported file types:

  • Word
  • HTML
  • Confluence (HTML)

Unsupported file types cannot be converted into IT Glue documents, but they can be stored in their original format as attachments. PDF attachments can be viewed from the Attachments panel. The PDF viewer can also display PDFs embedded in documents for greater visibility.

This feature can be a very useful tool for importing large quantities of content. If you only have a small quantity to import, or you only need portions of each page's contents, it may be just as easy to copy and paste the text and images directly in to the IT Glue editor. Manual migration also lets you choose what kind of content blocks you want to use (Text, Step, Gallery, Heading) inside the IT Glue editor. In IT Glue, the different sections of a document are represented as content blocks that can be created and arranged in any order.

Note: If you have any questions regarding importing data, please contact us before starting the import.

Instructions

  1. Open the organization you want to import your documents to and go to the Documents section from the left sidebar.
  2. Click the Import button, and then choose Documents from the drop down.

    Documents___IT_Glue.png
  3. Under Document Importer Type, you will see a list of document types that can be imported in to IT Glue, such as Word, Confluence, etc. Select the type of file you're importing.

    Screen_Shot_2019-05-24_at_2_36_49_PM.png
  4. Next, click Choose File and locate the file.

    Import_File.png
  5. Depending on the type of file you're importing, an Allow partial imports option may be included. If you answer "Yes", and then one or more of the documents can't be imported, IT Glue will still import the remaining documents.

    Import_Documents___IT_Glue.png
  6. Click Continue to start the import.
  7. Click the View Imports tab to see the job status. Each import starts in a pending status.
  8. Wait for an email from support@itglue.com that includes a link to view imported documents.

Once the import is complete, you should check over the imported documents. While you do that, you can start using the features of IT Glue to change the formatting, update the document title, replace links and navigation elements, and more.

Example: The IT Glue document (left) compared to the original Word document (right)

Imported_Word_Document.png

Import limitations

Document imports have the following limitations:

  • Each import has a 100MB limit.
  • Zipped documents are imported to your target organization as a flat list – each document will all be at the top level of the folder tree. You will have to manually move them inside the folder hierarchy created by the zip file.
  • When importing a Word, HTML, or Confluence document, the contents of the document will be inserted inside the editor in a single Text content block.
  • When importing unzipped HTML files from your computer, only externally available images with absolute URLs (for example, <img src="http://yourdomain.com/example.png">) will be imported. Alternatively, you can import the local HTML and images together as a single zip file.
  • HTML documents must be in UTF-8 charset format prior to importing.
  • All documents should be imported without any emoticons, Wingdings, or similar icon fonts; otherwise, the import may fail without indicating why.
  • The metadata of your Word document provides the default document name in IT Glue. Unless you enter a specific title under File > Properties, Word may leave the field blank or populate it with the first sentence of the document. This can lead to undesirable naming of Word documents imported in to IT Glue.
  • Most of the original formatting will be retained (bold, italics, tables, etc.), but some small changes in formatting (such as the alignment of text) and other small changes can occur.
  • Numbered lists in documents imported as a .docx file may appear misformatted in IT Glue depending on their origin. Our suggestion in such cases is to change the numbered lists into bulleted lists prior to importing to IT Glue. Another option is to use Google Docs to format the documents before importing in to IT Glue:
    1. Log in to Google Drive, click on the cogwheel icon, and then on Settings.


      Screen_Shot_2019-05-22_at_3_33_22_PM-2.png

    2. Click on the checkbox for Convert uploaded files to Google Docs editor format.


      My_Drive_-_Google_Drive.png

    3. Create a new folder and name it something like "Converted Documents".
    4. Upload your documents that include numbered lists into this folder. Click + New at the top-left of the screen and click File upload, or drag and drop the documents into the folder. This will automatically convert the documents into the Google Docs format.


      Skitch_Background_-_Google_Docs.png

    5. Select all the documents and download. Numbered lists will now be correctly formatted once you import them in to IT Glue.
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