Import/Export Email Templates

Organization email templates and System email templates have been improved by Docentric.

The table below lists the data entities provided for Organization email templates. For the Import/Export scenarios use the first two data entities. For Copy to Legal Entity scenario use the first and third data entity.

Data entity AOT name
Docentric organization email templates DocSysEmailTableEntity
Docentric organization email messages package DocSysEmailMessageTablePackageEntity
Docentric organization email messages DocSysEmailMessageTableEntity

The table below lists the data entities provided for System email templates. For the Import/Export scenarios use the first two data entities. For Copy to Legal Entity scenario use the first and third data entity.

Data entity AOT name
Docentric system email templates DocSysEmailSystemTableEntity
Docentric system email messages package DocSysEmailMessageSystemTablePackageEntity
Docentric system email messages DocSysEmailMessageSystemTableEntity

Why the “package” data entities?

Email templates may contain Email messages larger than 32768 characters. Due to a known and documented SQL Server Integration Services limitation, strings longer than 32K will be truncated during the import. The solution is to export the string fields with potentially large content (such as Email message body) into external files and generate the package with all resources during the export.

Learn more about “package” data entities and import/export process >>

For Import/Export of messages always use the data entity with package suffix.
Copy to Legal Entity copies the data internally, therefore there won’t be any truncation and you can use the messages data entity without package suffix.

Below are instructions for Export, Import and Copy to Legal Entity on the example of Organization email templates. Exactly the same steps are applicable to the System email templates.

Export

In the Data management workspace create a new Export data project with Docentric system email templates and Docentric system email messages package data entities as shown below. Select the XML-Element Source data format for both data entities. Make sure to switch the Generate data package flag ON.

Start the export (Export now or Export in batch). When you see in the Execution summary form that the export is finished, click the Download package menu item. You will get a ZIP file with the exported content, which you will use for the Import.

Import

In the Data management workspace create a new Import data project. Select Add file and click the Upload and add button:

A dialog will open. Point to the ZIP file downloaded at the end of the Export process. The information about the data entities will be loaded from the ZIP and displayed in several info and warning messages. You might get the warning messages about some missing fields in the staging table as in the image below, but you can ignore them, because these fields actually exist and will be correctly used during the import.

You should get the following Selected entities:

Import the data by clicking one of the Import menu items.

In the Data management workspace create a new Copy into legal entity data project with Docentric system email templates and Docentric system email messages data entities as shown below.

Specify the target legal entities (USPI in the example above) and click the Copy into legal entity menu item.

As explained earlier, when copying between the legal entities, data is copied internally, therefore even the long Email messages shouldn’t be truncated. But if you encounter problems with the truncated data, then you need to use the Docentric system email messages package data entity instead of the Docentric system email messages data entity, with one additional step. Namely, due to a bug in the framework there are 2 attributes (MailFileName and XSLTMailFileName) that aren’t recognized automatically and must be added manually.

In the Data management workspace create a new Copy into legal entity data project with Docentric system email templates and Docentric system email messages package data entities as shown below.

Select the second data entity and click the Entity attribute menu item. Add the two missing entity attributes:

Go back to the Copy into legal entity form and click the View map button on the second data entity. In the Map source to staging form connect the corresponding Source and Staging fields (red lines in the image below). Don’t forget to Save the changes.

Close this form and click the Copy into legal entity menu item.

See also

Import/Export Print Management Settings >>
Import/Export User-Defined Labels >>
How to Use Deployment Tools >>

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