Bulk Import Documents and CSV Linking Configuration
Learn how to set up the Document Importer to bulk upload files and establish links between them with this comprehensive guide.
Written by Ryan Osborne
Updated at April 14th, 2025
Table of Contents
How to set up and configure the Document Importer for CSV Record Linking
Managing a large volume of documents, images, or files can often involve repetitive and time-consuming manual tasks, such as uploading and linking them to system records. Whether you’re dealing with purchase orders, sales invoices, product images, or other essential files, maintaining efficiency is crucial for staying organised and productive.
Merchanter's Document Importer streamlines this process by enabling you to upload batches of documents in one go and link them to relevant system records via CSV. This tool ensures that documents such as purchases, sales, or products are automatically linked to their corresponding records, making them easily accessible from the document section of each record. By the end of this guide, you’ll have a clear understanding of how to set up and configure the Documents Importer, saving time, reducing manual effort, and keeping your records perfectly organised.
Ways to use the Document Importer
The Document Importer can either be used to upload a batch of documents and manually map them to the relevant entity (customer, sales order, product, etc.) or using a CSV file created by hand or generated by external OCR scanning software to automatically attach each document/image from the batch to the relevant Merchanter entity.
Data Storage Sizes
Please note Merchanter is not designed for mass file storage and linking to an external data source would be recommended for many large files.
Configure the CSV Template for the Importer
First Ten25 Support need to check if the CSV template is in place for the document importer. If this has not been set up the import will not work, unfortunately, this is not an area the Prime user can access.
How to Create an Index File Configuration
You will need an Index File Configuration for each type of scanning software you are using and type of entity (customer, sales order, etc.). The Index File Configuration will map the fields exported from the scanning software to the Merchanter fields.
Log in as a user with a Prime role or above and navigate to Settings → Document Import Settings → Index File Configurations.
From here you can edit or delete existing configurations. For this guide, we will click the New button and create a configuration to add a document link from a PDF file to a sales order.
In the Index file configuration pop up you will need to fill in several fields.
- Name - a user-friendly name for the configuration.
- Entity type - the type of entity with which documents in the batch would be associated. The options are customer, mill order, product, purchase invoice, purchase order, sales order and supplier SV template - CSV template that defines the fields of the index file, (Setup by Support)
- Search attribute - the attribute used to look up the entity for linking the document to, the options change here depending on the entity type selected.
In this example, we will set the Name as SON_File_Import, the Entity Type as Sales Order. Pick the CSV Template Document Importer from the list and pick a search attribute of order number. Now Save the Configuration.
Please Note: If new search attributes have been added to the system or you don't see the attributes you expect, Click the set up search attributes button in the top right of the main screen to refresh the options.
Next, you will need to know How to Create a Document Batch Type - Bulk Document Importer.
Video Guide
Configure the CSV Template for the Importer.
How to Create an Index File Configuration.