Meta Data File Export
SmartyGrants can add and configure a metadata file to allow your organisation to easily export records and import them into your Electronic Document and Records Management System (EDRMS) or Finance system, such as Micro Focus Content Manager, Objective and Technology one.
The following process outlines how to implement this into your SmartyGrants account:
SmartyGrants is configured to generate a metadata file with each bulk export of Applications.
A user selects the applications and the elements of each application they wish to export.
The export file is generated by SmartyGrants, including a metadata.csv file which contains information about each file in the export file.
The user downloads the export.zip file to their local computer.
The export.zip file is then imported into your EDRMS/Finance system using the bulk import feature of either system.
Configuration of the metadata file
The metadata file can be configured to contain the details required to support the bulk importing of files into a EDRMS/Finance system.
SmartyGrants has a default configuration for the metadata file, however, a full list of fields available for inclusion to customise the metadata file to suit your specific EDRMS/Finance system is outlined below (fields available).
Recommendation: SmartyGrants can enable the default metadata configuration. Once this has been enabled, we suggest you perform a small export and take this to your IT team, along with details of the export/import process (this document). They will then be able to assist with the import process for your EDRMS/Finance system and help you determine if any further configuration of the metadata file is required. If changes are required, details can be provided to the SmartyGrants team, who will be able to action the request for you to then re-test.
Only one metadata configuration is possible for each account. It is not possible to have different configurations for different grant programs. Once you have approved a configuration, any later changes will incur additional fees.
Timeframe & Costs
Subject to SmartyGrants receiving your approval to proceed, we can enable the default configuration within one week. If further changes to the metadata configuration is required, it will take a minimum of two weeks to deliver, however, a more definitive timeline will be discussed with you at the time.
If you are interested in having this enabled for your SmartyGrants account, please contact the SmartyGrants Support Team. For related pricing costs, please visit our Pricing page.
Fields available
The metadata file can contain any of the following information in any number of columns for each file included in an export:
General Information
Application ID
Project Title
Grant Program
Grant Round
Decision
Decision Date
Total Allocated
Total Paid
Total to be Paid
Applicant Name
File Path
File Name
Standard Fields
Applicant Contact Fields
Document Title - This is the title of the given document, which varies depending on the particular file include in the export. Details of what can be included in the Formatted File are below.
Fields available for Document Title
General Information
Field | Extra Information |
|---|---|
Document Type | Form / Summary / Decision / Contact Details / File Note / Attachment |
Form Information
Field |
|---|
Form Type |
Form Name |
Date Created |
Date Submitted |
Person Created Form |
Person Last Modified Form |
Person Submitted Form |
Form Status |
Form Version in Report |
Attachment Information
Field | Extra Information |
|---|---|
Filename | Individual / Organisation |
File size | E.g. Mr Jo Smith; The Red Cross Australi |