Learn how to import multiple documents into Triark Cloud using the document list template, including tips to avoid errors and speed up your workflow.
📖 Read time:
5
min
🔖 Category:
Document
This guide will walk you through the steps to download the import template, fill it out, and successfully upload your document data.
Steps to Import Documents
1️⃣ Navigate to the Document Module
From the Triark Cloud main menu, click Document -> Documents on the left sidebar.
You’ll see your current document list grid.
2️⃣ Download the Import Template
Right-click anywhere in the document grid
Choose Download Import Template from the context menu
3️⃣ Open the Template
Locate the downloaded .xlsx file
Open it in a supported spreadsheet program (Excel or similar)
The columns are clearly labelled to match the fields in Triark Cloud
4️⃣ Fill Out the Template
Enter your document data row by row
Be sure to fill in all mandatory fields (e.g., project number, document number, document name)
Optional fields can be left blank if they don’t apply
You can hover over/click column headers to see helpful formatting tips or view these:
Header
Required
Format / Notes
Project Number
✅ Yes
Must match an existing project number in Triark exactly. Make sure the project is included in the global filter. Defines what project the document belongs to.
Document Number
✅ Yes
Unique identifier for the document. Can contain numbers, letters, dashes, etc. Must be unique.
Document Name
✅ Yes
Free text. Used as the title of the document in the system.
Document Category
Optional
Must match a valid category from your Triark setup. Used for classification. Required if using Document Status. Example: Maintenance, Development
Document Person
Optional
Must match a person already registered in the CRM.
Document Person Role
Optional
Role or responsibility of the linked person (e.g., Reviewer, Author).
Estimated Start Date
Optional
Date format: YYYY-MM-DD
Estimated Finish Date
Optional
Date format: YYYY-MM-DD
Target Start Date
Optional
Date format: YYYY-MM-DD
Target Finish Date
Optional
Date format: YYYY-MM-DD
Document Status
✅ Yes
Must match a valid status in your Triark system (e.g., Draft, Final). Requires Document Category to be filled.
Document Status Description
Optional
Free text. Useful for adding context or custom status notes.
Revision Number
✅ Yes
E.g., A, B, 01, 02. Ensure consistency within the project. Requires both Revision Date and Revision Responsible.
Revision Date
✅ Yes
Date format: YYYY-MM-DD
Revision Responsible
✅ Yes
Must be a person in the CRM. Use full first and last name.
Revision Status
✅ Yes
Must be a valid status (e.g., Approved, Pending).
Revision Status Description
Optional
Additional context for the revision status.
Files
✅ Yes
File names listed here must exactly match those in the upload folder. Multiple files can be separated with commas (e.g., Draft.pdf, Summary.docx).
WBS
Optional
Work Breakdown Structure reference. Must match a valid WBS in the project. Multiple WBS values can be comma-separated (e.g., 10, 100).
Folder
Optional
Folder name or path within the project. Used to organize documents. Multiple values allowed using commas.
Zone
Optional
Optional segmentation if using location/zone-based breakdowns. Can be comma-separated.
5️⃣ Save the File
Save the completed spreadsheet to an empty folder
The folder should only contain this spreadsheet and the actual files referenced in its rows
✅ Keep filenames exactly matching what you list in the template, dont forget the file extension (.png .doc etc.).
6️⃣ Upload to Triark
Drag the folder containing the spreadsheet and files directly into the document grid in Triark
Triark will automatically detect and begin processing the import
7️⃣ Review the Import
Triark will show a preview of what it’s about to import
Double-check that documents, revisions, and metadata are correct
If anything looks wrong, cancel and fix the template before continuing
8️⃣ Complete the Import
If the preview looks good, confirm the import
Triark will register your documents and revisions, linking them to the correct projects
✅ If errors are found after import, you can still update metadata manually or correct the file and re-import.
General Tips
Use clear, consistent naming for documents and revisions
Always keep a backup copy of the spreadsheet for your records
If you have a large import (over 1000 rows), test with a small sample first
Ask your administrator if you are unsure about project codes, document categories, or statuses
If the import fails, carefully review mandatory fields and spelling
Frequently Asked Questions
Q: What happens if I forget a required column?
The import will fail, and you’ll get an error message showing which column is missing or incomplete. You will have to go back to the xlsx-file and fix the error.
Q: Can I import documents into multiple projects in one file?
Yes, as long as you clearly indicate the project number for each row and have selected the applicable projects in the project picker (located in the top right of your application).
Q: What file types are supported?
Triark supports most common document file types such as PDFs, images, spreadsheets, and CAD formats.
“The document list import is a powerful way to save time and keep your project data structured right from the start.”
