VenioOne Structured Import — Best Practices and Common Pitfalls

1. Purpose

This guide consolidates the most common issues encountered during structured import setup in VenioOne, along with their root causes and recommended best practices. It is intended to help clients avoid recurring issues and to give support staff a single reference for troubleshooting.

2. Pitfall #1: Load File Path / Folder Structure Errors

2.1 The Issue

Files referenced in the load file (e.g., TEXT001\23068_00000001.txt) fail path validation during import or overlay, even though the files exist in the package.

2.2 The Key Rule

The paths in the load file must be relative to wherever the load file itself is located. VenioOne resolves file paths starting from the load file's location — so the folder structure and the paths in the load file must match.

2.3 Example Folder Structure

VOL00001\

  ├── loadfile.dat

  ├── TEXT001\

  │     └── 23068_00000001.txt

  ├── NATIVE001\

  │     └── 23068_00000001.docx

  └── IMAGES001\        (if applicable)

        └── 23068_00000001.tif

Here, loadfile.dat sits inside VOL00001, at the same level as the data subfolders (TEXT001, NATIVE001, IMAGES001).

2.4 How Paths Should Appear in the Load File

Given the structure above, paths in the load file should be relative to the loadfile.dat location — i.e., starting from the subfolder name, not from VOL00001:

In short: the path in the load file is always relative to the load file's own location — whether that's inside VOL00001 (paths start from TEXT001\...) or one level above it (paths start from VOL00001\TEXT001\...).

3. Pitfall #2: FileType / FileSize / Extension Mapping Issues

3.1 The Issue

After a structured import, some documents show “Selected Document Not Supported” when attempting to view them. Or the documents do not show up when trying to convert to HTML or Tiff

3.2 Root Cause

Load files often contain FileType, FileSize, and Extension fields. These may be populated for some records but blank for others. When mapped directly to Venio's built-in fields, Venio uses the load file values as-is, including blanks. For records where FileType is empty, Venio treats the file type as “Unknown,” triggering the “Selected Document Not Supported” error. Direct mapping overrides Venio's own computation logic, which would otherwise derive these values from the actual native file.

3.3 Recommendation

• Before mapping, review the load file for completeness in the FileType, FileSize, and Extension columns.
• If values are inconsistently populated across records, do NOT map these fields to Venio's built-in fields.
• Instead, map these fields to custom fields if the original load file values need to be retained for reference.
• Allow Venio to compute FileType, FileSize, and Extension natively for accurate, consistent results.

3.4 Document Type Identification — Import Method Differences

• VOD imports: Venio automatically computes the document type — no additional configuration needed.
• Console imports: On the “Document Type Identification Fields” step (Step 11/20), select “Use imported native file to identify document type during import” instead of relying on mapped fields from the load file. See Figure 1.

Figure 1: Document Type Identification Fields step (Console import, Step 11/20)

4. Pitfall #3: Restricted System-Computed Fields Cannot Be Mapped

Certain system-computed fields — Duplicate Custodian, Duplicate Filepath — are not available as structured upload mapping targets, since Venio computes these itself.

• If a client's load file contains values for these fields and the values need to be retained for reference, map them to a custom field instead.
• This limitation has been raised as an enhancement request, proposing that Venio pre-create corresponding custom fields for these restricted system fields during structured upload setup.

5. General Pre-Import Checklist

• Confirm the load file's location relative to the data subfolders (TEXT, NATIVE, IMAGES, etc.) and that paths in the load file match that location.
• Check FileType, FileSize, and Extension columns in the load file for blanks or nulls.
• If any blanks exist in those fields, unmap them from Venio's built-in fields and use custom fields instead.
• For Console imports, confirm “Use imported native file to identify document type during import” is selected.
• If the load file contains values for restricted system-computed fields (Duplicate Custodian, Duplicate Filepath, Control Number, Bates Number), map these to custom fields.
• Run a small test batch before the full import and confirm path validation succeeds.
• After import, spot-check a sample of documents to confirm document type and file metadata are correct.

6. Quick Reference — Symptom, Cause, Fix