In Work Explorer, you can perform a bulk export of the contents of one or more containers via either the:
Export Documents button in the window’s ribbon
Export submenu in the right-click menu for workspaces, folders, and tabs
Both the ribbon button and menu item have two subitems, Latest… and All Versions…. As their names suggest, they specify which versions of documents will be loaded into the job when you select a container. All versions will include all respective versions of documents, while latest will pull the latest version available.
Upon selecting Latest… or All Versions…, the Export Latest/All Versions window is displayed.
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Selecting Export Latest/All Versions from the right-click menu of a container automatically adds it and all of its contents into the new export job. |
Job Tree
On the left-hand side of the window is the job tree, which displays all containers and documents that have been added to the job.
To manually rename
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a document or
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folder, click
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its name
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to open the text editor.
Toolbar
Button | Description |
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Add Container |
Allows the user to select a different container from their currently active system. It also allows to select the whole root container of the workspace if desired.
Opens the “Select Container” dialog, from which you can select a workspace, folder, or tab to add to the job. |
Remove |
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Removes the |
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currently highlighted item and its children from the job. |
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Checking/unchecking an item for inclusion does not change the current selection. | |
Expand All | Expands all |
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containers in the job. | |
Collapse All | Collapses all |
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containers in the job. |
Reset Names |
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Resets the names of all files and folders |
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that have been manually |
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renamed. | |
Show Metadata | Show Author, Class, and Modified values for documents in the Job pane. |
Hide Excluded | Hide |
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items that have been excluded from the job based on the |
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inclusion and exclusion settings and/or File Name checkboxes. |
Sidebar
Job Details
Setting | Description |
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Name | The name of job displayed in the job queue. The default value is the date and time the job was created, e.g., 2022-11-30_02-32-54 |
Target
Setting | Description |
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Export Folder | The folder the user selects to export the files to. |
Create Job Folder | If checked, creates a folder with the name of the job. |
Ignore Source Folders | If checked, this will ignore the source folder or folders selected. |
If File Exists | Specifies how to handle a document in the export that has the same target path as an existing file.
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File/Folder Names
Setting | Description |
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File Name Format |
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Specifies how exported file are named.
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Replacement Character |
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The character that will be substituted in file and folder names for any character not allowed by the file system. When “None” is selected, illegal characters in the original item names are removed without replacement. |
Limit Workspace Names To |
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The maximum length, in characters, of an exported workspace's name. |
Limit Folder Names To |
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The maximum length, in characters, of an exported folder’s name. |
Limit Document Names to |
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The maximum length, in characters, of an exported document’s name. When a file name format that includes the document’s number and version is selected, only the Name/Description component is affected by this limit. |
Make sure to click Apply to apply any File/Folder Naming changes.
Read this article how to allow the long filepaths in Windows.
Inclusions
Setting | Description |
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Modified | Allows the files included to be filtered by a modified date. E.g. all files after 11/1/2022. |
Exclusions
Setting | Description |
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Empty Folders | If checked, any empty folders will be removed from the viewer and export. |
Search Folders | If checked, all search folders in the workspace will be removed from the export. |
Class | Allows to exclude particular classes such as email from the export. |
Author | Excludes individual authors from the export. |
Statistics
Setting | Description |
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Workspaces | Displays the count of workspaces to be exported. |
Folders | Displays the count of folders to be exported. |
Documents | Displays the count of documents to be exported. |
Duplicates | Displays the count of any duplicate documents/folders included. |
Longest File Path | Shows the number of characters of the longest file path in full to be exported. Read this article how to allow the long |
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file paths in Windows. |
Exporting Search Results
You can also export the results of a document search by right-clicking on the name of a recent search in the Work Explorer tree and selecting Export…. Whether the search includes all or only the latest versions of documents that match the search criteria depends on the Latest or All search criterion selected.
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Each job can only contain the results of one search. |