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.
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 rename documents or folders, click the name of the document or folder. Type in the changed name desired.
Toolbar
Button | Description |
|---|---|
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. |
Remove | Remove the selected item and its children from the job. Note: In order to select a document or folder to remove, the actual document item row has to be selected with a click, instead of checking/unchecking the box tied to the row. |
Expand All | Expands all the containers in the job. |
Collapse All | Collapses all the containers in the job. |
Reset Names | Allows to reset the names of files and folders in case they have been manually edited from this screen. |
Show Metadata | Show Author, Class, and Modified values for documents in the Job pane. |
Hide Excluded | Hide containers and documents that are excluded from the job based on the selected excluded options in the Job Pane. |
Sidebar
Job Details
Setting | Description |
|---|---|
Name | Provide a name for the job. By default it is the date and time of the Export job window opens. E.g. 2022-11-30_02-32-54 |
Target
Setting | Description |
|---|---|
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 | In cases the file exists in the target already (from a previous export), the user can select if the file is skipped from export (the version existing stays put), or overwritten with the one exported. |
File/Folder Names
Setting | Description |
|---|---|
File Name Format |
|
Replacement Character | Sets the character to replace in the formatting template. Currently spaces and underscores are allowable characters, or set to None if no replacement character needs to be set. |
Limit Workspace Names To | If the Workspace name length is a worry to exceed the allowable characters, the workspace names can be limited to a defined character count. |
Limit Folder Names To | If the Folder name length is a worry to exceed the allowable characters, the folder names can be limited to a defined character count. |
Limit Document Names to | If the Document name length is a worry to exceed the allowable characters, the document names can be limited to a defined character count. |
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 |
|---|---|
Modified | Allows the files included to be filtered by a modified date. E.g. all files after 11/1/2022. |
Exclusions
Setting | Description |
|---|---|
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 |
|---|---|
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 filepaths 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.
Each job can only contain the results of one search.