Exporting Documents

- 1.1 Export Results/ Create CSV
- 1.2 Job Tree
- 1.3 Toolbar
- 1.4 Sidebar
  - 1.4.1 Job Details
  - 1.4.2 Target
  - 1.4.3 File/Folder Names
  - 1.4.4 Inclusions
  - 1.4.5 Exclusions
  - 1.4.6 CSV
  - 1.4.7 Statistics
2 Exporting Search Results
3 Quick Document Export
4 PST Export

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

Clicking either opens the following window:

Export Results/ Create CSV

2. 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.

3. 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 manually rename a document or folder, click its name to open the text editor.

Toolbar

Button	Description

Button	Description
Add Container	Opens the “Select Container” dialog, from which you can select a workspace, folder, or tab to add to the job.
Remove	Removes the currently highlighted item and its children from the job. Checking/unchecking an item for inclusion does not change the current selection.
Expand All	Expands all containers in the job.
Collapse All	Collapses all containers in the job.
Reset Names	Resets the names of all files and folders that have been manually renamed.
Show Metadata	Show Author, Class, and Modified values for documents in the Job pane.
Hide Excluded	Hide items that have been excluded from the job based on the inclusion and exclusion settings and/or File Name checkboxes.
Remove Empty Columns	This used to be hide empty columns. You can restore hidden column by selecting a template, clicking “Reset Grid”, or dragging their name from the Column Chooser, which can be opened from the column header right-click menu.

Sidebar

Job Details

Setting	Description

Setting	Description
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

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	Specifies how to handle a document in the export that has the same target path as an existing file. Skip: Do not export the document. Overwrite: Overwrite the existing file with the document in the job.

File/Folder Names

Setting	Description

Setting	Description
File Name Format	Specifies how exported file are named. Original: Name/Description Name_Number_Version: Name/Description plus the document’s number and version Number_Version: The document’s number and version Number_Version_Name: The document’s number and version plus its Name/Description
Replacement Character	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	The maximum length, in characters, of an exported workspace's name.
Limit Folder Names To	The maximum length, in characters, of an exported folder’s name.
Limit Document Names to	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 on how to allow long file paths in Windows.

Inclusions

Setting	Description

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

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.

CSV

Setting	Description

Setting	Description
Create CSV Index File after Export	If checked, the CSV index file based on the selected template will generate with the files exported to the same path. A log entry will show in the job log.
Template	Select the template of choice. The default template will display first.
Edit	Allows to edit the selected template right from the window in a new window.
Preview	Displays the Fields and Captions.

Statistics

Setting	Description

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 file paths in Windows.

Exporting Search Results

4. 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.

Quick Document Export

This feature is available for NetDocuments users.

To configure, go to where the Litera PowerDesktop application is installed.

Right click on the exe file, and select Properties.
The “Export Documents” option is available in the right-click menu for containers when using the “--preview” command line flag. Add --preview into the Target line item.
Click Apply, then OK.

Using the Export:

When looking at the contents of a container in NetDocuments Explorer, I can select one or more documents by holding Ctrl or Shift while clicking rows in the contents pane.
When I right-click on one or more selected documents, a “Download” submenu item is displayed in the menu with three child commands: “Official”, “Latest”, and “All Versions”.
When the application is started with the --preview command line option and I right-click a workspace, folder, or filter, the right-click menu includes “Export Documents” with the same menu options as “Download”.
When I select any of the three download menu items, the “Download xxx” window is displayed, where xxx corresponds to the download option.
After the Download window is shown, a loading animation is displayed over the grid while the selected document information is loaded from the server and the “Download: button is disabled.
If the selected item was a container, its contents and the contents of all of its subfolders are loaded.
After all document info is loaded:
- The loading animation is hidden and “Download” button is enabled.
- The total number of files and their size is displayed below the grid, as well as the estimated API cost for the import. If “All Versions” was selected, the number of versions is displayed after the document count.
When downloading all versions, “Name” is set to the version name, if it has one; otherwise, it’s shown as the current name.
A “Save Options” group is displayed below the “Selected Documents” grid with the following fields:
- Target Folder: Path to the folder where documents will be downloaded. Defaults to the user’s Documents folder or their previous selection.
- File Name Formats: Option “Original” preserves the document’s Name/Version Name when saving, i.e., the name from the grid, while “DocumentId_version” uses the twelve digit ID and version, e.g., “1234-1234-1234_1.pdf”.
- Generate Metadata Index File: When checked, an index.csv file is saved in the target folder after all documents have been downloaded. If a file with same name exists, a numeric suffix is appended to the name, e.g., “index 1.csv”
After clicking “Download”:
- The “Save Options” group is disabled.
- The status of up to five documents is changed to “Downloading”.
- Download progress is shown per document in the “Downloaded” column.
- Overall download progress is shown via a progress bar directly below the grid.
After a file is completely downloaded, a link to the file is shown in the “Downloaded File” column. Clicking the link opens File Explorer and highlights the file.
After all files have been downloaded:
- The “Cancel” button becomes “Close”.
- A CSV is saved to the target folder if the option was enabled.

PST Export

The export can handle PST files now. Steps are:

In the Dashboard, click on “Tools” > “Export Messages”.
In the PST Export dialog:
1. In the Job section give the job a name.
2. In “Source” select the PST file. Once selected it will extract and display in the “Contents” section. If you click on a folder, it will display the contents in the panel to the right.
3. Output:
  1. Select a destination in the “Target Folder”.
  2. Optionally, select “Create Job Folder”.
  3. Optionally, select “Skip Empty Folders”.
  4. Set a “Max Subject Length” for the email subject.
4. Click “Start” when ready. Once clicked, the job will appear in the “Local” tab in PowerDesktop, and when it is complete, the user may elect to import the PST content using one of the Import options: Folder Import, Import Project, or CSV import. If customers want to import via CSV, they can generate a CSV from the Dashboard > Tools > Generate CSV.