Exporting Documents

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

  1. Clicking either opens:

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.

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.

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.

 

PST Export

The export can handle PST files now. Steps are:

  1. In the Dashboard, click on “Tools” > “Export Messages”.

  2. 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.

 

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