11.13 Exporting Documents
11.13.3 Exporting Application Documents
When exported, application documents will be given the same file extension as their normal application type, for example, .docx for Word 2007/2010 documents. PDF documents can be exported as images or in their native format.
If the ‘Application Document Preview’ license feature is enabled, you can export application documents as images (and include any annotations added to the document). If using this feature, application documents can be exported as PDFs, TIFs and JPGs, or they can be exported in their native format.
To export an application document:
1. Select the required document, then click Export and select Document on the Document tab.
2. The Select destination folder for exported document dialog box displays. Manually enter the folder location or use the browse button (…) to select the location.
3. Click OK to export the document to the selected location.
NOTE: Application documents will always be given the same file extension as their normal application type, for example, .doc for Word documents.
If your organisation has enabled the ‘Application Document Preview’ feature, you can export an application document as an image.
To export an application document as an image:
1. Select the required document, click Export on the Document tab and select Document As Tif (or right-click on the document, select Export and then Document As Tif). The Select destination folder for exported document dialog box displays:
Alternatively, if the document preview pane is displayed, you can select the Preview tab and click the Export button. The Export Pages dialog box will display (see 11.6 Previewing Documents on page 80 and 15.5.4Exporting a Document from Image Viewer on page 183 for more information).
2. Enter the path for the export directory in the text box or click the browse button to select a location.
If the setting Double-Click will use Document Manager viewer for Application documents is selected in User Settings, application documents are opened in Image Viewer. They can then be exported as TIFs, PDFs or JPGs by clicking the Export button in Image Viewer (see 15.5.4 Exporting a Document from Image Viewer on page 183).
IMPORTANT: When an application document has a redaction applied to it, users can only export the document as an image, unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions. Users without these permissions will also not be able to open the document in its original format.
See Table 33 on page 190 in 15.6 The Annotation Tab Tools for how to apply a redaction.
11.13.4
Export Files with Indexes
For users with the appropriate permissions, Document Manager allows the export of documents with all index data for transfer to another Document Manager database.
To export documents with index data:
1. Click the File tab and select Export with Indexes.
2. The Specify Documents to Export dialog box displays. Conduct a search to find the documents to export and then click OK.
3. The Export Documents dialog box displays. Select the Export with Indexes for importing into another Document Manager database option:
4. To view the list of files being exported, click the View button. The Documents selected for Migration dialog box displays:
5. To return to the Export Documents dialog box, click the Export button.
6. When you have finished viewing the documents, click Start. The files are then exported to the selected destination.
7. In the Export Complete dialog box, click OK.
The files are now ready for importing into another Document Manager database (see image below). The System Administrator will need all of these files.
Refer to Table 16 for descriptions of the files:
Item
Description
<number>.tif Image files.
Bin.dat Contains the storage location number (Document Manager has its own unique numbering system).
Bin.inf Lists the media name and how many files were exported.
Export.inf Drawer structure information.
<filename>.ipt CSV file containing all the folder and document indexes. You can use Notepad to view this file.
Table 16: Exported Files
Table 17 below describes the options in the Export Documents dialog box:
Item
Description
Type of Export
Select the export type:
• Export with Indexes for importing into another Document Manager database: Select this option to export files to a location ready to be imported into another Document Manager system.
• Export for publishing to standalone viewer for use on CD/DVD: Select to export in a standalone format that enables documents to be viewed from a CD/DVD.
Export to
Enter the location on the hard drive to export files to or click the browse button (...) to navigate to and select the required folder.
If storing the files on CD/DVD using the standalone CD Viewer, once you have exported the files to this location, you can proceed with burning the files onto CD/DVD, as per the instructions for the PC.
Description Enter a description for the export. This field is only active when theExport with Indexes for importing into another Document Manager database option is selected.
Unique No.
Document Manager can assign a unique number to the export job. To have Document Manager assign a number, click Next. Alternatively, manually enter the number. This field is only active when theExport with Indexes for importing into another Document Manager database option is selected.
Export Style
Select the type of export you want to perform:
• Export as IPT: Select to export the documents with associated index data held in a Document Manager import file (IPT file).
• Export as XML: Select to export the documents with index information held in an XML file. The XML files are numbered sequentially to match the exported documents, for example, ‘00000001’. This option can be used for reimporting into Document Manager using the
XML Import option. See 11.5 Importing Documents via XML on page 78 for more.
• Name of Index file (.ipt): If you selected Export as IPT above, enter an individual name for the index file. Each drawer must have its own unique index file name. Previous exports will display in the drop-down list. This field is only active when theExport with Indexes for importing into another Document Manager database option is selected.
Item
Description
Maximum Directory Size (MB)
Enter the maximum size in megabytes (MB) for each directory that will hold the exported files. When this size is reached, a new directory will be created.
You can select the type of media to the right of the field to select a typical size for the media. Choose from CD, DVD or DL DVD (double-layer DVD).
If storing the files on media, this size should be no more than the maximum size of the media you are exporting to (for example, 650MB for CD, 4300MB for DVD).
All document are same doctype
Select this checkbox if all the documents are of the same document type. This will accelerate the export, which could be useful if exporting a large number of documents.
If you tick this box, select the required document type from the drop-down list to the right.
Zip XML Output Select this checkbox to compress the exported XML files into a .zip file.
Create multiple folders if max. directory size exceeded
If the files being exported exceed the maximum directory size setting, this option creates a new directory to continue the export. It is recommended that this option is selected.
Stop on missing files or pages
If Document Manager cannot find a document to export, Document Manager will not ask if it should continue to export without the missing document. Selecting this option will force Document Manager to stop and prompt the user.
Ignore Redactions on image documents
Normally, only the System Administrator can see this field. Users typically cannot see this field and redactions are automatically burned into image documents when exported. To have redactions turned off when exporting documents, see the local System Administrator.
Save ERM documents as images
Enterprise Report Manager (ERM) is a Document Logistix product that integrates with Document Manager.
If the documents to be exported have been created with ERM, select this option to save them as images.
Saves images as TIF/ Saves images as PDF
Select an option to save images as TIF or as PDF. Saving images as PDF files take up slightly more disk space than TIF files.
No. of Docs Lists the number of documents selected for exporting.
Space Used (MB) Lists the amount of file space used by the export (in megabytes).
Skipped Docs. Lists the number of documents that were skipped due to errors.
Missing Files Lists the number of files that Document Manager has read as ‘missing.’
Start When you have set your preferences, click Start to export files to the hard drive in readiness
for burning onto a CD/DVD.
Criteria
Displays the Document Search dialog box. This button is activated only when the user accessed the Export Documents dialog box using the Export with Indexes option from the Document Manager Application File menu.
View Displays the search results.
11.14
Document References
A document reference is a link to a document residing in a different location in Document Manager. The document reference displays in the same way as a regular document; however, changes that are made in either location will automatically reflect in the other. The document and reference display the same document ID, because only one actual document (the original) is stored in Document Manager.
Document references are useful to ensure that users accessing a specific document anywhere in Document Manager retrieve the most current version of the document.
11.14.1
Create Document References
There are two main ways to create a document reference:
•
Drag-and-drop a document from one location to another.•
Copy-and-paste a document reference to a new location.If you insert the document reference into a new drawer, you will be required to index the document.
Drag-and-Drop
To create a document reference using drag-and-drop:
1. Click and hold the selected document and then drag it to the new folder location. During the drag-and-drop procedure, the mouse pointer changes to reflect the document type.
2. When you drop the document into the new folder, select Reference from the pop-up menu displayed. The document reference is added to the new folder.
Copy-and-Paste
To create a document reference using copy and paste:
1. Right-click on the selected document and select Copy from the pop-up menu.
2. In the new location, right-click, and select Paste > Document Reference. The document reference is added to the new folder.
11.14.2
Find All References
It is possible to have document references in multiple folders. When documents have been referenced in other folders, you may need to locate them.
To find all references to a document:
•
Right-click on the document and select Find > All References on the pop-up menu. The search results display a full list of document references for the selected document.11.15
Emailing Documents
Document Manager supports email systems that are MAPI compliant; this includes Microsoft®
Outlook®, Microsoft® Exchange and Lotus Notes® 4.5 and later.
NOTE: To be able to send emails, the System Administrator must specify the relevant details on the Email tab in the Administration Module System Settings.
When installing Document Manager, you can also install the Microsoft Office Add-in. The add-in integrates with Microsoft® Office 2003, 2007 and 2010 applications (Word, Excel, PowerPoint and
Outlook). For more on installing the Office-Add-In, refer to the Document Manager Installation Guide. For more on using the add-in, see Appendix C: Microsoft Office Add-In on page 224. For an image document, Document Manager has five options when emailing documents:
•
Document as TIF•
Document as PDF•
Reference•
Zipped TIF•
Zipped PDFFor an application document, Document Manager has four options:
•
Document•
Reference•
Zipped•
Web Reference (only displays if your organisation is using Document Manager Web Basic) NOTES:If the ‘Application Document Preview’ license feature is enabled, you can email application documents as images. See for 11.6 Previewing Documents on page 80 more information. Application documents with redactions cannot be emailed in their original format unless the user has the ‘Hide Redaction’ or ‘Super Administrator’ permissions. If the user does not have these, only the image generated for the document can be emailed with the redaction added. Once the type of file to be sent has been selected, Document Manager uses the application
normally used for sending email messages. From this point on, the sending of the message is the responsibility of the mail application and Document Manager has no more control. The user interface and required actions will vary according to the application used. If you have set up an email signature in Microsoft Outlook, emails sent from Document Manager will use that signature.
NOTE: When sending an image file as a PDF, all annotations on the image document are built into the PDF file (except sticky notes).
11.15.1
Emailing a Document File
When emailing a document, Document Manager will attach the document file to the email.
Image Documents
In the case of a multi-page image document, a single .TIF or .PDF file (depending on the format selected) will be attached containing all the pages. Image files can also be emailed from within the Image Viewer and allows a range of pages to be selected. If emailing natively in JPG or PNG format, multiple pages in a single file are not supported and will be emailed as separate single-page files. To email an image document:
1. Right-click on the required image document, point to Email and then selectthe required format (when you choose to send as a PDF, Document Manager automatically converts the image file to PDF format).
2. Document Manager opens the email program on your computer (if not already opened) and attaches the file to a new email. The email Subject field will be automatically filled with the document name.
3. Finish the email and Send.
Application Documents
The recipient of the Document File will not need Document Manager to open the attached
document, but they will need an application compatible with the file, for example Microsoft Word for .doc files or an image-viewing tool for .tif files.
TIP: If your organisation uses the ‘Application Document Preview’ license feature and the recipient does not have access to the application associated with the document being sent, you can email the document as an image. See for 11.6 Previewing Documents on page 80 more on using the Document Preview feature.
To email an application document:
1. Right-click on the required application document and select Email > Document.
2. Document Manager opens the email program (if not already opened) and attaches the file to a new email. The email Subject field will be automatically filled with the document name.
3. Finish the email and Send.
11.15.2
Emailing a Zipped Document
Emailing zipped documents allows documents to be compressed for emailing. This is useful when sending multiple documents or a large application document and reduces the size of attachments. This reduces network traffic and has less overhead for the email system.
Zipped Image Documents
To email a zipped image document:1. Right-click on the required document, select Email and then select Zipped TIF or Zipped PDF.
2. Document Manager opens the email system (if not already opened) and attaches the compressed file to a new email. If Zipped PDF was chosen, Document Manager
automatically converts the image into PDF format and zips it. The email Subject field will be automatically filled with the document name.
3. Finish the email and Send.
Zipped Application Documents
To email a zipped application document:1. Select the document and on the Document tab, click the Email drop-down arrow and select Zipped. This compresses the document into a zip file.
2. Document Manager opens the email system (if not already opened) and attaches the compressed file to a new email. The email Subject field will be automatically filled with the document name.
3. Finish the email and Send.
11.15.3
Emailing a Document Reference
A reference is a link to a document residing in Document Manager. It requires less storage space if you email a reference instead of the actual document. The benefits of mailing a reference are it minimises the overhead on storage (of storing local copies on users’ PCs) and keeps email network traffic low. The recipient can then refer to the document within Document Manager.
To email a document reference:
1. Right-click on the required image or application document and select Email > Reference.
2. Document Manager opens the email system (if not already opened) and attaches the reference to a new email in .WKX format. The email Subject field will be automatically filled with the document name.
3. Finish the email and click Send. The email recipient must have access to Document Manager in order to view the attachment.
11.15.4
Opening a Document Reference in an E-Mail
To open a document reference from an email:1. In the email, double-click on the attached .wkx file.
2. The Opening Mail Attachment dialog box displays:
3. Click the Open button.
4. If you have not already logged into Document Manager, the login dialog box displays. Log in to Document Manager.
5. Document Manager conducts a search for the document and displays it in search results. NOTE: Use the Find > Parent Folder function if the document location is not known.
11.15.5
Web Reference
You can also send a Web Reference to a document by email. This reference enables users to access the document through the Document Manager Web application.
To email a Web reference:
•
Right-click on the required document, select Email and then select Web Reference. The URL will be embedded in the email.NOTE: This option requires Document Manager Web to be licensed and configured.
11.16
Deleting Documents
If the System Administrator has granted permission to delete documents, deleting is a simple operation. Depending on the setting the Administrator selected, when documents are deleted, they are sent to the ‘Deleted’ drawer that can only be accessed by Administrators. This can be a valuable tool to recover a deleted document. To retrieve a deleted document, see the System Administrator.
To delete a document:
1. Right-click on the document and select Delete from the pop-up menu (or select the document and press the <DELETE> key).
2. The Confirm document Delete dialog box displays:
3. Click Yes. If the ‘Deleted’ drawer is not enabled, Document Manager checks if the document is the last reference to the file. If it is, the Confirm Delete Last Document Reference dialog box displays:
4. Deleting a final reference will cause Document Manager to delete the file and reference to it. (An exception to this is if the ‘Deleted’ drawer is in use.) Click Yes.
TIP: It is possible to delete more than one document at a time by selecting multiple documents (for example, using the <CTRL> key).