Export folders

To assist in project handover of documents incrementally, an export option is available on the document register. This export function packages the relevant files and provides a cover sheet with navigational links, an associated Microsoft Excel spreadsheet with the folder structure data and document details, and an interactive HTML interface.

The cover sheet provides a table of contents that has links to each document in the folder. The metadata sheet shows the Excel export of the document metadata.

The HTML interface is called index.HTLML. When you open the index from your File Explorer, a folder structure and grid are shown. The folder structure in the left-side navigation pane mimics the navigation pane in the Documents register. You can click on entries in the navigation pane to see its contents in the grid. You can use the search and filter features to quickly find files.

The grid shows the files in a folder along with document metadata. You can click the file link to open the file.

Step by Step — Export a folder

Export a folder and all its contents when you need to download the entire folder to your desktop. As folder structures can contain large amounts of data, a download link will be provided in a notification.

Folder export is for standard and smart folders only.

  1. Select a folder in the folder structure and select the Export icon. Alternatively, you can right-click the folder, and then select Export from the menu.

    The Export Details dialog box opens.

  2. Add a title and a description of the export, and then indicate whether to include a cover sheet and metadata sheet in the export.

  3. Select the file formats that must be included in the export. Multiple file types can be included in the export.

  4. Click Export. The export is prepared in the background as a ZIP file.

After the export has completed, a notification is sent with a link to download the zip file.