Exports & Downloads
Docwize enables users to export grids and documents. Once relevant files have been selected for export, users can select from different download options. Bundles can also be created, where files are joined together into a single PDF file with a table of contents. The layout of the PDF and fields to be used in the table of contents can be configured.
When a user wants to export documents for download, the user can select the relevant documents and click on the ‘Export’ button in the Doc Grid.
What you can do in Exports & Downloads
- Export documents from the Doc Grid
- Configure download and bundle options
- Access completed exports from the Downloads homepage
- Download bundles and exported files
Export Options
Clicking Export in the Doc Grid toolbar opens the Export Options dialog. The dialog is divided into four sections.
Export Options dialog
General
| Field | Description |
|---|---|
| Download Filename | The filename assigned to the export. A default name is auto-generated based on the current view and date, but users can edit it. |
| Download Description | An optional description for the export. |
Document Options
| Field | Description |
|---|---|
| Filename format – For ZIP and Download | Defines the filename structure for documents inside the export. Users can add one or more field tokens (e.g. Doc_Number) to build the filename. An example of the resulting format is shown below the field. |
| Include Annotations | When checked, annotations added to documents are included in the export. |
| Convert to PDF | When checked, documents are converted to PDF format on export. |
Excel Options
| Field | Description |
|---|---|
| Hyperlink Security | Controls who can access hyperlinks embedded in the exported Excel file. Options: Apply User Security (links respect existing Docwize permissions), Public Within Organisation (links accessible to anyone in the organisation), Public (No sign-in) (links accessible without signing in). |
| Link Type | Controls the type of hyperlinks embedded in the Excel export. Options: No Links, Preview Links (links open the document preview), Download Links (links trigger a download). |
| Include Links to Workflows | When checked, the Excel export includes links to any workflows associated with the documents. |
| Excel Grouping Columns | Optional. Selects one or more columns by which rows in the exported Excel file will be grouped. |
ZIP Package
| Field | Description |
|---|---|
| Include Zipped Files | When checked, the exported documents are packaged into a ZIP archive. |
Footer actions
| Button | Description |
|---|---|
| Set as Default | Saves the current export settings as the default for future exports. |
| Start Export | Initiates the export with the configured settings. |
Downloads homepage
A register of exports that have been initiated by a user can be accessed in the 'Downloads' homepage. Users can initiate the downloads from this page.
'Downloads' homepage
| Field | Description |
|---|---|
| Actions | A user can select to 1. Complete the download, 2. Share the download with a Docwize user, 3. Make the downloaded bundle public. That is, a user can download the excel but the links within are not automatically public. |
| Date | Indicates the date of the download. |
| Filename | Indicates the file name of the download. |
| Description | (Optional) Indicates the description given to the download. |
| Status | Indicates the download status. |
| Size (MB) | Indicates the size of the download. |
| Public | Indicates whether the download has been made public. |
| Error | Indicates if there was an error with the download. |
How to export documents
| Step | Description |
|---|---|
| 1 | Click on the box icon to select the relevant documents OR directly click on ‘Assign’ and choose ‘Select All’ to select all documents in grid display. Note: The upper most checkbox in the toolbar can be used to select all or deselect all documents. |
| 2 | Click ‘Export’ and select ‘All’ or ‘Selected’ to proceed. |
| 3 | A pop-up dialog with Docwize exporting options will appear. Details of the options are available in the Bundling and Downloads section. |
Here is an example of exporting documents:
Example: Exporting Documents
How to initiate an export and access downloads and bundles
| Step | Description |
|---|---|
| 1 | Select the items you wish to export from any grid in the Docwize Portal. |
| 2 | Configure the Export options. |
| 3 | Select ‘Start Export’. |
| 4 | Navigate to the ‘Downloads’ module. |
| 5 | Click on the 'Download' icon of the relevant download. |
Example: Exporting and Downloading