Exporting Records

To export Records from a Content Manager dataset, set up your Export project as described in Exporting then complete the rest of the steps below.

General

1. Select the type of File Format from the drop-down list. By default, the File Format is Tab Delimited.

2. Browse to the Export File Path using the KwikSelect, or select a recently used path from the drop-down list. Navigate to the windows location to save the file, type the File Name of the Export file in the File Name field and then click Save.
3. Select Yes or No from the drop-down list to Overwrite Existing File. If Yes is selected, if there is a file with the same name and windows location it will be overwritten by the export process.
4. Select Yes or No from the drop-down list to Show Progress Window.  If Yes is selected, a window will display the progress of the export process.

Settings

5. Browse to the Electronic Document Directory using the KwikSelect, or select a recently used location from the drop-down list. This folder directory will be where the exported electronic documents will be saved.
6. From the drop-down list select the Document name format the exported electronic documents will be saved with. Select from:
   
   • Database ID and recordUri - the exported electronic document will be named using the database ID and the record URI, e.g. 45123.docx
   • Database ID, record Uri and Record Title - the exported electronic document will be named using the database ID, record URi and Record Title, e.g. 45123_CM Guide.docx
   • Record Title - the exported electronic document will be named using the Record Title, e.g. CM Guide.docx
   
   

Export Properties

7. Content Manager Saved Searches or Trays are used to target the Records to be exported. Select Saved Search or Trays from the Export Source Data drop-down list.
   To select a Saved Search, click the KwikSelect, or select a recently used Saved Search from the drop-down list.
   To select a Tray, from the Trays drop-down list, select the Tray that contains the records to be exported. Click Display Tray Contents to view the records that are within the tray.
   
   If an appropriate Saved Search is not available, a new Saved Search can be created by clicking Open Search dialog.
   The Search for Records dialog will be displayed.
   Build and run a search to find the records to be exported, on the displayed search results dialog, right-click, point to Search and click Save Search As. 
   Complete the New Saved Search dialog and click OK.
   Click OK on the Search for Records dialog to return to the  Content Manager DataPort window.
   Click the KwikSelect to find the required Saved Search.
   
   If records are to be added to a tray before exporting, click Open Search dialog.
   The Search for Records dialog will be displayed.
   Build and run a search to find the records to be added to a tray.
   On the displayed search results dialog, tag the records to be added to the tray, right-click, point to Send To and click the required tray, e.g. Add to Records Work Tray, Add to Recent Documents, Add to Containers or Favorites.
   Select the required tray from the Trays drop-down list.

8. Select Yes or Not to Export Revisions - If Yes is selected, all Revisions that are attached to the records will be exported to the DOS file field, e.g. C:\\Users\\Admin\\Documents\\DataPort\\Revisions\\Edocs\\451677_WebClient Screenshots(Rev 1)..docx|C:\\Users\\Admin\\Documents\\DataPort\\Revisions\\Edocs\\451677_WebClient Screenshots.DOCX
9. From the Property List you can either select individual items ( Content Manager fields) or you can select all items to be exported.  To select individual items, select the item from the Property List and click > to move the item to the right column. To select all items, click >> to move all items to the right column.
10. Click Save to save the Export configuration. Type the File Name of the Export DataPort Project file and click Save.
11. Click Execute to export the Records from Content Manager.