Export Metadata

The Export Metadata feature allows users with the required permissions to Content Manager to create an export of record metadata properties. The concept of the Export Metadata feature is similar to that of Print Merge, but certain fields in the Export Metadata feature have been optimised. Optimised fields are ones in which the value can be retrieved from a single database table query, or a query that requires a single join between two database tables. The optimised fields appear bold in the Export Metadata items lists. An optimised field that is a parent can be selected, and this will disable any child fields from being selected. Child fields of any parent node are not optimised.
Creating a metadata export that includes only the available optimised fields will perform significantly better than the equivalent Print Merge operation. If non-optimised fields are included, then performance will be similar to that of Print Merge.

To access the Export Metadata option, in the Content Manager client, from the Administration ribbon, in the Other group, click Export Metadata.
The Export Metadata window is displayed.

Export Metadata dialog options

General tab

• Search String - type in, or use the KwikSelect to build, the search to be used for finding the records whose metadata is to be exported.
• Working Directory - click Browse to navigate to and select the directory where the Export Metadata processing files will be saved to.
• Output Format - from the drop-down list, select the format the export file is to be saved as. Select from:
  • Microsoft Word
  • Comma Separated Values
  • Tab Delimited
• Number of Threads - set the number of threads used to process the export. The greater the number of threads, the faster the processing will occur.
• Prefetch Buffer Size - increasing the size of the Prefetch Buffer will improve performance, however this could place more load on the database server.
• Append to the Existing File - select this option to add the exported data to an existing file. This will append the data to the end of the existing export file. If this option is not selected and a file with the same name is in the Working Directory, the file will be overwritten.
• Merge an Entry for Every Contact - select this option to export all Contacts of a record - Primary and Other - they will be sent to the export file in separate rows.

  If this option is not selected, only one instance of each of the selected types of Contacts will be written to the export file.

  For example, if there is a Primary Contact, an Addressee, a Representative and four Other Contacts attached to the record, only the selected fields of one of the Other Contacts will be printed. All fields will be in one continuous row.

  If this option is selected, it will include the following items for each contact:

  • Address
  • Title
  • First Initial
  • Initials
  • Surname (Prefix)
  • Surname (No Prefix)
  • Position Name
  • Dear ... (formal) - may appear as Dear Mr. John Smith if the contact is a person or Dear Sir/Madam if the contact is an organisation.

    NOTE:

    • Ensure that the option Administration - System Options - Locations - Display title (e.g. Mr) is selected for the honorific to appear
    • Dear ... (Informal) - may appear as Dear John Smith if the contact is a person or Dear Sir/Madam if the contact is an organisation
    • Full Name or Org Name - either the full name if the contact is a Person or the Organisation's name if the Contact is an Organisation

• Enable Logging - select this option to generate a log file for the Export Metadata process.
  • Verbose Logging - select this option to include additional details in the log file.
• Only Generate Settings file - select this option to generate and save the Export Metadata Settings XML file that can be used to run the Export Metadata option using the Content Manager Administration Command Line Tool, see CM10.1__AdminCMDTool.pdf for details. This file is saved to the selected Working Directory.

Object Properties tab

Select the items to be included in the export file. As available items are tagged, they will be added to the Current Items column; if an available item is clicked and highlighted, it can be added to the Current Items column by clicking the Add button.

Items that are within a group - click the arrow to expand or collapse the group. Items that have multiple groups/nodes within them, the items within these cannot be added from the parent node. If all node metadata fields are required, expand each node level, and at the node level name, click Add, all items within the selected node will be added to the Current Items list. Navigate back up through the list and repeat for each node level whose items are required.

The order of the Current Items can be modified by using the Up and Down arrows.

Show Optimised - click to enable only the optimised fields in the Include Tagged Items list. To add all optimised items, double click the Record Properties node, or right-click and click Tag all.