Export Documents
The Export dialog, available from the Documents, Workspaces, and Analytics tabs, allows users to export documents either as individual files to a user-specified network share or as a single ZIP file to a predetermined location.
Export Dialog
| Option | Description |
|---|---|
| Export to Zip | Creates a ZIP file containing the selected folders and documents, which is then saved to the folder specified in the export-directory application setting. |
| Export to network path | Copies the selected folders/documents to the network location specified in the Path field displayed below the Schedule Export option. |
| Schedule Export | Runs the export in the background as a provisioning job. |
| Path |
A UNC pathA Windows network path that follows the Universal Naming Convention. UNC paths must be in the format \\<Host Name>\<Folder Name> to the location where Milan should export the selected folders and documents. This field is only displayed when the Export to network path option has been selected. Note: In order for an export to complete successfully, the Milan service accountThe Windows domain account used by the Milan application pool and, in most cases, the Milan Windows services. must have read/write access to the path. |
| Notify User | Opens the Add Email Address dialog, which allows you to specify the email addresses of people who should receive a notification email when the export has completed. |
| Reason | An optional field for describing why the export is being performed. |
Options
| Option | Description |
|---|---|
| Include HTML index file | Adds an HMTL page listing the exported documents |
| Include document history | Adds related metadata and history for each exported document to HTML page. Click the Select Fields button to choose the metadata exported with the document. |
| Include CSV file | If checked, a CSV file containing the paths and metadata of the exported documents is created at the root level of the ZIP file or export directory |
| Create folder structure (for document exports) | Creates a folder structure based on the workspace where the documents reside. Documents that reside directly under database are added to the root directory in the exported ZIP file. |
| Use client & matter for workspace name | Select this option to use client and matter numbers of workspaces while creating folders at the root level of the ZIP file or export directory. |
| Use number & version for document name | Select this option if the documents have long file names. The file names will consist of the name document number, version, and file extension. Milan will add the full document name in the HTML index included in the ZIP file. |
| Export document shortcuts | Select this option to export the document shortcuts. |
| Select Fields... | Opens the Field Selector dialog, from which you can select the metadata fields to include in the CSV or HTML index files. |
Notifying Users of Completed Exports
You can send email messages notifying you or other users when the Milan has completed exporting the ZIP file, and it is available for download. The notification message contains a secure link to the exported file, which only Milan users can use for downloading the file from a network drive.
To notify users when an export completes:
- Click the Notify Users button to display the Add Email Address dialog.
- Select the check box at the top of the dialog if you want to receive an email notification.
- To send notifications to other Milan users, enter an email address in the Add Other Email Addresses to Notify box, and click Add. The Email list box will be updated with the address.
- (Optional) Click to remove an address from the list.
- Click Save
Advanced Export Options
The following options allow you to specify criteria for excluding documents from the export.
| Option | Description | ||
|---|---|---|---|
| Exclude Author | A drop-down menu of WorkSite users, from which you can select one or more users. Any documents that have an author matching one of the selected users will be excluded from the export. | ||
| Exclude Operator | Same as Exclude Author but applicable to the Operator field. | ||
| Exclude Class | A drop-down menu of Class values, from which you can select one or more to exclude from the export. | ||
| Exclude Type | A drop-down menu of Type values, from which you can select one or more to exclude from the export. | ||
| Include by Date |
|
||
| Exclude Specific Documents | A comma-separated list of documents to exclude from the export. If a document has more than one version, all versions will be excluded. |
You can prevent Milan from adding specific documents or workspaces to the downloaded ZIP file.
To exclude certain documents from the export:
- Click the Exclusions button to display the Advanced Export Options dialog.
- In Document Exclusions, use the drop-down boxes to exclude exported documents by author, operator, class, or type. You can select multiple entries for these options.
- In the Include by Date option, select a date range for the documents that you want included in the ZIP file. Select On or Before, On or After, or Between. Click the calendar icon to select a required date.
- Exclude Specific Documents
Selecting Metadata Fields
You can configure the metadata fields available in the CSV file or HTML index file by using the Select Fields option available on the Export window.
To select metadata fields:
- Click the Select Fields button to display the Field Selector dialog.
- Check the desired fields to include in the CSV file, or HTML index file.
- Click Submit.
