Exporting Documents in FDA

You can export all documents from a cabinet, drawer, folder groups, or folders using the Export option. You can also export one or more documents from a folder. Once the Export command is selected, you can select where you want to export the documents on your local machine.

When documents are exported, they are exported with a XML file and a Documents folder containing all of the exported documents in their native format. The XML file stores the metadata of all the selected documents in a FileHold compatible format. This allows for the importation of the documents back into the document management system. For example, if you are exporting documents out of a demo system and importing them back into a production system.

Exporting can be done by users with a Document Publisher role or higher if they have access to them.

To export documents from the document management system

1. Right-click on a cabinet, drawer, folder, folder group, folder or document(s) name and select Export or Send to > Export.

2. You will receive a warning message asking if you want to continue with the export: "If you are attempting to export x number of documents. Are you sure you want to continue?" Click OK to proceed with the export.

3. Browse for the folder location where you want to export your documents and click OK. The documents are exported to the selected location in the Documents folder along with the XML file.

Converting Documents to Offline and Exporting

When converting an electronic document to an offline document, the files can be exported to or destroyed. All versions of the electronic document is deleted from the document management system. Once the documents are exported, the documents are converted to offline. You can only convert documents to offline if you are a Library Administrator or higher.

When documents are exported, they are exported with a XML file and a Documents folder containing all of the exported documents in their native format. The XML file stores the metadata of all the selected documents in a FileHold compatible format. This allows for the importation of the documents back into the document management system.

NOTE: In order to convert electronic documents to offline documents, the permission needs to be enabled in the System Administrator Permission Settings area.

To convert documents to offline and export them

1. Right-click on a document name and select Convert to Offline.

2. You will receive an alert message warning: "Alert: Selected documents will be converted to offline documents. The files associated with all versions of these documents will be permanently deleted. This operation cannot be undone. Do you wish to proceed?" Click OK.

3. Select one of the following options and click OK:

• Convert to Offline and Destroy Files - This will permanently delete all versions of the document

• Convert to Offline and Export Files - This will permanently delete all versions of the document and allow you to export the electronic documents out of FileHold.

4. If you are exporting the file, browse for the folder location where you want to export your documents and click OK. The documents are exported to the selected location in the Documents folder along with the XML file.

Importing Exported Documents

When documents have been exported from the document management system using the Export function mentioned above or using the FileHold Instrumentation Tool, you can import them back into FileHold using the Manage Imports Tool in the FileHold Desktop Application.

See Also:

Manage Imports Tool

Documents in the Document Management System

Document Types

FileHold Instrumentation Tool