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Manually Converting a Schema Format to Another Schema Format

All documents inherit their document format type (electronic record, electronic document, offline document) from the schema level. However, the document format type can be changed manually by an Administrator in the case of converting documents to records and vice versa or Organizers in the case of converting offline documents to electronic documents. Electronic documents can be automatically converted to electronic records with an scheduled event.

For example, if you are working on a document that is a contract and the contract goes through several versions before being signed. When that final version of the contract gets signed, you may want to convert the document to a record so that the contract can no longer be revised. Another example would be if you had a book or a drawing that was in hardcopy format (offline document) that was able to get scanned into the system. You may then want to convert the offline document to a electronic document.

IMPORTANT: In order to convert the various formats, the permission needs to be enabled in the System Administrator Permission Settings area.

TIP: The system can automatically convert electronic documents to electronic records through an event schedule.

Converting a Document to a Record or Vice Versa

Changing the format of a document will convert it from a document into a record or from a record into a document:

  • Records cannot be edited (checked out and checked back in) or altered
  • Documents can be edited (checked out and checked back in) and altered.

To convert a document to a record or vice versa, you must be an Administrator: System, Senior Library, Library, or Cabinet. In the case of Library and Cabinet Administrators, you must be the owner of the cabinet.

When switching from a record to a document or vice versa, the change is recorded in the document usage log.

TIP: In order to convert electronic documents to records and vice versa, the permission "needs to be enabled in the System Administrator Permission Settings area.

To convert a document type from document to record or vice versa

  1. Right-click on the document in the Library and select Metadata and Properties.
  • OR select the document and click the Metadata pane icon Metadata pane icon.
  1. Click Edit in the Metadata pane.
  2. In the Format of Document field, change the format to Electronic Document or Electronic Record.
  3. Click Save.

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Converting Offline to Electronic Documents

You can convert offline documents to electronic documents in the document management system. An example would be if you had a book or a drawing that was in hardcopy format (offline document) that was able to get scanned into the system. You may then want to convert the offline document to a electronic record or document.

Users with the permission of Organizer or higher can convert files from offline documents to electronic documents.

When the off-line document has been converted (replaced) by the electronic document type, the organizer will need to edit and apply the proper metadata by assigning the file to a document schema.

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

To convert an offline document to an electronic document

  1. Check out the offline document that you want to convert to an electronic document.
  2. Check in the offline document.
  3. In the Check-In Files to the Library window, select the Convert offline document(s) to electronic document(s) check box.
  4. Click Browse to locate the electronic document.

Converting offline documents to electronic documents

  1. Click Check In. The format of the document is changed to an electronic document.
  2. Select the document in the Library. Open the metadata pane and click Edit.
  3. Select the new electronic document schema type and enter the required metadata fields.
  4. Click Save.

Converting Electronic Documents to Offline Documents

You can convert electronic documents to offline documents in the document management system. 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 Cabinet Administrator or higher and are owner of the cabinet.

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.

IMPORTANT: 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. 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.

  1. 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.