Export all Document Results in Policy Portal

Contents

• Overview
• Pre-conditions
• Steps
• Notes

Overview

The Document Table, which contains system and custom metadata information about your documents returned in the document search, can be exported* in a CSV format.

This can help you with your internal and external auditing capabilities, as well as auditing and reviewing.

You can also use collections (set of documents that match a specified criteria) that have been shared to you or that you've created to help fetch a desired set of documents that you can export on a regular basis for your planning of what documents you and your team should prioritize.

Pre-conditions

• System Level Permission: 'Portal user', 'Portal Manager', 'Portal Publisher', 'System Administration'

Steps

1. Switch to the Table view.
2. (Optional) Adjust columns:
   
   1. Select how many documents display on page.
   2. Adjust columns shown and their order:
      1. For columns shown:
         1. Configure them by clicking on the ... button on top of the table.
         2. Clicking Table columns.
         3. Ticking and/or unticking columns.
      2. For column order:
         1. Either click and drag a column left or right.
         2. Or click ... next to column name and click Pin left or Pin right.
3. Click Export table.

 

Notes

Export Volume, Time and Update Accuracy Dependency

• All returned document results are exported, regardless of how many currently are on the page.
  • Depending on the number of total documents to include in the export, it may take a few minutes to complete (up to 30 minutes).
    • If someone updates or archives initially included documents, those changes may take be reflected into the export file.
      
      This depends on which batch (as an export process can be composed of multiple batches) the affected document(s) belong to.
      
      
    • Current expected timeframes based on number of documents: 
      
      
      

      Number of documents	Total time
      500	~20s
      1.000	~1m
      3.000	~2m
      5.000	~3m
      10.000	~9m

    • Time based on the number of filters and columns:
      
      
      

General Information

• Name of the: Documents - November 25, 2021 at 10-20
• The exported state will contain the state that the user configured and sees on the platform. It will have the same columns and there order.
• We use “;“ as a delimiter in CSV file.
• The export is not archived in the Notification Centre (bell icon).