Export (Download/Print) Documents
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      3. Export (Download/Print) Documents

      Export Audit Report

      Contents

      • Overview
      • Pre-conditions
      • Steps
      • Supplementary Information
      • Notes

      Overview

      Audit report file, besides the document content, contains the following items:

      • Document ID;
      • Document export, creation, last update and release dates;
      • Name of the user who released the document;
      • A list of users who have access to the document;
      • All the document and paragraph comments;
      • A list of approvers and approvals.
      • Metadata fields and values in the document's current stage.*

      The report will be downloaded asynchronously and allow users to continue working on the platform.

      When the document is processed, a notification will show up on the page and the download will start automatically.

      Pre-conditions

      • Document Level Permission: 'Owner', 'Editor'
      • System Level Permission: 'Create Documents', 'Edit Documents', 'Document Manager', 'Create Templates', 'System Administration'

      Steps

      Export single document:

      1. Click Audit from the menubar.
      2. Select Export Audit Report.
      3. Select document version from the dropdown list.
      4. (Optional): tick the box Include paragraphs pending deletion (in strike-through)*.
      5. Click Export*.

      Bulk export documents:

      1. Go to the Documents dashboard (click on the Documents icon in top left corner).
      2. Tick all relevant documents.
      3. Click the Export drop-down menu at the bottom.
      4. Click Export Audit Report.
      5. (Optional): Tick option Include paragraphs pending deletion (in strikethrough).
      6. Click Export.

      Supplementary Information

      Tick the box Include paragraphs pending deletion (in strike-through) to export a document with pending deletions (paragraphs that have been deleted but haven't been archived yet, so they will appear in strike-through).

      Bulk Export

      The export will be archived in your Notification Centre (bell icon), with the filename formatted with the number of documents selected as well as the date and time of export.

      • Example: “Export - 1 PDF documents - November 02, 2023 at 15-48”

      Notes

      • The Audit report can be downloaded in the PDF format.
      • When the report is ready for download and less than 15 minutes have passed, the download process will start automatically.
      • The file in the notification center will be accessible for 1 day.
      • Every time an amendment is made to a specific layout, that amendment is reflected real-time into the exports run while in the stage selected by the specific layout.
          • An amendment is:
            • Change of which screen is used.
            • Change of what fields are included/excluded in the screen.
            • Change of the value(s) in 1 or more metadata field(s) in the screen.
        • The released layout's screen is used to determine which metadata fields and values are shown.

        Bulk Export

        • Recommended max number of documents to export at the same time: 150 document.
        • If any documents had errors, they would be listed in the archived export.
        • The zip file in the Notification Center (bell icon) will be accessible for 1 day.