Summary

Export Documents is a tool that allows users to download copies of the documents and transcripts, both in bulk from the Documents page or as individual files when viewing the document. The tool has several customisable options which can be adjusted to create a bespoke export depending on the requirements at the time.

Key points - default settings:
- Filenames - All documents exported via the Export Documents tool will be named in the format Bundle_Tab to ensure they are unique. The HTML hyperlinked index includes the descriptive Doc. Name and can be used for quick navigation.
- Native Files - Any document uploaded which is not a PDF is a native. Any native files uploaded appear as a hyperlinked slipsheet and these are included in an export by default. The Advanced... settings can be amended to include the underlying native file. 

We've set out below how the Export Documents tool can be used to export from the Documents page and when viewing the document.

More information on the: 
- Hyperlink Overlay tool can be found here.
- Export Manager can be found here.

Documents Page (Single & Multiple Documents)

Export documents and transcripts on a single & multiple basis from the Documents page. 

  1. Select Document(s) to Export - From the Documents page, select the index entry of the document(s) or folder(s) you would like to export: 
    1. Multi Select - On your keyboard hold either CTRL + click to select multiple individual documents or SHIFT + click to select a range of documents.
    2. Sub-folder(s) - If a folder is selected, any subfolders within will be included.
  2. Select Export Tool
    1. Document(s) - Right click on the selected document(s) and select Export from the menu.
    2. Folder(s) - Right click on the selected folder(s) and select Documents (under the Export header) from the menu. 

  3. Choose Standard Export Options - From the Export window, select the standard Options from the table below:

    Export OptionActionAdditional Information
    Single PDF / Multiple PDFs with Index (Zip)Choose if the export should be combined into one PDF or be as a folder containing individual files.Natives cannot be included in the combined PDF.
    Multiple PDFs with Index contains a hyperlinked HTML metadata index allowing for quick navigation offline.
    AnnotationsChoose if annotations / notes should be included in the export.Will only include annotations (no highlighting) that you are able to view.
    Reduces the image size of the document on page to accommodate the annotations in the right margin.
    FilterChoose to apply a filter to the annotations included.Annotations must be included.
    Can be applied for individuals or Notes Groups. 
    PaginationChoose if the pagination stamps should be included.Will include all stamps on the page.
    Included by default.
    Should not be included if documents are being exported for the purpose of replacements.

  4. Choose Advanced Export Options - From the Export window, press Advanced... in the bottom right and select any relevant advanced export options from the table below:

    Export OptionActionAdditional Information
    TranscriptsChoose the format of transcript exports.Full Page - one page of the transcript per PDF page.
    Condensed 2x2 Page - Four pages of the transcript per PDF page. 
    Include Target ReferenceChoose if the corresponding Bundle/Tab/Page values should be included for any applied hyperlinks.
         		This setting is independent of the Hyperlink Overlay (corresponding Bundle/Tab/Page overlay) tool on the document and can be used if the Overlay tool is not turned on.
    If Hyperlink Overlay  is available in your workspace, this setting must also be toggled per export.
    Target Reference Font SizeChoose the font size for the Target Reference overlay. Must have Include Target Reference set to be included.
    Include Transcript HighlightsChoose to include any highlights made on transcripts.Will only include highlighting (no annotations) that you are able to view.
    Appears as a colour highlight.
    Include Document HighlightsChoose to include any highlights made on documents.Will only include highlighting (no annotations) that you are able to view.
    Appears as dotted outline (not a colour highlight).
    Exclude author and creations date stampsChoose to exclude annotation author and creation dates. Included by default.
    Scale Pagination to fit pageChoose to scale the Pagination stamp with the size of the page.Turned off by default.
    Can be helpful if an unusual page size, to reduce / increase the size of the stamp in line with the page.
    Include Cover Page(s)Choose to include a bookmarked cover page including the metadata of the exported documents.Included by default and only applies to a Single PDF export.
    Metadata includes the Doc. Name, Bundle, Tab and Page.
    Will offset the PDF page numbering by one.
    Include Transcript Cover Page(s)Choose to include a cover page including the metadata of the exported Transcripts.Included by default.
    Metadata includes the Day and Date.
    Will offset the PDF page numbering by one.
    Include NativesChoose to include the underlying native file for any documents that are not uploaded as PDF (i.e. Excel), rather than the PDF slipsheet. If this is not included, any native document will export with the PDF native slipsheet rather than the underlying native file. 
    Include Filename PrefixChoose to include a numerical prefix on the Filenames. Keeps the sort order of the documents offline, as per the electronic bundle order.
    Runs sequentially within each folder and contains zero padding as needed.
    Landscape Pagination PositionChoose where the pagination stamp should be placed.Portrait - Pagination in the bottom right (fixed position).
    As in Magnum - How the pagination appears on the platform (in case it has been moved).
    Pages to GenerateChoose if all pages or a subset of pages should be exported.
    		All pages included by default.
    Annotated Pages - Include only pages with annotations / notes.
    Page Range - Select a range of pages to be included.
    Only available when exporting a single document.  

  5. Run Export - Press Export and the Progress window should open, closing once complete.

The export will save in your default location for downloads or for larger exports, process in the Export Manager where users will need to download the export from.

Viewing a Document (Single Document only)

Export documents individually as they are being reviewed through the document viewer, typically for quickly printing. 

Works for PDF documents or PDF slipsheets of native files only. Select the native download hyperlink on the slipsheet if underlying native file is required. 
  1. View a Document - From the Documents page, either double click a document entry or select a document and click into the preview window on the right to open the document viewer.  
  2. Select Export Tool - Within the document viewer, from the purple toolbar press Print to open the Print window.

  3. Choose Export Options - From the Print window, select the Options from the table below:

    Export OptionActionAdditional Information
    PaginationChoose if the pagination stamps should be included.Will include all stamps on the page.
    Included by default.
    Should not be included if documents are being exported for the purpose of replacements.
    Include Target ReferenceChoose if the corresponding Bundle/Tab/Page values should be included for any applied hyperlinks.
         		This setting is independent of the Hyperlink Overlay (corresponding Bundle/Tab/Page overlay) tool on the document and can be used if the Overlay tool is not turned on.
    If Hyperlink Overlay  is available in your workspace, this setting must also be toggled per export.  
    AnnotationsChoose if annotations / notes should be included in the export.Will only include annotations (no highlighting) that you are able to view.
    Reduces the image size of the document on page to accommodate the annotations in the right margin.
    Target Reference Font SizeChoose the font size for the Target Reference overlay. Must have Include Target Reference set to be included.
    Include Transcript HighlightsChoose to include any highlights made on transcripts.Will only include highlighting (no annotations) that you are able to view.
    Appears as a colour highlight.
    Include Document HighlightsChoose to include any highlights made on documents.Will only include highlighting (no annotations) that you are able to view.
    Appears as dotted outline (not a colour highlight).
    Exclude author and creations date stampsChoose to exclude annotation author and creation dates. Included by default.
    Scale Pagination to fit pageChoose to scale the pagination stamp with the size of the page.Turned off by default.
    Can be helpful if an unusual page size, to reduce / increase the size of the stamp in line with the page.
    Include Cover Page(s)Choose to include a cover page including the metadata of the exported documents.   Metadata includes the Doc. Name, Bundle, Tab and Page.
    Will offset the PDF page numbering by one.
    Landscape Pagination PositionChoose where the pagination stamp should be placed.Portrait - Pagination in the bottom right (fixed position).
    As in Magnum - How the pagination appears on the platform (in case it has been moved).
    Pages to GenerateChoose if all pages or a subset of pages should be exported. All pages included by default.
    Annotated Pages - Include only pages with annotations / notes.
    Page Range - Select a range of pages to be included.
  4. Run Export - Press one of the two following options and the export will save in your default location for downloads:
    1. Export - Will save the PDF to your computer. 
    2. Print - Will save the PDF to your computer and open the print properties window on your computer.
The export will save in your default location for downloads or for larger exports, process in the Export Manager where users will need to download the export from.