Last updated v9.8.0

Document Export Administration

The Document Export feature allows a department administrator to export blocks of documents and their index data based on specified criteria and options.  This can be useful for external auditing purposes, if a client leaves and requires a dump of their documents and index data, or other detailed reporting purposes.  The export file will be a single Zip archive containing all matching documents, index values and attachments.  Index values and other data elements (described below in the Data Elements selection) will be included in a comma separated text file in the Zip archive.

The results of any Document Exports can be viewed from the My IWS - Export Downloads screen.   There is a separate help section in this documentation detailing that screen.

Document Export Search/List

Use the list to find and edit an existing document export.  Use the New Export button to create a new document export for the department.

• Document Exports are only visible in this list to the user that originally created the export record.
• Use the search/filter boxes at the top of the grid to narrow the list of Document Exports.
• The column headers can be clicked to sort each column.  Click again to sort the opposite direction.
• Click on any Document Export record to open the edit screen.

Document Export (Cron Schedule)

When adding a new Document Export, one of the options is the Schedule Type.  "Cron Schedule" and "Now" are the two options   This first help section details the Cron Schedule version.

Non-Cron/Scheduled Example:

Cron/Scheduled Example:

Action Buttons

• Save: Saves the record and any changes.  If Active, the job will run at the next defined Cron schedule.
• Save & Run: Saves the record and any changes.  If Active, and if the job is not a Cron/scheduled type, the job will run immediately.
• New Export: Opens a blank record to create a new Document Export.

Fields and Settings

• Name: The name of this document export record that will display on the grid list and the resulting Export Downloads page.
• Export Index Data Only: This option tells the export job to only export the index data to the zip file.  No documents/images or attachments will be exported.
  • This is an alternative for sending large index data sets out to an external file rather than using the Specific Search Excel export.
• Active: Is this document export currently active in the system?
  • An inactive document export will not be executed at the scheduled time.
• Schedule Type: Select the type of schedule to run this export.  The definitions of each are below:
  • Cron Schedule: Used to run  this export at a later time and/or on a repeating schedule.
  • Now: Used for a one time or manually run export.  See the section below titled "Document Export (Now)".
• Cron Expression: If the Schedule Type of Cron Schedule is selected, this field will be present.  This will allow the admin user to enter the schedule for the export.
  
  • Double click in the expression field to open the Cron expression builder.
    • Select the required schedule options for the export job from any tab or combination of tabs to set a schedule.
      • Example: to have the export job run once a week on Mondays at 10:00 pm, select the Weekly tab, check the Monday box, and enter the time 22:00 (military format).
        • Make sure any other options on other tabs are empty unless required as part of the schedule.
    • Once the schedule settings are complete, click the green Save icon.  The system will place the Cron expression into the box.  No further Cron settings are needed at this time unless the express needs to be changed.

• Extract Source: Select the source of the document export.  The following options are available:
  
  • Queue: This option will export documents that are currently in the selected Queue.
  • Document Type: This option will export every document in the department that matches the selected document type regardless of the document's current status or location in the system as long as it has been indexed.
    • If 1,500 "My Document Type" documents have been brought into your department over X years and that document type is selected, all 1,500 will be exported.
  • Saved Specific Search: This option allows the admin user to use an existing saved Specific Search as the criteria for the document export.
    • Use the Specific Search screen to prepare your search criteria and verify the results are as expected from that results screen.  Then, use the Saved Searches  option on the Specific Search screen to name and save the search criteria.  That saved search will now be available in the "Saved Search" list that appears if this option is selected.
• Extract Options (Conditional): This option will only appear if the extract Source is set to "Queue".  Three options are available and will tell the system what to do with the documents in the queue once the extract is complete.
  
  • Don't Remove From Queue: Do nothing after extract.  The documents will remain in the queue as if nothing had been done to them.  This is the option to choose if the user working the queue or queue rule should route the document elsewhere once the processing of that document is complete.  This option would be selected in most cases as the Document Export process is typically only used for sending IWS documents and data to an external entity for review or other examination outside the standard workflow.
  • Complete From Queue:  This option will complete the document from workflow completely after the export process runs.
  • Run Queue Rules: Use this option to have the queue rules run against all documents that were included on the export.  This will route the documents to the next queue or complete them from workflow based on the rules setup by the department admin for that individual queue.
• Extract Source List: Depending on the option selected in the Extract Source field, the label and options in this field will change.  The options available will be:
  
  • Queue: List of department queues to export documents from.
  • Document Type: List of department document types to export documents for.
  • Saved Search: List of saved searches to export documents from.
• Data Elements: This box shows the selected elements that will be exported in the corresponding index value text file that is included in the export Zip file.
  
  • Select Data Elements from the Data Element Options list.  Each item that is selected from this list will appear in the Data Elements box.
    • To remove an element from the box, use the delete or backspace key when the cursor is on that row.
  • Data Element Options: As described in the Data Elements section above.
    • Indexes; Include the index values for each document in the export text file.
      
      • Recommended to be selected.
    • File Path: Include the path to the document/image file in the export text file and zip.
      • Recommended to be selected.
    • Document Type Name: Include the IWS document type name as an identifier in the export text file.
    • Create Date: Include the IWS "created" or "date in system" date in the export text file.
    • Document ID: Include the IWS document ID number in the export text file.
      • This is required and is selected by default.
    • Has Attachments: Include a flag in the export text file for each document indicating if it has attachments included.
      
      • A separate attachments folder for each docu9ment exported will be included in the Zip archive.