Exporting documents to files

Sometimes there is a need to export electronic documents from eDocumentation to another location on hard drive or network, for example in the case of an audit or tax inspection. You can do this simply by using a predefined eWorkflow: Export documents.

Below is a description of a use case of exporting documents to files.

Case summary The person responsible wants to export all received invoices from EU-OSHA for a review. The person responsible collects the documents in the Documents form and export them using the Export documents eWorkflow. This is done as follows: Collecting documents by using filters in the Documents form Exporting documents

1. Collecting documents by using filters in the Documents form

The person responsible opens the Documents form from the menu Settings | Documentation | Documents.

The person responsible wants to collect all invoices received from EU-OSHA, so they limit the document view by:

• In the Subject field, selecting 'EU-OSHA' from the drop-down
• In the Category field, selecting classification: '250 – Invoices'
• Clicking on the  (Filter documents) button to display documents according to entered filters.

Then the person responsible proceeds to run the eWorkflow.

2. Exporting documents

To run the eWorkflow, the person responsible clicks on the  (Import/Export Data) button and selects Export documents.

The Browse for folder window opens, where the person responsible finds the location for exporting the documents to. In this case, it is 'C:\Audit'. 

By clicking the OK button, the location is selected and the export begins. When the export is finished, the program shows an information message: Workflow finished successfully! Exported {n} document(s).

In the selected location, a new folder is created for each document with the document ID as its name. Each folder contains files with original names.