Exporting documents from Xtendis 7 (downloading, printing, e-mailing, sharing)

When working with the documents that are stored in Xtendis, there may come a time when you want to use a document outside of the system.

This can be done by downloading, printing, e-mailing, or sharing a document.

This article describes how this is done.

Downloading versus sharing

The options to download or share a document are very similar but have an important difference.

When a document is downloaded, it is stored outside of the system. This means that the document can be edited and that control is lost over the content.

When a document is shared, it remains in the system. The advantage of this is that you can see and control the content of the document.

Depending on your goal, choose to either download or share a document.

Downloading

By downloading a document, it is stored somewhere on your personal system — such as your desktop — outside of the Xtendis environment.

Note: If your intention is to upload the document to Xtendis again as a newer version of the original document, use the check out and check in process.

Downloading a document can be done by using the following methods:

• The download option in the preview window. Use this to quickly download a single document in its original form.
• The download option in the Export menu. Use this to download one or more documents, make use of additional options such as including notes or properties, and more.
• The download option when a document contains its original version. In certain setups, Microsoft Word and Excel documents can have their original version of the document stored together with the PDF that is used as the main document. Use this option to download the original version or the PDF version.

Download option in the preview window

Use this method to quickly download a single document in its original form.

Step 1. Locate the documents that you want to download by using any of the search features or opening the folder or dossier they are in.

Step 2. Select the document so that it is outlined in blue.

Step 3. In the toolbar in the preview window, click the Download button.

Step 4. Navigate to the location where you want to store the document and save it there.

Figure: The Download icon in the toolbar when viewing a document in PDF format.

For details of the toolbars for other formats, see Viewing documents in Xtendis 7.

Download option in the Export menu

Use this method to download one or more documents, make use of additional options such as including notes or properties, and more.

Step 1. Locate the documents that you want to download by using any of the search features or opening the folder or dossier they are in.

Step 2. Select one or more documents by selecting their check box.

The Action icon becomes available.

Step 3. Hover the mouse pointer over the icon and choose Export.

The Export panel appears.

Step 4. Click the Download tab.

Step 5. (Optional) Click More options... to show all options.

Step 6. Use any of the options as described in the following table:

Option	Description
Files	Choose from the following options: Original. When a document is added in Word, Excel or e-mail format, the document is added as a PDF. In certain setups, the document is also stored in its original format (see Working with document versions in Xtendis 7 (document check out and check in)). Choose this option to download the document in this original format. Archived. Downloads the document in the format in which it was archived in Xtendis, such as TIF, JPEG, or PDF format. Documents are then downloaded as follows: If the document is a single document, it is downloaded 'as-is'. If the document consists of only TIF files, it is downloaded as a multi-page TIF file. In all other cases, a ZIP file containing all the files is created. Converted to PDF. Choosing this option converts a file that is archived in TIF, PNG, or JPEG format to a file in PDF format.
With document (files) With notes With properties With workflow audits	With these options, the notes and / or indexes can be downloaded as separate files. To do this, make sure that 'With document (files)' is selected. Then choose from the following options: With notes. Includes a file in the download showing all the notes that were added to the document. With properties. Includes a file in the download showing all the properties and their values of the document. With workflow audits*. Includes a file in the download showing all workflow audits such as check-in/check-out actions, changes to properties, external actions performed via a URL. * Requires Xtendis 7.2.5 or higher (see how to check which version of Xtendis you are using).
File name	By default, the document name is used as the file name consisting of predefined document properties. Deviate from this by manually adding the names of document or dossier properties. Each property should be placed between square brackets. Use the prefix DOC for document properties, DSR for dossier properties, or T for technical properties, followed by a colon. Example: [DOC:Document type]-[DOC:Document name] will result in a file name consisting of the value of the Document type property followed by the value of the Document name property with a hyphen in between. Notes:  This name should comply to the Windows file name format; it should not contain punctuation and it is case sensitive. When no name is entered, a name is automatically generated (depending on how the system is configured).
ZIP name	Add the name to use for the ZIP file in which the downloaded files are combined. When leaving the field empty, the date and time of when the download was created is taken. The following format is used: DD-MM-YYYY hh:mm. Example: 29-11-2022 02:08

Step 7. Click Download.

The download file is prepared in the background. A notification appears to inform you about this.

When the file is available for downloading, a notification appears on the Dashboard.

Step 8. Click the notification to download the file.

The download option when a document contains its original version

Use this method for documents such as Word and Excel documents in which the original document is stored. Both the original document and the PDF that is used as the main document can be downloaded.

Step 1. Use the Find option to search for a document.

Step 2. Select the document so that it is outlined in blue.

Step 3. In the vertical toolbar to the right of the screen, click the Original document icon.

Step 4. In the Download panel that opens, do one of the following:

• Click Download as [file extension] to download the original document.
• Enable Include document properties when downloading a document with the intention of opening it in a Microsoft Office application in which Xtendis is installed. The properties of the document are then automatically transferred.
• Click Download as PDF to download the document in PDF format.

The Save As window appears.

Step 5. Navigate to the location on your system where you want to save the file, such as your desktop, and click Save.

Printing

Step 1. Locate the documents that you want to print by using any of the search features or opening the folder or dossier it is in.

Step 2. Select one or more documents by selecting their check box.

The Action icon becomes available.

Step 3. Hover the mouse pointer over the icon and choose Export.

The Export panel appears.

Step 4. Click the Print tab.

Step 5. (Optional) Select With notes to include a file in the download showing all the notes that were added to the document.

Step 6. (Optional) Select With properties to include a file in the download showing all the properties and their values of the document.

Step 7. (Optional) Select With workflow audit to include a file in the download showing all the workflow actions of the document. (Requires Xtendis 7.2.5 or higher, see how to check which version of Xtendis you are using.)

Step 8. Click Print.

The files to print are prepared in the background. A notification appears to inform you about this.

When the file is available for printing, a notification appears on the Dashboard.

Step 9. Click the notification.

The printer settings for your system appear.

Step 10. Follow the steps on screen.

E-mailing

In this method, documents are sent by e-mail as an attachment.

Note: By default, only e-mail addresses of users that are known within Xtendis can be chosen. Support for using e-mail addresses of external users needs to be enabled separately. For details, contact your Xtendis administrator within your organization. Alternatively, download the document first and add it to an e-mail separately.

Step 1. Locate the documents that you want to e-mail by using any of the search features or opening the folder or dossier they are in.

Step 2. Select one or more documents by selecting their check box.

The Action icon becomes available.

Step 3. Hover the mouse pointer over the icon and choose Export.

The Export panel appears.

Step 4. Click the E-Mail tab.

Step 5. (Optional) Click More options... to show all options.

Step 6. Use any of the options as described in the following table:

Option	Description
Files	Choose from the following options: Original. When a document is added in Word, Excel or e-mail format, the document is added as a PDF. In certain setups, the document is also stored in its original format (see Working with document versions in Xtendis 7 (document check out and check in)). Choose this option to include the document in this original format. Archived. Includes the document in the format in which it was archived in Xtendis, such as TIF, JPEG, or PDF format. Files are then included as follows: If the document is a single document, it is included 'as-is'. If the document consists of only TIF files, it is included as a multi-page TIF file. In all other cases, a ZIP file containing all the files is created. Converted to PDF. Choosing this option converts a document that is archived in TIF or JPEG format to a file in PDF format. No files. Choosing this option results in the document itself not being included; only the notes and properties are included (see below)
With notes	Includes a file showing all the notes that were added to the document.
With properties	Includes a file showing all the properties and their values of the document.
With workflow audits	Includes a file showing all the workflow actions of the document. (Requires Xtendis 7.2.5 or higher, see how to check which version of Xtendis you are using.)
Files in one ZIP file	Add all files into one ZIP file.
Sub folder per document	Available when Files in one ZIP file is selected. Adds each document into a sub folder.
File name	By default, the document name is used as the file name consisting of predefined document properties. Deviate from this by manually adding the names of document or dossier properties. Each property should be placed between square brackets. Use the prefix DOC for document properties and DSR for dossier properties, followed by a colon. Example: [DOC:Document type]-[DOC:Document name] will result in a file name consisting of the value of the Document type property followed by the value of the Document name property with a hyphen in between. Note: This name should comply to the Windows file name format; it should not contain punctuation and it is case sensitive.
ZIP name	Add the name to use for the ZIP file in which the files are combined. When leaving the field empty, the date and time of when the export was created is taken. The following format is used: DD-MM-YYYY hh:mm. Example: 29-11-2022 02:08
Send method	Choose from the following options: Create MSG file. This downloads the document as a file in MSG format which can then be sent using your installed e-mail application. Use this method when you want to make use of the features of that e-mail application, such as your contact list or e-mail signature. Send e-mail. Use this option to have Xtendis send the e-mail for you. The following options appear: Subject. Enter the subject of the e-mail. Recipients. Enter the e-mail addresses of the persons to send the e-mail to. Separate multiple addresses with a semicolon (;). Description. Enter a message for the recipients.

Step 7. Do one of the following:

• Click Execute.

When the option Create MSG file was chosen:

The file is prepared in the background. A notification appears to inform you about this.

When the file is available for printing, a notification appears on the Dashboard.

Click the notification to download it.

When the option Send e-mail file was chosen:

The e-mail is prepared in the background. When sent, a notification appears on the Dashboard to inform you about this.

• Click the Envelope icon (Send a link to a colleague). This creates an e-mail in your default e-mail application with a link to the document. Use this method to send the document to colleagues who have access to the document.

Sharing

The Sharing feature is used for sharing documents with other users, while keeping the document within Xtendis. As part of this feature, it also makes it possible to have documents digitally signed.

The process of sharing documents is described in the following articles:

• Sharing documents with Xtendis 7
• Having a document digitally signed in Xtendis 7