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Note: If your intention is to upload the document to Xtendis again as a newer version of the original document, use the check out and check in process.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.
• The Combine files option in the Action menu for combining files in .txt format.

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:

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.

Note: In Xtendis 7.3.18 or higher, any custom properties are removed from the downloaded file. This makes it possible to upload the document back in Xtendis as a new file. When the document still contains the custom properties, it can only be uploaded as a new version of the existing document. (See how to check which version of Xtendis you are using.)

• 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.

Combine files option in the Action menu

Info: This feature requires Xtendis 7.3.16 or higher (see how to check which version of Xtendis you are using).

A common use case is to consolidate the content of multiple files in .txt format for further processing or evaluation.

This can be done by using the Combine files option in the Action menu.

Step 1. Locate the files in .txt format that you want to combine and download by using any of the search features or opening the folder or dossier they are in.

Step 2. Select at least 2 .txt files by selecting their check box.

The Action icon becomes available.

Step 3. Hover the mouse pointer over the icon and choose Combine files.

The files are combined and prepared for download. They are made available using the download features of your browser.

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:

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