Export Data

The Exporting Items option allows you to export one or more items (Documents and associated files with metadata, Tags) from Dashboard to your local machine in a CSV file format (.csv). If the items exported are more than 1000, a warning message appears.

By selecting the Export Items option from the menu, you can export items selected from the following panels:

• Search Panel

• Browse Panel

• Sets Panel

• Related Items area in the Summary View

• Related Documents area in the Summary View

• Related Query Form area in the Summary View

• Query Form search results

• Related Items area in a Document Content Card

• Items displayed under the Contents tab in a 3D Model/2D Drawing Document Content Card

• Items displayed under the Related Items tab in a 3D Model/2D Drawing Tag Content Card

• Documents displayed under the Related Documents tab in a 3D Model/2D Drawing Tag Content Card

• Basket Panel

• Reports displayed in the Document View

To export items:

1. In the panel from which you are exporting, select the item(s).

2. Select the menu, and then select Export Items.

   The Export window opens.

   

3. To export item metadata, select the Export Data check box.

4. In the Export Definition box, select the drop-down arrow, and then select an Export Definition.

5. To include files in the export package, select the Export Files check box.

6. To expand the Select files section, select at the top-right of the Select files section.

7. To filter the files shown in the Select files section, use the following filters:

   • File ID

   • File Type

   • Document ID

   • Document Type

     Note: The Select Files section displays files associated with the first 100 documents, by default. A document can have more than one associated file. Hence, a message appears at the top of the Select files section, displaying the number limit for documents shown.

8. Select the check boxes for the files you want to export.

9. If you have expanded the Select files section by selecting , select OK to return to the Export window.

10. In the Enter the reason for this export box, type the details.

    The pre-configured export package output path appears at the bottom of the Export window. For more information about configuring the output file location, see Configure File Export.

11. From the following two options, select the appropriate export method:

    • Export to Server Folder: Exports the files to the export location as provided in the Settings.

    • Download to Client: Downloads the export files to the client.

      Notes:

    • If you have the Run Export right, then you can export data through the Actions panel.

    • If you have the Run Export and Export To Server rights, then the Export to the Server Folder option is visible to you.

    • If you have the Run Export and Download to Client rights, then the Download to Client export option is visible to you.

12. Select Export.

    You will see one of the following results corresponding to the action taken in Step 11:

    • If you have selected the Export to the Server Folder option, the message The export will be copied to ‘output location’ appears.

    • If you have selected the Download to Client option, the message The Download process has been started appears.

      In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

      • Open: Select this to view the export.

      • Save: Select this to save your export in your local machine.

      • Cancel: Select this if you do NOT want to save your export.

    • If you have selected the Export Data check box and the Export Files check box is cleared, data is exported and the message The Download process has been started appears.

      In the bottom panel, which displays the message Do you want to open or save the .csv/.xlsx file, choose one of the following options:

      • Open: Select this to view the export.

      • Save: Select this to save your export in your local machine.

      • Cancel: Select this if you do NOT want to save your export.

        Note: Files that are exported, either to the client or to the server, are stored in a zip file. Inside that zip file, you can see a Files folder, under which there are specific folders for each document whose file(s) has been exported. So, all files for a document are placed inside the same folder. The folder name becomes the document full name separated by a hyphen. For example, if a document is called SRP|Context 2|A doc{rev 2}, then its folder is called SRP-Context 2-A doc-rev 2.

Note: When running a Query Form and exporting to a CSV file, then any cells in columns that appertain to Related Items may have multiple values. However, some values for the Related Items may be blank. So, in order to correspond a value to the ID or Name of the Related Item, then delimiters are used to preserve the order. For example, if there are 4 Related Items and only the 3rd item has an attribute value of "xyz" (the others having a blank values), then the cell would contain & & xyx &. The 3 ampersands correspond to 4 values, where all are blank except for the 3rd value. This will correspond to the IDs of the Related Items for example, P101 & P102 & P103 & P104. So P103 has a value of xyz for the attribute in question.