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Workspace Export

When you want to export a set of folders from a workspace, (or the entire workspace) currently there is no easy way to do this.  You actually have to move the folders from the workspace to the "Folders" section of the cabinet and only then can you use the Mass Export Utility tool to export the folders.  But when you are done, you would have to move all the folders back to the workspace.  Its a huge pain.   It would be nice if the tool would look into workspaces so we dont have to do this double work. 

Status: Completed

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Hi Becky (and others),

There are a couple of questions we have about how our customers would want this to function. These questions/scenarios are below. Any insight on these scenarios would be helpful in getting this feature implemented.

  • If workspaces are set up with folders as their organizing container and a workspace export is performed, should the workspace export also pick up documents that are not filed in that workspace's folders but which are profiled with that workspace's Client/Matter values?
  • If workspaces are set up with filters by default but someone has created a custom folder on that workspace and filed a few items into the folder, should we download the item once when we download the contents of the filter and then download another copy when we download the contents of the folder? Even though these are really the same document rather than two separate copies?
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Hi Bradlee

Thank you for the questions.  

Yes, the workspace export should also pick up documents that are not filed in the workspace folders.  Maybe they could just fall at the root of the folder its being exported too?

We don't use filters here, so i really can't speak to that.

But my other question would be, sometimes when we share out a workspace, we only share out specific folders.  Would we be able to choose which folders we want to download?  It could be the case where i dont need to export an entire workspace, just the documents that we were sharing with the client, but would like to retain that structure.

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Bradlee,

We have a group of users that use folders extensively and we have filters in this workspace as well.  We would only need the folder and its contents plus any other document not filed in a folder.  We would not want to download a document twice, if it is contained in a filter as well as filed in a folder.

Thanks.

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Bradlee,

We would like to export the folders, their contents, and any documents not contained in a folder from a workspace as well (to echo what others have said). Having a function whereby the user can select the folders and contents they'd like to export would also be quite awesome. People here are also extremely hesitant to use filters or saved searches cause it's a forum concept to them, so I would not say this is a crucial decision.

  • Diana
1 vote
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Along these same lines, if we export documents, how does net documents handle files with the same name?  Is it based on document number and version? 

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This was released as part of our Mass Export tool in our last release on May 1st. We'd encourage you to contact us to get a copy of this new Mass Export Tool. Thank you all for your feedback!

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The current version (1.3) of the Mass Export utility can only export the first 500 items within a folder.  In the 16.2 announcement, plans are for a new folder architecture which is to be released a few weeks after the 16.2 update and folders will no be longer limited to 500 subfolders and 1000 items.

So, please update the Mass Export utility to increase the current 500 item limit per folder to 10,000 items; or if possible remove the item per folder limit completely.

2 votes