A-03-01 Bulk Document Export Using Filters (Filter Criteria)

Who: Sys Admin
Why: The documents attached to Orders and Project Views can be exported from ConSol. This can be useful when there are many attachments made to Orders by Suppliers. The exported zip file groups all the files together.
When: Use the Filter Criteria feature of the Export Document screen when you don’t know specific Order or Project View IDs but want to specify a group of Orders and/or Project Views to extract the attached documents.
Before you begin
  • If you have a specific list of Order IDs or Project View IDs from which you want to extract the attached documents use the Import File feature of the Export Document screen instead of the Filter Criteria feature. See topic Bulk Document Export Using an Order/PV List.
Related topics
Procedure
A3-1-1_exprt_Docs-menu-LBL.png
  1. On the ConSol menu select Interfaces > Export Documents.
    The Export Documents screen appears with Filter Criteria hidden and the Import File panel displayed. See topic Bulk Document Export Using an Order/PV List for the procedure to use the Import File function.
    A3-1-2_exprt_Docs-expand_filters-LBL.png
  2. Click the Expand arrow A3-1-2_exprt_Docs-expand_filters-icon.png next to the Filter Criteria heading.
    The Filter Criteria panel is displayed.
    • IMPORTANT: It is strongly recommended to set detailed filters to limit the volume of data exported. If the criteria are too broad, the size of the zip file that ConSol attempts to create could cause operational problems on your computer.
    A3-1-3_exprt_Docs-specify_filters-LBL.png
  3. If required, specify Orders and Project Views from a particular Schedule and/or Service Category by doing the following:
    1. Click one of the radio buttons to activate the corresponding filter (Schedule, Category or Schedule and Category combination).
    2. Select a Schedule or Category from the respective drop down list or use the find icon to search for a Schedule and Category combination.
  4. If required, specify a date range when the documents were attached to the Orders and/or Project Views.
  5. If required, filter for Project Views or Orders of a specific work type.
  6. If only particular attachment types are required, select them from the Document Extension Type list.
    • To make multiple selections, hold down the CTRL key on your keyboard and then click each type you require. The selected types are highlighted in blue.
      A3-1-4_exprt_Docs-doc_types_selected-LBL.png
  7. Once all the required filters are set, click the Export button.
    The Export documents confirmation screen appears.
    N1 - If the file is very large it can take considerable time for the zip file to be created.
    A3-1-5_exprt_Docs-go_to_export_file-LBL.png

    Once the zip file has been created, the File Open window appears.
    A3-1-6_exprt_Docs-save_export_file-LBL.png
  8. Select either Open with or Save File.
  9. Click the OK button.
    The file is saved/opened and the File Open window closes.
  10. Find the location of the zip file and open it.
    The Zip file Opens. It contains folders for each “stand alone” Order (N1) and Project View (N2) that had attachments to be exported.
    A3-1-7_exprt_Docs-zip_contents-LBL.png
    A3-1-8_exprt_Docs-view_File-LBL.png
  11. Click an Order number or Project View.
    The exported files associated with that Order or Project View are displayed on the right side of the Zip window.
    A3-1-9_exprt_Docs-view_PV-LBL.png
  12. Click a Project View.
    The list of Orders within the Project view is displayed. Only Orders that had attachments are included in the Zip file.
    A3-1-10_exprt_Docs-open_file-LBL.png
  13. Double-click a file within the Zip window to open the file.
    The file opens.
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