A-03-02 Bulk Document Export Using Order List/PV (Import File)

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 this feature of the Export Document screen when you have a specific list of Order IDs or Project View IDs from which you want to extract the attached documents.
Before you begin
  • If you do not have a specific list of Order IDs or Project View IDs but want to specify filters to find relevant Orders/Project Views from which you want to extract the attached documents, use the Filter Criteria feature of the Export Document screen instead of the Import File feature. See topic Bulk Document Export Using Filters for details.
  • Before attempting this procedure you must create a spreadsheet (in CSV format) that contains a list of Order IDs, Project IDs or Document IDs (N1). The Export Document function will use this list to determine which attached files to export. For example, the list below specifies three Order numbers which will be searched for attached documents to be exported.
    A3-2-0_exprt_Docs-lsit_of_Order_IDs-LBL.png
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.
    • N2 - If the Import File panel is not visible, click the Expand arrow A3-1-2_exprt_Docs-expand_filters-icon.png next to the Import File heading.
      A3-2-1_exprt_Docs-expand_import_files-LBL.png
    A3-2-2_exprt_Docs-specify_doc_types-LBL.png
  2. Select which type of list you will use to extract the Documents for export.
  3. If specific attachment types are required, select them from the Document Extension Type list.
    • IMPORTANT: The selection must match the type of items in the spreadsheet you will import. For example, if the spreadsheet contains a list of Order IDs as shown below (N3), you must select “Order Ids” from the List Content drop down. If the spreadsheet contains a list of Project View IDs, you must select “Project Ids” from the List Content drop down.
      A3-2-2-a_exprt_Docs-lsit_of_Order_IDs-LBL.png
    • 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
    A3-2-3_exprt_Docs-open_import_file-LBL.png
  4. To select the spreadsheet that contains the list that will be used to extract the attached documents do the following:
    1. Click the Browse… button.
      The File Upload window opens.
      N4 - Make sure the file you open is a CSV format file.
      A3-2-4_exprt_Docs-output_file-LBL.png
    2. Find and select the spreadsheet (CSV format).
    3. Click the Open button.
      N5 - If the spreadsheet is successfully opened a success message is displayed.
      A3-2-5_exprt_Docs-export-LBL.png
  5. Once the required filters are set and the spreadsheet is imported, click the Export button.
    The Export documents confirmation screen appears.
    N6 - If the file is very large it can take considerable time for the zip file to be created.
    A3-2-5-a_exprt_Docs-export_confirm-LBL.png

    Once the zip file has been created, the File Open window appears.
    A3-2-6_exprt_Docs-open_Export_file-LBL.png
  6. Select either Open with or Save File.
  7. Click the OK button.
    The zip file is saved/opened and the File Open window closes.
  8. Find the location of the zip file and open it.
    The Zip file Opens. It contains folders for each “stand alone” Order (N7) and Project View (N8) that had attachments to be exported.
    A3-2-7_exprt_Docs-view_Zip-LBL.png
    • If you export documents by Project View ID, all attachments uploaded to the Project View as well as documents uploaded to Orders associated with that Project View will be exported. The documents are stored in sub-directories of the zip file identifying the Order/Project View to which they belong.
    A3-2-8_exprt_Docs-view_files_in_Order-LBL.png
  9. Click an Order number in the left pane of the Zip window.
    N9 - The exported files associated with that Order are displayed on the right side of the Zip window.
    A3-2-9_exprt_Docs-view_Orders_in_PV-LBL.png
  10. Click a Project Viewin the left pane of the Zip window.
    N10 - The list of Orders within the Project view is displayed. Only Orders that had attachments are included in the Zip file.
    N11 – Any files attached directly to the Project view are also listed.
    A3-2-10_exprt_Docs-open_file-LBL.png
  11. Double-click a file within the Zip window to open the file.
    The file opens.
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