NetDocuments has built a tool to export documents out of the Document Management System (DMS)
There seem to be three reasons to use this:
- The client requests and needs their files in a Windows folder structure.
- The client requests that their files be moved to a different firm.
- The firm wants to archive a Client or Matter out of NetDocuments.
The Mass Export Utility allows you to export one Workspace at a time. A Certified NetDocuments Consultant will have a tool to export multiple workspaces simultaneously. If you have hundreds of workspaces, engage a certified NetDocuments Consultant.
NOTE: This tool is old and will not work in the Canadian Data Center. If you are in Canada, use ndSync.
Step 1: Download and Install the Mass Export Utility from NetDocuments
https://support.netdocuments.com/hc/en-us/articles/205220100-Mass-Export-Utility
Step 2: Launch the Mass Export Utility
Export From: Choose the Folder or Workspace to export.
Export To: I always create a one letter folder on the drive’s root and export it to that. Windows has folder path limitations that NetDocuments doesn’t. This will limit and problems with the export.
Versions: If you are giving documents to your client, Official. If you are giving documents to another firm: All.
Append document IDS to document names – If you are giving documents to another firm, please check this box.
As you see above, in NetDocuments, I had two different documents with the same name. Since I appended the NetDocuments Doc ID to the name, they exported out find. I always do this because documents and especially emails will often have the same name in NetDocuments.
Here are the results:
Every folder and filter was recreated, and documents were exported into them.
The only exceptions are the saved search (Recent Documents and Recent Emails) and the ShareSpace (Shared Clients Documents). The mass export tool will never recreate Saved Searches or ShareSpace, which is usually not an issue since those documents typically exist in a folder or filter.
The DocumentList.xml has all the NetDocuments Meta (client, matter, doctype, author, comments).