NetDocuments Tips

How to export documents out of NetDocuments using the Mass Export Utility

By March 24, 2021April 6th, 2021No Comments

NetDocuments has built a tool to export documents out of the Document Management System (DMS)

There seem to be three reasons to use this:

  1. Client Requests their files back and needs them in a windows folder structure.
  2. Client Requests their files be moved to a different firm.
  3. 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 at a time. If you have hundreds of workspaces, engage a certified NetDocuments Consultant.

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

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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.

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Append document IDS to document names –  If you are giving documents to another firm, please check this box.

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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.

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Here are the results:

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Every folder and filter was recreated, and documents were export into them.

The only exception is 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).