How to exports documents of NetDocuments – Method 2 – Mass Export Utility
Like everything in NetDocuments, there are five or six ways of getting something accomplished. This is part two of a series on how to export data out of NetDocuments.
In this scenario, a client has asked for one of their matters back. If an attorney were leaving the firm and wanting forty plus matters to go with her, we would use another method.
If I haven’t purchased ndSync from NetDocuments, this is the way to go. The limitation here is that you can only do one matter at a time. In ndSync, you can do more than one matter.
Part 1: Download the Mass Export Utility from NetDocuments and Install it
Part 2: Launch the Mass Export Utility
Export From: Choose the Folder or Workspace to export. You cannot export an entire cabinet. You can only export one Workspace or one folder and the subfolders underneath it.
Export To: I always create a one letter folder on the root of the drive and export to that. Windows has folder path limitations that NetDocuments doesn’t. This will limit and problems with the export.
Versions: Do you want the official version or all versions of a document? I usually go just Official. If you export all versions you will get an export like this:
Append document IDS to document names – This will append the 16 Digit NetDocuments Document ID to each document. Windows will NOT allow documents to have the same name, NetDocuments will. Therefore you can run into problems when exporting.
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 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) in it.