Export Files

You can select documents from TMS and copy them onto the server, upload them to an FTP site, or Zip them and attach the Zip file to an e‑mail. If selecting the e‑mail option, the user will receive the e‑mail with the attached Zip file regardless of the e‑mail setting in their user record.

NOTE: You will need Export Files permission to export files from TMS. Permission is set up under the Global Permission group.
  1. Click the Export Files link under Administration in the Main Menu side panel.

The Export Documents page displays.

  1. Click the Load Items button to load the documents that can be exported into the Available Documents list.
  2. In the Export Method list, select an export method. The valid options are:
    • Email. Files are zipped and emailed to you, the logged-in user.
    • FTP. Files are zipped and a link to the FTP site is sent via email to the logged on user.
    • Copy. Files are copied to the application server in the specified directory. No emails are sent.
  1. Select the documents in the Available Documents list that you want to export, and then click the Add Item button.
  2. Complete the other fields that apply to the export method you chose. Refer to the following table for a description of these fields.
Field Description
All Three Methods:
Export Zip Filename The exported files will be included in a Zip file. Enter the Zip file name here. The name should not contain any Windows illegal characters, such as / \ : * ? “ < > |.
Create Export Files Select the naming convention to sue for the exported documents: either the original document’s name or the document’s GUID.
Additional FTP Fields:
FTP Site Select the FTP site to which to send the Zip file. (The available FTP sites are configured using the drop-down list option FTPSiteList  under the Administration  menu option.)
FTP User Enter the username for logging into the FTP site.
FTP Password Enter the password for logging into the FTP site.

Additional Copy Field:
Directory on Server Enter the full directory path to the directory in which to store the Zip file.
  1. Select the Include Revision Level In Filename checkbox if you would like to include the revision number of the document in the document’s file name.
  2. In the If Document Converted To PDF include list, select whether you want to include only the PDF version of the file, only the native version of the file, or both.
  3. Click the Continue button to begin the export operation.

An e‑mail is sent to you (the logged-in user). For the E‑mail option, a Zip file will be attached. For the FTP option, a link to the FTP site will be included in the body of the email.

Back To Top