Export or copy documents or folders from Team Folders or Secured Folders

Library administrators working in Team Folders or Secured Folders can:

  • export or copy documents to any type of library using Google Drive storage
  • export folders to other Team Folders or Secured Folders

Notes:
– You can't export or copy to libraries using Google Cloud Storage – learn more: What's the difference between Google Cloud Storage (GCS) and Google Drive storage?
– Different export options apply to Document Management libraries. Learn more: Export documents from Document Management libraries.
– You can also export documents and folders to a user's My Drive

Before you start
Export or copy a document from the document page
Export or copy from a view
Finalize the setup and run the export or copy

Before you start

Who can export and copy?

As standard in AODocs, only library administrators can export and copy documents to other libraries in which they are administrators. 

However, custom configuration flags are available to allow:

  • library administrators (or contributors if the flag below is active) to export documents to other libraries in which they are contributor – available at the domain level only
  • contributors to copy documents to other libraries in which they are administrator (or contributor if the flag above is active) – available at the domain and library level

Important: These custom configurations can be configured by API only. They are not available in the administration interface. Learn more about how to activate these custom configurations using the API.

If users are prevented from duplicating documents in your document class, library administrators can only export documents or folders (they can't copy) and the export action isn't displayed at all for contributors.

What happens to properties, workflow states, permissions and previous versions?

During the export:

  • Document properties are exported only if the configuration of the target library corresponds to that of the source library.
  • The workflow state (if any) of exported documents reverts to the initial state of the workflow.
  • Sharing permissions of exported documents and folders aren't exported.
  • Previous versions aren't exported.

Export or copy a document from the document page

Open the More actions menu and select Export. Then finalize the setup and run the export or copy.

image01.png


Export or copy from a view

1. In a view, select one or more documents and/or folders.

Notes:
– The export feature is available in the beta version of views. However, for now, you can only select documents and not folders in the beta version of views. If you want to export folders, make sure you're using standard views.
– The copy feature isn't yet available for folders.
– You can't export draft documents. If you select a draft document, the export feature is not available.

2. Open the More actions menu and select Export. Then finalize the setup and run the export or copy.

image02.png


Finalize the setup and run the export or copy

1. If you selected only one or more documents (no folders), you can select either: 

  • Transfer to an AODocs library: the selected documents will be exported to another library
  • Copy to an AODocs library: a copy of the documents will be exported to another library and the original documents will stay in the current library

image03.png

If you selected one or more folders, select Transfer to an AODocs library.

image04.png

2. Press Next.

3. Select the target library from the drop-down menu.

Tip: If you're working in a library with more than one document class, you can select the current library to change the document class of your document.

image05a.png

4. If your target library has more than one document class, you can select the class into which to export your document. A drop-down menu appears when you position your cursor in the Document class field.

Notes: The option to select a document class isn't available:
– if your source or target library is a Team Folder
– if you selected one or more folders

5. Press Export.

image06.png

Notes about document classes
If you don't select a document class:
– the document is exported in the same document class if the target library has a document class that matches a selected document's class
– the document is exported to the default document class if the target library doesn't have a document class that matches a selected document's class

If you chose the current library as the target (to change the document class) and selected documents of different classes, only the remaining classes are available in the drop-down menu.

6. You can press the here button to view the progress of the export.

image07.png

Details of the job status open in a new tab.

image07.png

During the export, AODocs:

  • creates an export folder named Export - [current date and time] containing the selected documents or folders
  • moves the export folder to the target library
  • notifies the administrator who performed the export

Note: Other administrators and super administrators aren't notified of this action and don't have access to the exported documents. However, this operation is recorded in the library audit log.

image08.pngEmail notification sent to the administrator who launched the export

7. When the export is complete, you can:

  • Reload the view (if you exported from a view): to refresh your current view in AODocs
  • Open export folder (if you exported to a Team Folder or Secured Folder): to open the export folder in Google Drive
    Note: In Google Drive:
    – When you export a document, the document URL stays the same after the export.
    – When you export a folder, the folder URL changes after the export

image10.png

  • Stay in current library (if you exported from the document page): to return to the current library homepage in AODocs
  • Go to target library (if you exported to a Document Management library): to open the target library in the AODocs interface

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Comments

4 comments
  • I've found that sometime files are missed by the export.
    Are there any limits for the size of folder that can be transferred?

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  • Hello John,
    No there shouldn't be any limitation as for the export capability. If you are facing missing files or folders, please open a ticket to our support team with the Export job ID that you can find under Library Administration > Jobs.
    Our support team will be able to help you with that.
    Thanks in advance.

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  • I suggest you give the option of "not creating an export folder" and just export the file where we target. This way it is easier to organize files afterwards. Also, an option to "move
    " multiple documents within the same library would be great.

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  • Thank you for your feedback. I suggest you log a Feature Request on our community so that other clients can review and vote for it: https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests
    Cheers

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