Export Documents

Documents Online provides you with the ability to export or delete multiple documents through the plug-in called "Export Documents". Documents to be exported can be saved in a zip archive and can be restored using the Import Documents plugin.

Documents Search Criteria

Documents can be searched based upon several search criteria including document ID, user ID, document description, document file extension, date range of creation, etc.

The Document ID field allows searching by a single document ID, or by a range of document IDs. E.g., entering a range of 1005-1650 in the Document ID search field will return documents IDs >=1005 and <=1650.  Search formats not supported are comma-separated list (1005, 1007, 1350), and multiple ranges (1005-11650, 1900-2500).

Additional search fields can be used to narrow down the search results. For instance, if archiving W-2s, a range of document IDs can be entered as well as the attach type that was used to generate the W-2s. Select the Search button to start the document search.

View Documents List

The Export Documents plugin displays the number of documents found based on the entered selection criteria. Select the "View Documents List" button to review these documents. In the Document List window, an individual document can be viewed by clicking the Doc ID in the document list. The document will be displayed in the preview window on the right.

Export Documents Options

Several buttons are available in the Documents List window that have the following functions:

• Search Again (Go To Search Interface)

  

• Select All Documents

  

• Archive All Selected Documents (Import Enabled)

  

• Archive All Selected Documents (Import Disabled)

  

• Archive (Import Enabled) and Delete All Selected Documents

  

• Delete All Selected Documents (No Archive)

  

Multiple documents can be selected by using the Ctrl key and the mouse click. Right mouse click any document displays the same menu options.

When document deletion is selected, a confirmation message will ask to save the copy of the documents in a user-provided zip archive. Three possible responses to this message are:

• Yes — Save the copy in an archive (will prompt for the name and location of the archive) and then delete the documents
• No — Do not save the copy of the documents and delete the documents
• Cancel — Cancel the document deletion request

When selecting the "Yes" option, the file dialogue will open to select the path and name of the zip archive. Deleted documents will be collected and zipped in a file of the provided name and will be placed at the selected location. Once documents are successfully saved in the archive, then they will be permanently removed.

Archive and Delete Options Explained

1. Archive with Import Enabled. This is basically a backup option. No documents/attachments are removed from the current environment. You are saving a copy of the document/attachment as well as all its links in masks or edge applications such as Employee Online.
2. Archive with Import Disabled. Again, basically a backup option, but without any of the links. So, you are only saving the PDF but not the links.
3. Archive and Delete, Import Enabled. With import enabled, you are deleting the document/attachment from the current environment, but you are saving a copy of the document as well as all its links to a .zip file. You can restore the zip file by using "Import Documents."
4. Delete Documents (no Archive, Import Disabled). You are deleting the document/attachment and all of its links with no backup and no way to restore it.