Export Assemblies

Exporting Assemblies provides you details in different formats.

You can export an assembly to any of three formats.

— Microsoft Excel spreadsheet (SPT users only)

— DMS repository virtual document (sometimes known as a compound document, depending on the repository type)

— XML file

Export an Assembly

You cannot view the assembly in the Approved Status View when exporting an assembly.

To export an assembly:

  1. Click a link for the assembly you want to export.
  2. In the More menu, click the Export Assembly to... .
  3. On the Export Assembly page, enter a name for the export file.
  4. In the Export Type field, choose one of the following:
    Option Description
    Excel Spreadsheet: Exports to a Excel spreadsheet.
    Assembly File: Exports to an XML file.
    Virtual Document: Exports to a virtual document.
  5. In the Output Location field, click the Browse button to choose where to save the exported document.
  6. In the Please select a document type list (optional), you may choose the document type in which to save the exported document, and click Next.
    1. message prompts you to confirm the export.
  7. Click OK.
    1. message confirms the export was successful.
  8. Click Done.

Ennov InSight Publisher 7.3 Export Assemblies

Export an Assembly to Excel

When you export an assembly to Excel, automatically formats the resulting spreadsheet.

The spreadsheet contains the following:

— The Excel file name is the same as the assembly name.

— First-level folders (major divisions or modules) become the spreadsheet tabs. One sheet is created for each firstlevel folder. First-level folder names are truncated at 31 characters.

— One row for each folder, leaf and document element is created. The rows are in the order of the assembly. The Excel spreadsheet is not hierarchical but a Level column is provided which indicates the hierarchy.

— Folder attribute names become the column names.

— Folder attribute values become the column contents.

— Leaf attribute names that differ from the folder attribute names become additional column names. — Leaf attribute values become the column contents.

— Assigned document and placeholder attribute names that differ from the folder or leaf attribute names become column names.

— Assigned document and placeholder attribute values become the column contents.

— Leading zeros are stripped during the export process. To work around this, rename the file with a .txt extension rather than a .csv extension. Open the file in Excel. Use the Text Import wizard to make the initial cells text cells instead of general cells, and choose a comma delimiter.

Note: Occasionally Excel may prompt you to make repairs. This is an errant message; you can click Close to ignore the message.

Export an Assembly to a Virtual Document

Exporting an assembly to a virtual document enables you to generate a virtual document you can use in a submission publishing tool.

Due to the nature of DMS repository virtual documents, you can unintentionally convert a document to a virtual document, change the structure of an existing virtual document, or check in a checked-out document by exporting an assembly as a virtual document.

— Assigning children to an assigned document in and then exporting the assembly as a virtual document forces to convert the assigned document into a virtual document.

— If the assigned document was already a virtual document, is forced to change the virtual document so it reflects the assembly hierarchy.

— If the assigned document was checked out, is forced to check the assigned document back in to convert it to a virtual document, or to change its virtual document structure.

Before you export an assembly containing assigned documents that have children, you should evaluate the effects of converting those documents to virtual documents or changing the structure of the assigned virtual document. This is generally applicable; it is not specific to InSight and applies equally when working with virtual documents through any means.

When you export an assembly to a virtual document:

Ennov InSight Publisher 7.3 Export Assemblies

— You can export only from the root level. You cannot export from the folder, leaf or document levels.

— Each time you export an assembly to a virtual document, a new virtual document is created; you cannot re-export to an existing virtual document.

— If a document in the assembly is a child of another document, the parent document is converted to a virtual document.

— The virtual document name in the DMS repository must be unique.

— The assembly name cannot contain characters that are illegal on the secure file system (slashes, asterisks, etc.).

— A new folder is created in the destination folder you choose and is assigned the following name: <User-Defined Virtual Document Name> Supporting Documents.

— A new DMS repository object is added for each assembly element that is not already in the DMS (that is, root, folders, leaf elements, document placeholders, and secure file system documents). These new objects are placed in the supporting documents folder.

— For the assembly root, folders, leaf elements and document placeholders, the object in the virtual document is a no-content object.

— Any bound document that is already checked out is checked back in during the export.

— For each document that links to content in a different repository, a link to that content object is created in the Supporting Documents folder.

— For each document in the target export repository, the existing DMS objects are linked to the virtual document.

— For documents that link to content in the secure file system, a new object is created as a no-content object. — The document type you specify is applied to all new objects created in the DMS.

The assembly version bindings are mapped to the virtual document as follows:

— If the assembly has version number binding, the virtual document bindings are set to the same number.

— If the assembly binding is version status binding, the virtual document binding defaults to the version label Current.

— If the assembly binding is version label binding, the virtual document bindings are the same.

— Currently the export will fail if there are any documents set to MISSING_VERSION (no binding).

Export to an Assembly File (XML)

When you export to an assembly file, the resulting file is an XML file. The XML file can be imported to create new assemblies.

When Export Assembly to Assembly File is performed the Rendition Identifier values set in the Assembly Specific Publishing Settings Libraries (APL), and those set on each element, are exported.

— When creating an Assembly from an Assembly file, the Rendition Identifier values are restored.

— If a Rendition Identifier value does not exist in the database, the Standard Rendition is used.

— If the Rendition Identifier information does not exist in the XML, the Standard Rendition is used.