Export Your Documents and Processes from AM System

Activation of the export feature

This function is generally enabled only when you have chosen to leave the AM System platform and the Document service. If you need an export for any other reason, please contact our support team.

Once the export functionality has been enabled, an administrator can initiate and download exports by following the instructions below.

What’s new in AM System version 6.2.022

• The export now includes archived documents, which are stored alongside the published version in a folder named archive. If all versions of a document have been archived, they will not appear in the category tree but are instead located in a folder named archived at the root of the export.
• Images are now exported to a separate folder called _pictures at the root of the export, rather than being embedded within the HTML file as before.
• The filenames of HTML files containing document content now reflect the document type. Text documents are named text.html and layout documents are named layout.html.

Generate and download an export

Once the export feature has been activated, you can access it via Document » Settings » Export.

1. To create a new export, click the + button in the upper-right corner of the dialog. A prompt will appear — Click “Generate Export” to start a new export of all documents. Please note: generating a new export will delete any previously generated exports.
   
   
   The time required to generate the export and make it available for download depends on the amount of data in your Document system. You can continue working in the system as usual during the export process and do not need to remain in the export dialog.
2. The user who initiated the export will receive a notification once the export is complete and available for download. All users with permission to create exports can then download the export by navigating to the export dialog and clicking on the row with the corresponding time and date.

What Is Included in the Export, and in What Format Are the Documents?

• The export is delivered as a compressed ZIP file, which must be extracted to access the contents. You can unzip the file using any software that supports the ZIP format.
  If you encounter an error during extraction, it may be due to the file path exceeding the maximum length allowed by Windows (250 characters), which is described in more detail in this Corel article. This can occur if there are many subcategories with long category names. One workaround is to use a third-party program like 7-Zip, which is known to handle long file paths more effectively. Please note that AM System does not provide support for or accept responsibility for third-party software.
• After the ZIP file has been extracted, you will see a folder with the same name as the export file. This folder contains the full export, organized into the following documents and subfolders:
  
   
  • documents (folder)
    • This folder contains all your published documents, along with their associated archived versions.
    • The documents are organized to mirror your navigation structure, with each main and subcategory represented as folders in the export.
    • Each document is contained in its own folder, which is always named with the document number, version, and document title. For example:
      1003(2)-Startpage-_Mainprocess
      
      Inside this folder, you will find the actual document. All text documents are exported as text.html in HTML format, and all layout documents are exported as layout.html in mxGraph format.

    • Text documents can be opened in any web browser or text editor, while layout documents require software compatible with the mxGraph format developed by draw.io. For more information about compatible software options, see additional resources here.

    • If published documents have archived versions, these are saved in the archive folder and organized by version.

    • All attachments included in text documents are exported and placed in their respective document folders.

• • documents.xml och documents.json (textfiles)
    • These two files serve as a index of all published documents and their archived versions included in the export. The content is identical, but the format differs between XML and JSON. Both files can be opened with any standard text editor.
    • The files include references to the exported documents as well as the following metadata:
      
      • document number & edition
      • document title
      • category 
      • created by
      • creation date
      • approved by
      • approval date
      • document type (text document, layout document, or bundling)
    • If you want to retain additional metadata, we recommend using the Query Builder to search for all documents and then exporting the search results as a PDF. Before running your search, you can customize which metadata fields are displayed in the results by adjusting the setting Default Fields in Query Builder.

• • archived (folder)
    • This folder contains all documents with only archived versions, meaning there are no currently published editions. The file format and structure are consistent with the rest of the documents.
  • _pictures (folder)
    • This folder contains all images used in your text and layout documents.

Related Content:

• Is there a function in the document module to export a list of all documents?
• Export data from the Case service
• Where and how is the operation of AM System managed, and what backup strategy is applied?