The export function has been developed to give you, as a customer, the reassurance that your published documents and processes can be exported from AM System’s Document service.
For Whom and Why
This function is usually only activated when you have decided to leave AM System’s platform and the Document service. If you require an export for any other reason, please contact our support team.
Once the export function is activated, Document administrators can generate and download their exports. Read more under “How to Export”
❗Note: To terminate your system subscription, you must send a written termination request to sales@amsystem.com. After that, the export function will be activated, allowing you to export your documents following the instructions below.
How to Export
Once the export function has been activated as described above, navigate to: Document » Settings » Export
By clicking the + button in the upper-right corner of the dialog, an export is generated. The time it takes for the export to appear in the dialog depends on the amount of data in the Document system. During the export process, you can continue working in the system as usual.
A notification will be sent once the export is ready, and it will be visible in the dialog. To download your ZIP file, click on the row containing the 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
- Once the file has been extracted, you will find a folder named "Export." Inside this folder, there will be subfolders for each main category present in your Document module, along with a file named documents.xml, which provides further details. Within each main category folder, you will locate your documents and any associated subcategories.
- The export includes only published documents. Each document is organized into its own folder, named using the document number (version) followed by the document name. Text documents are exported in HTML format, while layout documents are exported in mxGraph format. Text documents can be easily opened in any web browser or text editor, whereas layout documents require software that supports the mxGraph format, which is relatively uncommon. Therefore, it may be advisable to manually print and save your layout documents as PDF files instead of relying solely on the export. Additionally, all documents, regardless of whether they are in text or layout format, are named "html.html"
- Images contained within the text documents are included in the respective HTML file, and all attached files can be found within the folder structure.
In the folder structure, there is also a file named documents.xml, which outlines the hierarchy and contains metadata for each exported document. The metadata included in the export consists of:
Created by
Creation date
Approved by
- Approval date
- If you wish to retain additional metadata, a useful approach is to utilize the Query Builder to create a search query and then export the results as a PDF. This method allows you to view and preserve the specific metadata you have chosen to display in the search results for all published documents you have access to.
Please note:
- Drafts and archived documents are not included in the export.
- No documents will be deleted from your system as a result of the export.
- Some text formatting will be retained in the export.
- The export from the Document system is tailored to the language set as the default language. This means that the names of the categories in your export will appear in the selected default language.
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Last updated: 5 February, 2025