Export File
In the Output function group of a Document detail window or the context menu you can call up the function 
Export file:
By default, the Settings for export dialogue opens first:
Settings for export
The default settings for the export dialogue are preset as set in the HELiOS Options at Import/Export.
| Document | |
| Reserve exported documents also directly |
If this checkbox is active, the corresponding document is reserved in HELiOS Desktop, i.e. the document cannot be edited by other users until further notice. If the user who exported and reserved the file loads it (modified) into HELiOS again, the reservation is cancelled. The prerequisite is that it really is a version of the same file (with unchanged file name, etc.) and the same logged-in user.. |
| Export also referenced documents from document and model structure |
This option controls whether referenced documents that are listed in the document or model structure of a document to be exported should also be exported. Note that in this case the file name of such a document cannot be changed (as it has references to the corresponding sub-documents).). |
| File name | |
| Attribute assignments |
The file name for the files to be exported can be defined via an attribute assignment, as you can specify at HELiOS Options > General > Attribute assignments. In the following dialogue, existing attribute mappings in the system can be selected accordingly. |
| Individual specification | After confirming with OK you can freely enter a name for each file. |
| From document or model structure | The document will be exported with the existing file name (i.e. as the document would also be used in a interfaced application). |
If you activate the Suppress dialogue checkbox at the bottom of the window, this dialogue will be skipped when the export is called up again. The settings that are set in the HELiOS Options at Import/Export are used. There you can also deactivate the Suppress dialogue option, if applicable, in order to have the dialogue displayed again the next time the export is called up.
Export file
If you have applied the Export file function to a HELiOS document or a multiple selection and closed the Settings for export window with OK (or suppressed it automatically), the dialogue window for exporting the file appears:
Under Type of export you can choose between Export and Send by e-mail:
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Export: The files will be saved to a specified export directory.
The path of the export directory can be selected or changed by clicking on the ... button on the right to select or change the path of the export directory. The path last used will be memorized and offered again the next time it is called up..
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Send by e-mail: If this checkbox is active, the locally configured e-mail client is started after the export and the exported files are attached to a new e-mail. The export directory is not used.
Options:
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As ZIP archive: By activating this checkbox, the selected files are exported in a zip archive instead of as individual files.
When selected, an automatically generated file name for the zip archive is suggested.
You can change this manually if necessary.
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With export information: By default, this checkbox is deactivated. This means that the additionally generated XML file that describes the export is excluded from the export process or the sending of e-mails. If the XML file is to be generated as well, activate the checkbox.
In the results list overview of the window, you can check or uncheck documents again before the actual export. You will also see a preview of the file name of the respective file name in the Generated file name column and a corresponding indication of the file type extension under Extension.
For the generated file name, you can create attribute mappings in the HELiOS Options at General > Attribute assignments, which can be selected at the bottom of the window.
The context of the document master is always available during file export. Further contexts for the item, project and/or folder result from the context in which the Export file function was called up and are listed in the corresponding result list columns.
The context for the documents selected for export is either determined on the basis of the location of the call (e.g. a combined Articles / Documents or Objects result list) or displayed if the context is unique.
By clicking on one of the blue crosses, you can deselect a context if necessary, adopt a unique context via the blue arrow or select a context from the linked objects by clicking ... to manually select a context from the linked objects.
Please note that such change options are only available for documents whose file name has not already been determined from the document structure (and is therefore unchangeable). Changing the context may also change the file name (depending on the attribute assignment).
Errors that prevent an export and are recognised accordingly by HELiOS are output below the result list when executed with OK.
Double-clicking on an error line also marks the corresponding document in the result list above it.
Before exporting a file, the system checks whether the documents to be exported have local changes. If this is the case, a warning is issued for the respective document, because in case of export not the locally changed status would be exported, but the status known to HELiOS.
You can then decide whether to Cancel or to export the document with OK regardless of the local changes.
After confirming with OK, the export process is executed.
If warnings exist for any documents (s.a.) you will reminded of this by a message:
If the export was successful, a corresponding info message appears about the files being in the selected export directory. In addition to the exported documents themselves, an XML file containing information about the exported files (Head and Revision identifier, exported file name) is also located there.
If there are already files with the same name in the export directory, a query appears asking whether you want to overwrite them (which also applies to the xml file).
Please note:
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For documents that are temporarily not available in the current state because an update by the Spooler is in progress, you will see a corresponding system message at the top of the dialogue window.
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In the user management of the EDBSETUP , the Export function can be used to specify for which HELiOS users the export of files is allowed or restricted.
hel_fileexport.ini
In older HELiOS versions you could have the export file name generated by the system file sys/hel_fileexport.ini.
As mentioned above, corresponding information is still read out and placed in the current dialogue of the attribute assignments.
The first row of the file looks as follows and must not be changed: [FileExport_GenFilename]
Listed below are lines beginning with either ATTR or FIX. ATTR must be followed by an attribute name and FIX by any fixed string of characters.
Example: hel_fileexport.ini
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[FileExport_GenFilename] |
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FIX = EXP_ |
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ATTR = HEL_DOKUNUMMER, FIRST:4, LENGTH:5 |
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FIX = _ |
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ATTR = HEL_BLATT |
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FIX = _SICH |
If the area 'FIRST:x, LENGTH:y' is still to be found after 'ATTR = attribute name', exactly y characters are taken from the attribute value of the specified attribute name, starting from the xth letter. If there is only the part 'FIRST:x', the attribute value is taken from the xth character to the end.
Example: the document number is 'ZN-0001abc' and the Sheet is '1' then the generated file name of the exported file will look like this:
EXP_0001a_1_SICH.txt
The extension will betaken over. If a file with the same name already exists in the selected directory, _001 will be appended (and incremented further if it also already exists).
Note that only attributes of the document can be transferred at this point, but not attributes of the possibly linked article.
