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Openlaw Document Handling Software
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Navigation: Add-Ons > Exporter > Add-Ons - Exporter 1 - Export Options > Export - Selected information |
  
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Names Links
Names Lists
Item Links
Introduction
For most Export options, the content of the exported Case is fixed a) as to the Items in it by the Items in the Bundle which is exported and b) as to the fields exported by the type of Export chosen. The option Export selected information, however, allow you to choose which fields are copied to the new Case. This section explains how you make the selection.
The screens shown below appear when you press the <Export> button, that is, as an intermediate stage before you are asked to give a name to the new Case. Some of the tabs which you see allow you to make choices; others merely convey information about specific data types.
Primary Information
The first tab allows you to select which of the main data fields and lookups are to be exported. Click on the box beside the name of any data field whose contents are to be included in the new Case. You can use the buttons at the bottom to Select all boxes or all the boxes for this tab.
Secondary Information
This tab explains what will be saved in the new Case for the information on the Admin tab as to when and by whom the Items were added or edited and as to the History.
Categories
You have the opportunity to be selective as to which Categories are exported. Ticks from boxes which are not ticked will not be copied over and their labels will revert to the default name e.g. Category 01.
Links
It does not necessarily follow from the fact that data has been exported from a field that the links between data Items must also be exported. This tab gives you options in relation to Names Links, Names Lists and Item Links.
Names Links
Names in Openlaw fall into two main classes and (whichever class they are) are held in three different places. It is necessary to understand the concepts in order to be sure what it is you are exporting.
The two main classes (which are held in entirely different places) are:
a) Senders and Recipients of an Item
b) Name Links such as people who are Copied to: or Referred to in: an Item
This distinction matters most in circumstances where the entries for Senders and Recipients are almost always going to be public and objective information, but the linked Names may be the product of research and analysis which you do not intend to share.
The three places where Names data is held are:
a) in the Item Cards as Sender/Recipient or (separately) as a link such as "Copied to:"
b) in an internal linking table
c) in the lookup tables Individuals, Organisations and Stored Names
Of these, only the Item Card Names are copied by default - the linking table is built by the process known as Parsing which also adds any new entries to the lookup tables (see Names Lists below)..
The overall Names population exported turns on how many and which Items are in the exported Bundle and on which boxes you tick on the Primary and the Links tabs. A tick in the Name Links box ensures that all Names Links are copied to the new Case.
NB The normal Parse routine does not include Name Links - it is normally only relevant to Senders and Recipients typed into an Item. Export is one of only two exceptions (a Case made with Openlaw Importer is the other) where it may be necessary to include Name Links in the Parse process. If you log in as a user called PARSECOPYEES you will trigger the extension to parsing which includes Name Links.
If the first Parse after this export is not done by the user PARSECOPYEES then Names Links in the exported Case will be lost.
Names Lists
The Names Lists (the lookup tables of Individuals, Organisations and Stored Names) which result from an Export may be much shorter than those in the Case from which the export was made - they will not include Names which occur in the source Case but do not feature in the exported Items. The Names Lists are not therefore exported by default but rebuilt in the exported Case by parsing all the Items. See the Manual section on Parsing Names and the sub-section above about Names Links.
There may be good reasons for wanting the full Names Lists to appear in the exported Case, including those which do not appear in any of the exported Items. Ticking the box Names Lists will copy the Individuals, Organisations and Stored Names lists to the exported Case.
Item Links
Item Links are connections between Item, most usually the relation Has an Attachment / Is attached to. These links may be copied to the exported Case by ticking the box Item Links. See the Manual Section Item Links Introduction and the pages called from it.
Item Links will not be exported unless both linked Items are included in the Export.
Images
This tab contains no additional functions or options. It exists for planned enhancements to the export function.
There are no implications for the export of images on the export of Selected Items which differ from any other export. These are:
| • | that images will be copied to the new Case and given the name corresponding with the Item No of the relevant Item |
| • | that the .tiff images of Attachments will be appended to the .tiff images of their parent Item |
Other Information
The last tab simply summarises what other information is or is not exported to the new Case, as shown in the picture.
Confirm you are ready to start:
and you get a message when the process has completed:
See Also: