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Exporting your Data collection

Things to know when exporting

When the data collection is ready, it can be exported to a Vault or as a zip file.

Export to Vault (Admin only)

To export a data collection, keep the following requirements in mind:

  • There must be an active Vault available for the export.

  • Via the Export screen, the Admin can create a new Vault in case there's no active Vault available.

  • The Admin performing the export MUST be a Vault Admin in the Vault where the data collection is being exported to.

Your data collection can land either in Index or Workspace imports. 

1. When is your data collection exported to the Index? 

  • It is your first export and the Index documents view is empty.

  • There are no users invited yet into the Vault.

Export lands in Index

2. When is your data collection exported to Workspace Import?

  • It is not your first export.

  • There are users invited on the external side.

export workspaceThe original versions of redacted files will be exported to a separate folder.original versions
Export to ZIP (Admins and Guests)
Within a Plus subscription, Admins and Guests can export their data collection(s) to a ZIP file.
The ZIP file will contain two or three elements:
  • The data collection.
  • The original versions of redacted files, if files have been redacted.
  • An index report.
zip
1. The data collection:displayed data
2. (Optionally) Original versions of redacted files: The original files of the redacted version will be available in this folder.original files
3. Index report: The report provides an overview of the data collection with hyperlinks for each document. It contains the status of each folder and file.index report

Export of redacted files (Vault and ZIP)

What happens to (drafted) redacted files when you do an export?

1. A warning will show if the exported data collection contains redactions in draft:warning draft

2. When you click  Show files it will take you back to the data collection and show you the files that still have a draft redaction in it. You can choose to finish these redactions or you can remove them if necessary.

3. After the export the redacted files will be in their original location.

4. The original unredacted file will be exported to a separate folder in both the Vault as in the ZIP file.
Exporting to a Vault: in the Vault
Exporting to a Zip file: Export on zip

How to export your Data collection

1. If the Workspace has multiple data collections, go to the data collection you want to export and click on   Export.export

 Workspace Tip: If you want to export only one part of your data collection, copy the folders to a new data collection and perform the export.

2. Choose to export to either a Vault or to ZIP. If you have an existing Vault, you can choose one from the drop down list. Otherwise follow the steps in this article to create a new Vault.

3. Choose between all items or New items since last export to the Vault. Only available if exporting to Vault.

4. Click  Start export. Depending on the size of the data collection, the export could take several minutes. 

Step 2, 3 and 4

 Export tip: The export of a data collection does not contain the original version of files that are in draft redaction! The files that won’t be exported are shown in a list with a warning to finish these redactions.
So: neither the original file nor the file with draft redactions is exported. 

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