Difference between revisions of "Download files from List View"

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Users can download the files that are stored in [[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] custom fields from any list view that is configured with the '''Enable Download Files Option'''/
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A major feature of SmartSimple [[Configuring_List_Views#The_Properties_Tab|list views]] is that Users can batch download the files that are stored in [[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] custom fields. This functionality can be used within a UTA list view, or in the list view of People or Organizations.
  
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==Configuration==
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To enable file exports in your list view, follow these steps:
  
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==Instructions==
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1. Navigate to the list view configuration settings page.
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* Install the '''SmartFileRetriever''' application, following the instructions that came with the tool.
 
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* Open the '''UTA Browser''' from your Programs menu.
 
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:''If you are logged into SmartSimple via a web browser you should log out.''
 
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* Enter your [[SmartSimple]] Server URL, Alias, User Name and Password:<br>
 
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[[Image:UTABrowser1.PNG]]
 
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* Click to Enable SSL if you wish to encrypt the connection to SmartSimple.
 
  
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* Click '''Login.'''<br />
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2. Select the list view where you want to enable file downloads.
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:''Once the Smart File Retriever has authenticated with [[SmartSimple]] the Application pull-down list will populate with a list of the UTAs in your [[SmartSimple]] instance, and the "Launch" and "Download" buttons will become active.''
 
  
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3. Go to the '''Properties''' tab > '''Feature Options''' section.
  
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* Select the desired UTA from the Applications list and click '''Launch'''. After a few seconds you will be presented with the Level 1 interface for your UTA.
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4. Enable the '''Enable File Download''' option.
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* Using the filter options on the right-hand side of the '''SmartFileRetriever''' window you should now filter the records as desired. ''(Click "Show Search" if you do not see the search panel on the right).'' If you wish to download the files stored in [[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] fields for '''all''' records you should select "Show All Level 1 Items" and ensure that all Statuses are selected. Then click on the '''Search''' button:
 
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::[[Image:UTABrowser2.PNG]]
 
  
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5. Click the '''Save''' button.
  
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* '''Important:''' if you have more than one page of records be sure to click on the '''Show All''' button in the upper-right corner of the screen before proceeding to the next step:
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6. Once saved, the '''Download Files''' tab will appear at the top of the list view, allowing users to batch download files across selected records.
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:[[Image:UTABrowser3.PNG]]
 
  
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7. Select the records from the list view then click on the '''Download Files''' button.
  
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* You should now click on the check-box in the upper left corner of the screen in order to select all records, or if you want a sub-set of the records displayed you can manually select individual records:
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[[File:DownloadFiles3.png|thumb|none|alt=download files button|600px|The Download Files button.]]
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::[[Image:UTABrowser4.PNG]]
 
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:''Selecting all may take a few moments if there are a large number of records.''
 
  
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:''If you do not see the check boxes in the first column of the Level 1 list view you will need to close the '''SmartFileRetriever''', open your UTA via a Web Browser, go to Settings >> [[UTA Settings - Entity|Entity tab]] and check to '''Enable Calendar''' in the Level 1 Settings section.
 
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* Once all the desired records have been selected click on the '''Next''' button in the lower left-hand corner of the screen:
 
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::[[Image:UTABrowser5.PNG]]
 
  
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8. The '''Selected Fields''' screen will display a list of all the Single File and Multiple Files custom fields available on the records.
  
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* The following page will tell you how many records you have selected, and will provide a list of all the [[Custom Field Type: Link – Single File|Single File]] and [[Custom Field Type: Link – Multiple Files|Multiple Files]] custom fields available at Level 1.  
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[[File:DownloadFiles2.png|thumb|none|alt=selected fields window|600px|The Selected Fields window.]]
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* If you wish to download the files stored in all the fields listed click the check box at the top of the list. Otherwise select the subset of fields you wish.
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9. If you want to download files from all fields, click the checkbox at the top of the list. Otherwise, select the specific fields from which you want to download files.
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::[[Image:UTABrowser6.PNG]]
 
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* Click '''Next'''
 
  
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* You will be asked to choose a location to download the files. Select a folder on your local machine and click '''OK'''.
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10. In the '''Download Folder Structure''' section, choose from the following options:
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:''If the file download does not start automatically, please click the '''Download''' button on the toolbar.''
 
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* A window will appear to indicate the progress of the download. Any errors will be reported in this window.
 
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* The '''SmartFileRetriever''' window will also show the total number of "Records", "Fields", "Files" and the "Total Size" of the download.
 
  
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::* '''Full - per record, per field''': Creates a separate folder for each record and, within that folder, a separate subfolder for each upload field.
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::* '''Partial - per record''': Creates a separate folder for each record but no subfolders for individual upload fields.
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::* '''None - single folder''': All records and files are downloaded into one single folder.
  
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==Results==
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11. Click '''Download''' button.
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Within the folder you selected for the download you will find the following:
 
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* A folder will have been created for each Level 1 record. The folder will be given the same name as the Level 1 record.<br />
 
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::-''If no files were present in any of the selected fields for a given record, no folder will be created for that record.''
 
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::-''If you have not used the Level 1 Standard Field "Application Name", the folders will be named with the Tracking ID of the record.
 
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* Within each Level 1 record folder you will find folder(s) with the same name as the [[Custom Field Type: Link – Single File|Single File]] or [[Custom Field Type: Link – Multiple Files|Multiple Files]] Custom Fields that you selected to be downloaded.
 
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::''If no files were present in a given field for that record, no folder will be created for that field.''
 
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* Within each of the folders you will find the files that were stored within the relevant [[SmartSimple]] Custom Fields.
 
  
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12. All relevant files will be downloaded into a zip file. Depending on the number of files, this step may take longer.
  
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{{ListViewFooter}}
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[[Category:Applications]][[Category:Universal Tracking Application]][[Category:Integration]]
 

Latest revision as of 09:07, 30 September 2024

A major feature of SmartSimple list views is that Users can batch download the files that are stored in Single File or Multiple Files custom fields. This functionality can be used within a UTA list view, or in the list view of People or Organizations.

Configuration

To enable file exports in your list view, follow these steps:

1. Navigate to the list view configuration settings page.

2. Select the list view where you want to enable file downloads.

3. Go to the Properties tab > Feature Options section.

4. Enable the Enable File Download option.

5. Click the Save button.

6. Once saved, the Download Files tab will appear at the top of the list view, allowing users to batch download files across selected records.

7. Select the records from the list view then click on the Download Files button.

download files button
The Download Files button.


8. The Selected Fields screen will display a list of all the Single File and Multiple Files custom fields available on the records.

selected fields window
The Selected Fields window.

9. If you want to download files from all fields, click the checkbox at the top of the list. Otherwise, select the specific fields from which you want to download files.

10. In the Download Folder Structure section, choose from the following options:

  • Full - per record, per field: Creates a separate folder for each record and, within that folder, a separate subfolder for each upload field.
  • Partial - per record: Creates a separate folder for each record but no subfolders for individual upload fields.
  • None - single folder: All records and files are downloaded into one single folder.

11. Click Download button.

12. All relevant files will be downloaded into a zip file. Depending on the number of files, this step may take longer.


See Also

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