Difference between revisions of "Download files from List View"

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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 feature can be utilized on list views within a UTA or within a list view of People or Organizations.
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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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Once your list view has been created, take the following steps to enable exporting to Excel:
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==Configuration==
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To enable file exports in your list view, follow these steps:
  
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1. Go to the list view configuration page.
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1. Navigate to the list view configuration settings page.
  
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2. Click into the list view for which you wish to enable file downloads.
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2. Select the list view where you want to enable file downloads.
  
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3. Click on the "Properties" tab.
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3. Go to the '''Properties''' tab > '''Feature Options''' section.
  
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4. Enable the '''Enable Download Files Option''' option.
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4. Enable the '''Enable File Download''' option.
  
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5. Click the "Save" button.
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5. Click the '''Save''' button.
  
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6. The '''Download Files''' tab is now exposed at the top of the list view.
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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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7. Select the records from the list view then click on the '''Download Files''' button.
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[[File:DownloadFiles3.png|thumb|none|alt=download files button|600px|The Download Files button.]]
  
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[[Image:DownloadFiles1.png|900px|border]]
 
  
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7. Select the records from the list view then click on the '''Download Files''' button.
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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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8. The Selected Fields screen is displayed, 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 on the record.
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[[File:DownloadFiles2.png|thumb|none|alt=selected fields window|600px|The Selected Fields window.]]
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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:DownloadFiles2.png|border]]
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10. In the '''Download Folder Structure''' section, choose from the following options:
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8. 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 to download files against.
 
  
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9. There is also a Download Folder Structure with the following options:
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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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::* Full - per record per field: creates a separate folder for each record and then, within the record specific folder, a separate folder for each upload field
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11. Click '''Download''' button.
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::* Partial - per record: creates a separate folder for each record but not for each upload field
 
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::* None - single folder: one folder for all records and all files
 
  
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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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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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