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 feature can be utilized on list views within a UTA or within a 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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==Instructions==
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1. Go to the list view configuration 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. Click into the list view for which you wish 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. Click on the "Properties" tab.
  
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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 Download Files Option''' 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. The '''Download Files''' tab is now exposed at the top of the list view.
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:[[Image:UTABrowser3.PNG]]
 
  
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[[Image:DownloadFiles1.png|900px|border]]
  
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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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7. Select the records from the list view then click on 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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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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* 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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:: [[Image:DownloadFiles2.png|border]]
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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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* 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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9. There is also a Download Folder Structure with the following options:
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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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::[[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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::* 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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:''If the file download does not start automatically, please click the '''Download''' button on the toolbar.''
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::* Partial - per record: creates a separate folder for each record but not for each upload field
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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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::* None - single folder: one folder for all records and all files
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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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==Results==
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{{ListViewFooter}}
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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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[[Category:Applications]][[Category:Universal Tracking Application]][[Category:Integration]]
 

Latest revision as of 12:01, 5 September 2017

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 feature can be utilized on list views within a UTA or within a list view of People or Organizations.

Once your list view has been created, take the following steps to enable exporting to Excel:

1. Go to the list view configuration page.

2. Click into the list view for which you wish to enable file downloads.

3. Click on the "Properties" tab.

4. Enable the Enable Download Files Option option.

5. Click the "Save" button.

6. The Download Files tab is now exposed at the top of the list view.

DownloadFiles1.png

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

8. The Selected Fields screen is displayed, and will provide a list of all the Single File and Multiple Files custom fields available on the record.

DownloadFiles2.png

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.

9. There is also a Download Folder Structure with the following options:

  • 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
  • Partial - per record: creates a separate folder for each record but not for each upload field
  • None - single folder: one folder for all records and all files



See Also

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