Download or export a bundle of files

A site administrator can create a bundle of files if they have permission to access the

Index

feature within the

Files

module, and also permission to

Create bundles

.

A bundle allows you to package a selection of files from the

Files

module enabling them to be exported, archived and later imported on your own or another site. Files are archived in a ZIP file.

Click on

Index

in the menu on the left.

Select which files you want to add to the bundle, then navigate to

Actions

>

Create bundle

.

The

Create bundle

screen gives you options to organise files in the bundle, and if any numbering should be included (if auto-numbering is active for the site).

If you do not select one of these options, or auto-numbering is not activated on the site, no numbering will be included.

After setting the bundling options, select

Next

.

Before the bundle is created, it is checked for long file paths (over 250 characters), as these cause errors when extracting the bundle on some Windows computers.

If long file paths are detected, the system provides an option to shorten ('round off') folder and file names.

If your bundle contains many sub-folders, then it is possible that rounding off each file and folder name will excessively shorten the names, rendering them unidentifiable. The first text box sets the minimum length for any file or folder.

You can set the maximum file and folder length in the second text box.

Select

Next

check the rounding off rules and create the bundle.

A message is displayed while the bundle is created.

The

Create bundle

screen provides download and sharing options. Select

Download

,

Save to folder

or

Share

.

The file is created with the site name, date and time of creation, for example, 'M&A - Due Diligence 17-Sep-2019 at 15.22.04.zip'.

Open or extract the file to see the contents. The exact contents depend on the options used to create the bundle - if folders are included then the file will be organised with the same folder structure used on the site. If the folder structure was not included then all files will be visible.

If the bundle includes an index, it will be included as

index.html

.

Open the

index.html

file to see a summary of the contents.

Select

Expand all

to see a hierarchy of all the bundled files. Either use this as a reference to find files, or click on a filename to download or view the file (depends on the file type and your browser settings).

Select

View

to change the display of the index. Options allow you to view any metadata associated with each file.

To add additional views to this list, see

Add and configure Views in iSheets

.

If you choose a view that displays metadata, then additional columns opens.

You can add or edit the

metadata

associated with a file. Open a file then select

Edit metadata

. Edit the fields as needed and select

Save

.

Select the

Search and filter

search box and type the search term you want to search on. The results show file names that contain the search term.

If the index view contains many files, click on the

Filter

button to select additional filters such as

File types

,

Tags

or

Groups

.

Select

Clear filters

to remove any filters and search terms that are selected.

If you have selected a view that shows metadata then the

Advanced search

button opens.

Select

Advanced search

to see all search options, including the ability to perform a search based on metadata.

Activate bundle options in

Admin

module >

Audit

>

Content management

:

We have the option of bundling documents into a 'Single page bundle'. To do this, when in the File Index view, select the documents you want to bundle together and click

Actions

>

Create bundle

:

The

Create bundle

screen is displayed. Within the

Create bundle

screen, select

Single PDF

and select

Next

.

The

Create bundle - Single PDF

screen opens.

Within the

Create bundle - Single PDF

screen, you have the option to include

Auto numbering

or

Bates stamping

. In addition, you can select to

Include Table of Contents

.

And to

Add an empty page between documents.

Enables you to add sequential page numbers to the resulting document, starting from 1.

Additionally, you can select the

Position

; either top or bottom, and the

Alignment

; either left, right or centre. You can also provide a

Title

and

Description

for the bundle - this is pre-populated from the title and description of the site but this can be changed. You have the option to

include folders in bookmarks

for the documents that are created. This means that if you selected documents in the folder hierarchy at the start, it will automatically include those folders in the bookmarks when the bundle is generated. You can also choose

All pages in the generated document bundle will be numbered, including empty pages

and you can

Add an empty page between documents

.

Once you have selected your required options, select

Next

. The system will start generating the bundle.

Once the bundle has been generated, the

Create bundle

screen opens.

Select

Download

to download your new bundle. Or select

Cancel

to cancel.

You can now share the bundle to whichever party needs it.

Enables you to add numbering to the resulting document following the bates stamping standards.

In addition, you can add a

Prefix

,

Suffix

,

Start number

and

Number of digits.

Finally, you can select the

Position

; either top or bottom, and the

Alignment

; either left, right or centre.

Once you have entered the details above, select

Next

.

The

Create bundle

screen opens.

Select

Download

to download the bundle or

Cancel

to cancel.

File and folder names will be rounded off, ensuring that all files and folders can be downloaded, irrespective of a file name limit.

This is done during the create a bundle process.

If you select this option, your files and folders will be rounded off to the limits provided.