Once you’re satisfied with your document export query, you can schedule it for export to an SFTP endpoint.

In your document export query, select Schedule Export.

➡️ We cover the majority of the settings found here in Scheduling Data Exports; this article covers document-specific configurations.

Path

Generating a document requires configuring the file path.

Use the format documentExport_%FT%T.zip, which includes data and timestamp variables, so that, if external system pickup is delayed, you can prevent overwriting files that have yet to be retrieved.

Select Vars to see other variables supported in the path filename.

📖 More on configuring the file path

Format

Generating a document also requires configuring the file format:

Document export

🔔 This is a legacy format. Do not use this setting.

Document export combined PDF

All documents that meet the criteria and were not previously included in the export are exported within a single PDF each time the document export runs. This setting is generally used if the purpose of the document export is for printing documents.

If this format option is selected, the Path setting must use the .pdf file extension (for example, documentExport_%FT%T.pdf).  

📝 Note

Since this format does not generate an index file, any added exports beyond pdf:xml are used for display purposes only when viewing the results history of the query.

Document export v2

All documents that meet the criteria and were not previously included in the export are exported as separate documents with the selected File Type (pdf/tiff) within a zip archive each time the document export runs.

If this format option is selected, the Path setting must use the .zip file extension (for example, documentExport_%FT%T.zip).

🔔 Important!

Individual documents are limited to 2500 pages. Keep this in mind with the Combined PDF setting, which can generate a very large document.

This format option requires additional configurations:

Document type

PDF

Each document is exported as a PDF. This format is preferred, since it offers the smallest file sizes with the highest document quality. If a document was received electronically, its electronic format is preserved.

TIFF (multipage)

Each document is exported as a TIFF. This format supports multi-page TIFFs, which are rasterized versions of any electronic documents.

• Color Depth

  • 1bpp (black and white), encoded using CCITT fax compression

  • 8bpp (grayscale)

  • 24bpp (full color)

• DPI

  • For 1bpp, 300-600dpi recommended

  • For 8bpp, 150-300dpi recommended

  • For 24bpp, 150dpi recommended

Index format

No index file

Index keys such as the record and document type are included in the file name, allowing a document management system to import the file to the correct record, with the specified document type.

If a document management system requires this setting, the document export needs a custom SQL snippet to generate the file name according to specifications.

Keep in mind that each document within the zip archive must have a unique file name.

An example file name pattern is:

{Application GUID}_{material export 2}_{left 8 chars of material GUID}.pdf

Which appears as:

65ab6fee-26d5-4d83-b287-ef2963f418f1_REC_7ed2a907.pdf

Index file formats

An index file is included within the zip archive that the document management system uses to import the correct record with the specified document type.

Each file within the zip archive has its own row in the index file, including the file name, the document type, and any other data from the exports selected in the query.

The file name for the PDFs will be unique identifiers. For example, 7ed2a907-2105-4dc4-afe2-a84817ab3b36.pdf (or .tiff).

Index filename

This is the file name of the index file within the zip archive. Configure this to the file name that the document management system is expecting. For example: index.txt

📖 More on export format

➡️ Next up: Testing your document export query

Now that we’ve built a document export query and configured it to schedule exports, we can test the export process.

➡️ Test and activate your document export query