Scheduling Document Exports

Slate supports automated exports of documents to an SFTP endpoint.

Schedule Export Properties

Generating a document requires configuring the file path and format within the Schedule Export properties of a Document Export (Application).  Refer to the article on Data Export, where the majority of Schedule Export setting options are outlined, when configuring a document export. Settings unique to the document export format options are described below.

 Tip

Include date and timestamp variables in the path name. The Document Export (Application) template is system-populated with the Path of documentExport_%FT%T.zip. If there is a delayed pickup by the external system, this prevents overwriting files that have not yet been retrieved.

Document Export Format Options
Option Description
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 can not be more than 2500 pages long. Keep this in mind, especially when using the Combined PDF setting, which may potentially generate a very large document.
Document Export v2

The Document Export v2 Format options require additional configurations:

Document Type Description
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 Description
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 would look like: 

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

 

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