1. Administrator Guide
  2. Workspaces
  3. Downloading Documents from a Workspace

Downloading Documents from a Workspace

This feature is available in the following locations:

You can download documents one by one, download multiple documents at the same time, or download all documents in a specific workspace or across all workspaces.

Note:

You can also use the Automatic Backup Service to download all documents from all workspaces along with your OpenAir data at a regular scheduled time. See Automatic Backup Service.

Downloading a Document

You can download documents one by one from the documents list view.

To download a document:

  1. Do one of the following:

  2. Locate the document you want to download.

  3. Click the download icon in the actions column (redesigned list view ) or click Download from the Commands column (otherwise).

    Depending on your browser settings, the file download starts automatically or a window appear prompting you to choose a download location.

    Tip:

    Use the Column selection panel in the list view toolbar to add the Commands column to your list view.

Downloading Multiple Documents at the Same Time

You can download multiple documents as a ZIP archive from the documents list view or the documents search results.

To download multiple documents at the same time:

  1. Do one of the following:

    • Go to Workspaces > Documents.

    • Go to Workspaces > [Select a workspace] > Documents.

    • Go to Workspaces > Search, and search documents for one or more keywords.

    • Go to Workspaces > [Select a workspace] > Search, and search documents for one or more keywords.

  2. Check the box in the bulk action column for all the documents you want to download. Check the box or click Select All in column header to select all documents on the list view page.

  3. Click Bulk actions then Download selected.

    Depending on your browser settings, a file download starts automatically or a window appear prompting you to choose a download location. The ZIP archive default filename is "OpenAirDocuments.zip".

Downloading All Documents from a Workspace

You can download all documents from a workspace as a ZIP archive.

To download all documents from a workspace:

  1. Go to Workspaces > [Select a workspace].

  2. Click Download all documents.

    The Download all documents form appears

  3. (Optional) Check the Include folders box if you want the content of the ZIP archive to preserve the folder structure of your workspace documents.

  4. (Optional) Check the Include document revisions box if you want to download all previous revisions of each document. Revisions for each document will be placed in a subfolder.

  5. (Optional) Check the Delete all documents box to delete the documents from OpenAir after downloading them.

    Note:

    This option is available only if the Documents Bulk Deletion on Download optional feature is enabled for your account. See Documents Bulk Deletion on Download.

  6. Click Download.

    A page appears including a link to a ZIP archive containing all documents with the options selected. If you checked the Delete all documents box, the page confirms that all documents in the workspace were deleted.

  7. Click the link to the ZIP archive to initiate the file download.

Downloading All Documents from All Workspaces

You can download all documents from all workspaces at the same time if the Download All Documents Across All Workspaces optional feature is enabled for your account. See Download All Documents Across All WorkSpaces.

To download all documents from all workspaces:

  1. Go to Administration > Application Settings > Workspaces > Download all documents.

  2. Click Download.

    Depending on your browser settings, a file download starts automatically or a window appear prompting you to choose a download location. The ZIP archive default filename is "Workspace_Documents_YYYY-MM-DD.zip". The Zip archive contains all documents and all revisions for each document, and preserves the folder and document structure.

    Important:

    If you have a large volume of workspace documents stored on your OpenAir Account, generating a large ZIP archive for download may take a long time and your browser may time out.