Export Metadata. Learning Objectives. In this Job Aid, you will learn how to export metadata: 1 For a location 3 2 From search results 7

Transcription

1 Export Metadata Learning Objectives In this Job Aid, you will learn how to export metadata: 1 For a location 3 2 From search results 7 Last updated: July 8, 2013

2 Overview You can export content metadata for a location in the Content pane or from search results. The exported metadata is saved as a.csv (Comma Separated Values) file, which you can open in a default application, such as Excel. Security Info To view and export metadata, you need to have at least READ permission. However, with the extended permission of Change Folder Links, you can also view and export metadata with BROWSE permission. 2

3 1 Export Metadata for a Location 1 Select a cabinet or folder in the Navigation or Content pane. 2 Click the TOOLS menu, and then select Export to CSV. Quick Tip Export Metadata does not work if Safari s pop-up blocker is activated. To deactivate, click the Safari menu in Safari, then uncheck the Block Pop-Up Windows option if a check mark appears next to it. 3

4 3 The Export Contents to CSV screen appears. Columns to export appear in the Selected Columns list. Remove and/or reorder columns as appropriate. To remove a column, click a column name in the Selected Columns list and use the left arrow icon to move it to the list on the left. To reorder the columns, click a column name in the Selected Columns and use the up/down arrow icons. More Info Refer to the Set Preferences Job Aid for more information about setting column preferences. Repeat until the Selected Columns list contains the desired column names and order. 4 Click the button. NOTES Column availability may vary based on location or search results. The columns that appear under Selected columns are those that were previously chosen when setting Preferences. 4

5 5 The.csv data opens in a new browser window. For PC The.csv data will not open in a new browser window. At the dialog box, either open the.csv file or save it to your computer. 6 Click the File menu, and then select Save as. 7 At the Where drop-down menu, select a save location, and then click the button. You can rename the file in the Export As text box. The.csv file appears in the chosen save location. 5

6 8 The.csv browser window remains open. Close the.csv browser window. Double-click the.csv file on your computer to open it. NOTE To specify an application for the.csv file to open in, select the file, and then press Command and I on your keyboard. Select the appropriate application from the Open with drop-down menu. 6

7 2 Export Metadata from a Search Result 1 Run a Simple or Advanced search. Search results appear in the Content pane. 2 Click the TOOLS menu, and then select Export to CSV. More Info For more information on how to run a search, refer to the Simple and Advanced Search Job Aid. NOTE Metadata for the entire search will be exported. You cannot export metadata for an individual file or folder from the search results. Keep in mind that a maximum of 350 search results will be returned. It is possible that additional content meets the original search criteria. 7

8 3 The Export Contents to CSV screen appears. Columns to export appear in the Selected Columns list. Remove and/or reorder columns as appropriate. To remove a column, click a column name in the Selected Columns list and click the left arrow icon to move it to the list on the left. To reorder the columns, click a column name in the Selected Columns and click the up/down arrow icons. Repeat until the Selected Columns list contains the desired column names and order. 4 Click the button. More Info Refer to the Set Preferences Job Aid for more information about setting column preferences. NOTES Column availability may vary based on location or search results. The columns that appear under Selected columns are those that were previously chosen when setting Preferences. 8

9 5 The.csv data opens in a new browser window. For PC The.csv data will not open in a new browser window. At the dialog box, either open the.csv file or save it to your computer. 6 Click the File menu, and then select Save as. 7 At the Where drop-down menu, select a save location, and then click the button. You can re-name the file in the Export As text box. The.csv file appears in the chosen save location. 9

10 8 The.csv browser window remains open. Close the.csv browser window. Double-click the.csv file on your computer to open it. NOTE To specify an application for the.csv file to open in, select the file, and then press Command and I on your keyboard. Select the appropriate application from the Open with drop-down menu. 10