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Exporting Records and retaining name

Occasional Contributor

Exporting Records and retaining name

Hi all,

 

We are needing to export a large amount of records out of TRIM and hope to use the Import / Export Tool. The problem with that is that records don't retain their free text title name from TRIM.

 

I know that TRIM Export does give an index of the records which provides the neccesary details, however, management aren't happy with this as they believe it looks messy and is too confusing for the recipient.

 

Is there anyway you know (other than Supercopying each record) that we can convert the file names back to normal en-mass? i.e. is there are program out there that can convert file names based on the index?

 

Your help would be appreciated.

 

Cheers.

Veronika.

8 REPLIES
Honored Contributor

Re: Exporting Records and retaining name

Veronika,

 

The quickest way is to search for all of the records and do a super-copy.  That will keep the "Suggested File Name" of the electronic document as the Free Text Title.  That doesn't give you an index of the meta-data though.  After you've done the supercopy then do an Export XML or Print Merge to get all the meta-data.

 

Alternatively you could try a Windows Explorer integration with TRIM.  Dragging documents out of your search results will name the file the same way as supercopy does from within the TRIM interface.  Not much support for exporting meta-data though.

 

Lastly, you could use TRIM port and just use an excel macro to manually rename files includes in the TRIM export.  It's pretty simple to setup.  

 

Hope this helps.

 

Cheers,

Erik

Honored Contributor

Re: Exporting Records and retaining name

Records that you export via TRIMPort should have the full free text title.

What exactly is wrong with the examples you have seen?

What build of TRIM are you using?

 

Do you mean the electronic documents instead?



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NOT A HP EMPLOYEE
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Kapish.com.au
Honored Contributor

Re: Exporting Records and retaining name

agreed, the trimport export SHOULD export the free text title "as is".  IF it's doing something different, please let us know...

Occasional Contributor

Re: Exporting Records and retaining name

Thanks all for your replies.

 

Erik, We would use the supercopy function but the total quantity of electronic documents that we need to export is > 90,000. Documents themselves are not a problem, its more the emails (70% of the records) where we will need to supercopy the .msg rendition rather than the .vmbx that gets extracted by default using Supercopy. This means going to Properties> Renditions >Extract for each email which will take some time...

I will try the Windows Explorer integration now to see if it works for me... I will also see if I don't have a macro specialist in the place that can do something for me... Is there not a template out there already that we could use? Thanks.

 

Grundy and TRIM Guru, documents that I extract using TRIMPort end up with names like:

rec_266577.doc

rec_268114.pdf

rec_268115.pdf

etc

 

(And it provides a separate index which lists this reference, the Free Text Title and other metadata about each document extracted...)

 

Documents don't retain the Free Text title they had in TRIM which is what I need to satisfy  management and I don't want to have to manually rename each one (seeing there are over 90,000 of them)...

 

This is the way I remember the result has always been when using TRIMPort... is there something I'm not doing correctly?  I.e. Instead of rec_268114.doc, I would like the document to be called the same as what it was in TRIM -> Free Text title.doc

We are using 6.2.4.1240.

 

Your help would be appreciated.

Kind regards,

Veronika.

 

 

 

Honored Contributor

Re: Exporting Records and retaining name

What you're seeing with TRIMPort is correct, I just wasn't sure from your opening post what you required.  :smileyhappy:

 

You might be able to run some sort of batch rename process in Windows with the Title metadata from the export against all the electronic files exported by TRIMPort.

 

 



::::::::::::::::::::::
NOT A HP EMPLOYEE
::::::::::::::::::::::

Kapish.com.au
Honored Contributor

Re: Exporting Records and retaining name

Veronika_d,

 

I have an excel macro script that does exactly this for you.  Send me a private message with your email address and I can send it along.

 

Cheers,

Erik

Occasional Contributor

Re: Exporting Records and retaining name

Thanks. Have sent a PM.

Occasional Contributor

Re: Exporting Records and retaining name

Hi Erik,.

 

Just wondering if you are still able to provide this? Your help would be greatly appreciated.

 

Kind regards,

Veronika