Downloading Documents & Folders

Overview

The application makes it easy to download both, folders and selected documents from a Room.  Folders can be downloaded from the Folders List panel and individual documents can be downloaded from the Documents List.

 

Download Permissions

In order to download folders or documents, you must have the Download PDF or Download Native permission for the folder that you wish to download or contains the documents you wish to download.

 

Downloading Folders

Entire folders and folder trees can be downloaded from the Folders List.  To Download a folder, right click on it and select "Download" option.  You can also use the right-most button that launches the folder's context menu.

 

 

Download Options window will be displayed allowing to select the download format and some additional options. 

 

 

Combine multiple PDFs and download as PDF Portfolio

When this option is selected, all files belonging to the selected folder will be combined as one PDF portfolio. The portfolio includes a cover and documents in it will be sorted alphabetically by file name.

 

Download Produced Version of Documents

Choosing this option will download all bates-stamped produced version of the documents in the selected folder.

Recursively download all subfolders and files

If you want to download the selected folder and all its subfolders and files, make sure this option is checked.  If you just want to download the selected folder and its files only, uncheck this option.

It is possible that you may not have permission to download a subfolder within the selected folder.  In this case, the application will omit that folder and its content from your download.

It's not possible to download the native versions of the documents if the folder is watermarked on your User Group or the whole room is marked watermarked.

 

Downloading Documents

The application allows you to download specific documents from a folder.  You must have the Download Native or Download PDF permission to the folder that contains the documents to download. 

 

In order to check if you have the appropriate permissions, you can add "Permissions" column on Documents grid.

 

	Can Download PDF
	Can Download Native
	No download is allowed but document’s content is displayed in the Viewer
	No download is allowed, and document’s content isn't displayed in the Viewer
	Only Admin users can download the document and see its content in the Viewer

 

To download specific documents, place a check in the selection checkbox of the documents you wish to download.  If you wish to only download one document, you may select it by changing the focus to the row of the document you wish to download.

Once you have made your selection, right-click the mouse cursor in the Documents Grid and choose the Download option.

 

You can also use the Download button from Action Buttons bar shown at the bottom of Documents grid.

 

To download a single document, you can also select it and click on Download Icon on Document Actions section from File Information panel.

 

On Download Options window, select the Download Format (PDF or Native).

 

Download Format

The user can choose between Native or PDF formats.

 

If any of the Formats is disabled, it means you do not have permission to download the file in that format.

 

Native: Native downloads are copies of the original documents that were uploaded to the Room.

PDF: PDF downloads are PDF versions of the original documents that were uploaded to the Room.  If a folder has been marked as watermarked, the downloaded PDF will be branded with the configured watermark settings.

If a document has an overlayed PDF, the Download PDF downloads the overlayed document and not the original one.

 

Download Produced Versions of Documents: (This option will be shown only on E Discovery Rooms)

if this option is selected, all the produced PDF versions of each document will be downloaded, named after the bates number. If this option is unchecked, it will download the pdf version of the document without any production branding.

If this option is selected but document has not been produced, the document's original PDF version will be downloaded.

Note: When downloading a single document from a Production folder, if the option "Download Produced Versions of Documents" is selected, only the produced PDF from the production selected, and not all the produced versions of the document.

 

For information related to downloading redacted documents, please refer to Redacting article.

 

When selecting multiple documents and downloading, "Combine multiple PDFs and download as PDF Portfolio" option will also be shown. Choosing this option will download one PortfolioPDF which contains all selected documents along with a cover. Documents in it will be sorted by File name alphabetically. 

 

 

Download File Naming Options

When clicking File Naming Options link, additional settings can be selected.

 

 

File Name Prefix

• Prepend Document Parent Id to the beginning of downloaded file names: downloaded file will be named as [Parent Doc ID]_[File Name]
• Prepend Document Id to downloaded file names: downloaded file will be named as [Doc ID]_[File Name]
• Windows Compatible: all illegal characters (if present in the file/folder name), are replaced with underscore (_) character.  The special valid characters are downloaded correctly.

File Name Suffix

• Append Document Ids to downloaded file names: when selected, all documents downloaded will be named after [File Name](Doc ID). If this option is unchecked, the downloaded files will be only named after the Original File Name.

 

Completing the Download

A popup notification will appear to notify you that your download is being prepared.  Once the download is prepared it will begin downloading automatically.   If multiple documents or a folder is selected for download, the application will compress the selected items as a ZIP file.

The ZIP file will maintain the folder structure from the Folders List if the recursive option is selected.

 

My Downloads

It is possible to re-download documents and folders you have already downloaded in the past.  See My Downloads article for additional information on this feature.