Text Only File
Disclaimer: This file contains text-only
instructional information pertaining to "Export Utility." It is designed to be accessed by screen
readers and only contains the script for the CBT, void of graphics. If a graphic is used to explain concept, the
graphic will be described. If a graphic
is there merely as an enhancement, no mention will be made in the script. This file is formatted for print
compatibility.
The
Open Text (Formerly Open Text (Formerly Hummingbird)) Export Utility
Contact:
EDMS Team
EMAIL:
CO-EDMS@dot.state.fl.us
Purpose:
The primary purpose
of this tool is to facilitate Public Records Requests (PRR). The Florida
Department of Transportation (FDOT) is often called upon to deliver mass
numbers of documents to requestors in accordance with the Sunshine State Laws.
All documents, with the exception of documents specifically excluded by the
Sunshine Law, must be made public, if requested.
This tool is intended
for use by FDOT employees fulfilling PRRs from the documents housed in the
Electronic Document Management System (EDMS).
Enabling
Objective: Export successfully EDMS
documents to: a) local drive, b) the
network drive, c) or CD in response to a Public Records Request (PRR).
To Access the Export
Utility, a user must:
Be
a member of an FDOT Network Domain.
Logon
to the FDOT Network.
Access “Enterprise
Applications” by clicking on the hyperlink on the FDOT Home Page.
1. Select
2. On the OIS Home Page, select Projects, again
a link located on the banner portion of the page at the top.
3. Midway down the OIS Enterprise Project List,
select Electronic Document Management System (EDMS) to access the application.
4. On the Electronic Document Management System
page, at the bottom of the page, locate the "Document Export Utility"
link to access Export Utility.
5. The Export Utility Login page is displayed.
6. From “Export Utility,” select the appropriate
location that owns the document to be exported.
Log on to the “Export
Utility Login” page with your FDOT credentials (userid and password for the
network.) Scroll to the bottom of the
Electronic Document Management System page.
The Export Search Criteria page is displayed. Select the Columns you want to display in
your Export file. Notice that some of
the columns are already checked. This is
a system default and the data in these
columns will automatically be displayed in your results. The graphic shown the defaulted checks on
Financial Project Number, Contract Number, Structure Number, Document Group and Document Type.
Place a checkmark by
clicking in the box to the right of your selected column.
The columns
displaying checkmarks to the right are the default columns, which will
automatically be displayed in your results file. Use the area under Search
Criteria to the right of the attribute name to specify the search criteria.
This example shows a Financial Project Number has been added as search
criteria. You may modify these
selections. Use the area to the right of
the attribute name to specify the search criteria.
Some fields have look
up options associated with them. A
graphic button with three dots represents a field with a look up associated
with it.
Some fields have drop
downs associated with them. A graphic button with a chevron represents a drop
down box that can be used to make a selection.
The drop-down boxes
have been set to default values. You may accept the defaults or make a
different selection from the dropdown options at the end of the line. For example, there are three selections under
“Published/Unpublished;” under “Sensitive/Non-Sensitive,” and “Exempt from
Public Records.”
The search results list
can be sorted by the Document Number attribute.
This is the default value. Using the drop-down, a different sort order
can be selected.
When you have selected all of the attributes for your
search, scroll to the bottom of the page.
Click this button to begin the search.
The “Search Results”
page displays all of the documents that were found with the specified columns,
arranged by the selected sort order.
There are several options available on this page. Select Revise Search button if your results set
is not what you expected. You can change
the criteria or try a completely new search.
Selecting “Revise
Search” will return to the Search Criteria form. Make the modification to your criteria and
select search to see the new results.
There are two other
options: Export Selected or Export
All. Select to export all documents or
the selected documents. Check the box
beside the document to mark it for export. Select the “Export All” button to
export all documents. Sorts can also be
presented by “Document Name, Contract Number, Structure, Document Group or
Document Type.” Only those checked
search results can be exported so make sure the check mark is placed in front
of all documents that need to be exported.
On the "Confirm
Batch Export" page, enter a file name to be used for your export set. You also have the option to select all of the
columns to be exported or to pick and choose them individually by checking the
box preceding the name of the attribute.
Select the Submit
Batch Job Button.
The "Electronic
Document Management Systems Export Utility" page is displayed and that the
batch job has been created. Various
information regarding the batch job is included on this page, including the
time it will take for the batch processing to take (approximately 15 minutes),
advise regarding an email notice, the location of the files and the name of the
files, size and number of documents included in the file. You are also advised this export will be
available for 7 (seven) days.
Log out or click the
New Export Button to begin a different PRR.
Email notification is
sent as a record of successful completion of the export. A graphic sample of the email notice is
provided. A sample of the email is
displayed.
The Export file will
remain on the server for 7 days.
Lesson Summary:
In this lesson you
learned how to export EDMS documents from accessible libraries to either:
a.
local
drive,
b.
the
network drive, or
c.
CD
In response to a
Public Records Request (PRR).
This concludes the
CBT for "Export Utility." This
computer-based training course was prepared by the Florida Department of
Transportation, Office of Information Systems.
To go to the previous
slide, press ALT plus B.
To go to the next slide, press ALT plus N.