Export to structured ZIP file

The existing One-click export to ZIP, lets you export all the documents in a hitlist (from a search or in a folder) to a single flat ZIP file. This new feature takes the export capabilities to a whole new level. Just right-click on a folder to export the complete folder structure including sub-folders and all documents for sharing with an external party.


Typical use cases
  • Share the complete documentation set for a completed project
    - for example engineering or marketing services

  • Deliver the complete customer documentation set for a terminated customer relation
    - for example bookkeeping, auditing or legal services 


Find the main folder, right-click and select Export project documentation.  


One-click to export everything related to a customer - reusing the structure you have already made with Smart Folders


Next® will ask you to confirm the export, and then process the complete export as a back ground task. Once the export is completed, you will receive a notification.


Selective export

When you setup Export to structured zip for a specific purpose - for example as Export project documentation - you can apply additional document filters, so that only documents intended to be shared with the customer, are included in the export.


Internal or external export

Normally all background jobs store their result - in this case the ZIP file - in Next®. This way we have full control over the data and how it is shared. When you Export to a structured ZIP, the resulting ZIP file may be hundreds of gigabytes in size. That is why, we have added an option to export directly to an external storage location.


Metadata in Excel

Like with One-click export to ZIPNext® can automatically include an Excel file with the metadata for all documents in each sub-folder.  


Sharing online

Being able to share your documents with external parties in an off line format like a ZIP-file may be relevant in specific cases. In general, we encourage you to share your documents online. Either allowing external parties to access Next®, or by having Next® feed a portal in Teams, SharePoint, Salesforce, SAP, or whatever is the most relevant business tool for you. 


For the techies

When you setup Export to structured ZIP file, it is important that you do so with a concrete name - for example 'Export project documentation'. And that you limit the availability of the option to the relevant folders and users.  

Like with One-click export to ZIPNext® can automatically include an Excel file with the metadata for all documents in each sub-folder.  

Future enhancements

No enhancements are planned. 

Additional information

Please refer to the online product guide for additional information on this feature, once it is released.

Commercial terms and conditions

This new feature is available at no additional cost, to users with a license for the optional feature One-click export to ZIP and an active service plan. Any consultancy assistance will be invoiced.

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  


Details

Title:

Export to structured ZIP file

Type:

New optional feature

Status:

Released

Release time:

October 2021

Affected products:

Next® Contracts
Next® Emails
Next® Enterprise Archive
Next® Invoices
Next® Mailroom

Audience:

Next® users

Classification:

Public

Responsible product manager:

Kim Hellum

Updated:

1.10.2021

By:

Kim Hellum