Group and Compress Media

Overview

The "Group and Compress" feature allows you to search for documents in the vMedia database, tag multiple documents from the search results, including multiple types of different file formats, and combine them into a single compressed .ZIP file. You can configure the .ZIP file path and name, an optional password for the .ZIP file, and the exported media file name expression. Once configured, the values for these three fields can be stored in a global named profile for convenient re-use in future sessions.

Procedure

  1. Start vMedia and select the desired database, and open the Viewing Module.

  2. Search for your desired documents.

  3. Tag one or more documents for export.

  • With this feature the documents can be any type and combination e.g.:

    • .TIF or .PDF documents printed or filed to vMedia

    • Documents imported via one of the batch importers

    • Microsoft Excel, Word and other types of native files imported via SendTo vMedia

  1. Click [Export] from the grid Search Result Action toolbar.

  1. Click [Group and Compress].

  1. The Group and Compress entry screen will appear with the default profile loaded. This profile contains basic settings for the location where the .ZIP file will be created and the format for the name of the individual files within the .ZIP file.

 

  1. There are three key entry fields: the ZIP file path and name, optional password for the .ZIP file, and the exported media file name expression.

  • The .ZIP file name can be typed, pasted, or graphically selected using the Folder icon to the right of the entry field.

  • The optional password must be typed. It is hidden on the display.

  1. The file name expression can be typed, or the File Name Expression Editor can be used. The file name expression determines the name of each individual file within the .ZIP file and can incorporate fields from the vMedia database. See topic below using how to use the File Name Expression Editor.

NOTE: Manifest is an optional feature. It is the ability to compose a custom manifest file in a variety of formats and it is included in the export file. If the optional Manifest feature is not used, proceed with step #14.

  1. Create and Include Manifest File: This checkbox must be checked for the manifest file to generate.

  • File Name: The name of the manifest file.

  • Manifest File Format: HTML, XLS or CSV can be selected.

  1. Configure Columns: Select the desired fields from Database Field Picker and move to Column Definitions to appear in the manifest.

  • Once selected, a field can be moved higher or lower in the Column Definitions list.

  1. Create Custom Column: The name of the custom column must be added to Column Name.

  • Input the desired expression in Column Expression.

  1. vMedia Expression Editor: Use to create a Custom Expression if needed.

  1. Manifest profile settings can be saved either as the Default profile or a new profile.

  2. Once the entry fields are set, click the [Group & Compress] button to perform the action.

  1. If the .ZIP file had been previously created with the same name in the same location, you will be notified of the duplicate file and presented with a dialog to overwrite the existing file, or save the file with a new name, or to a new location:

  1. After the export operation has completed, a final dialog will be displayed with the processing counts. The following statistics are provided:

  • Items Exported: the number of tagged vMedia objects/documents that were successfully placed in the .ZIP file

  • Standard Docs: the number of tagged documents that are serialized/traditional scans

  • Media Objects: the number of tagged non-serialized objects that were exported

  • Errors: Count of tagged items that were not exported due to a processing error

  1. Click [OK] to dismiss the completion status dialog when the process is complete.

  • If desired, the selected settings can be saved to a global profile to facilitate easily loading the settings for re-use:

There are three profile options:

  • Save as the default profile.


  • Select from a dropdown list of profiles to edit an existing profile.


  • Click [Add New] and type a new profile name.

  • After you configure your desired profile option you must either:

    • Click [Save] to save the profile.

    • Click [Cancel] to exit without saving.

Related Topic

Using the File Name Expression Editor