Association Documents Export

Summary: This article explains how to export documents from an association's Document Library as a zip file.

Documents stored in an association's Document Library can be exported as a zip file from the System > Export screen. This allows you to download a full copy of an association's documents and folder structure in a single file.

Important: Any user with access to the System > Export screen can see the list of exports. However, only the person who created a specific export can view and download its files by default. To allow other users to view or download the files within an export they did not create, contact Vantaca Support to enable an additional permission on their role. This permission is not available to configure under Settings > Roles.

Creating a New Export

Go to System > Export and click the +New Export button.

This will open the New Export form where you will select the Association Documents Export Type.

1. Use the Select button to choose the association whose documents you want to export.
2. Select a Scheduled Time. Note: This is the time the export will become available to you in the System > Export screen.
   • Best Practice: Set the Scheduled Time for after your regular operating hours. Large document libraries may take time to process and could affect system performance while the export runs.

After the Scheduled Time, the export will be available for you to download from the System > Export screen by clicking the Download button.

About the Export

The export downloads as a zip file that mirrors the association's Document Library folder structure. If the export produces more than one zip file, click Show Files instead of Download to see each file, or use Download All to download them together.

Folder and file names that are very long (deeply nested folders, long document names) may be shortened slightly within the exported zip file so the archive can be opened on all computers, including Windows. The document's file name and extension are always preserved. If you want to confirm whether any paths were shortened for a specific export, check the Details tab for that job on the System > Jobs screen.