Saving Documents to Files

If you have sufficient privileges, you can save all or part of the document you are viewing as a disk file that you can access on your computer system or through a network connection.

You can save documents to files in the following ways:

  • Text and image documents can be saved from either an open document in the Document Viewer or a Document Search Results list.

  • OLE and PDF documents viewed in the OLE document viewer can be saved from a Document Search Results list.

  • PDF documents viewed in the Web Client PDF viewer can be saved from either an open document in the Document Viewer or a Document Search Results list.

  • If the OLE or PDF document opens in its native application (such as Microsoft Word), you may be able to save the document externally by selecting File | Save As from the application.

The following steps describe how to save one or more documents to a file:

  1. Do one of the following:

    • From the Document Search Results list, select the documents you want to save, right-click, and select Send To | File.

      Saving multiple documents requires downloading the documents to a single .zip file. For information on saving multiple documents from the Document Search Results List, see Saving Multiple Documents to a Zip File.

    • From an open text or image document, right-click and select Send To | File, or click the Save to File toolbar button.

      Note:

      If you rotate an image without saving the rotation before sending it to file, the rotation will not be saved to the file.

    The Save to File dialog box is displayed.

  2. Select a content type from the drop-down list.

    The client automatically selects a content type based on the document selected (for example, Image (.tif) is the default content type for PCL, DJDE, AFP, and all other image file formats). The last used content type may also be preselected.

    Note:

    Depending on the file type of the selected document, not all of the following content types may be available.

    Option

    Description

    Original Format or Native Format

    Saves or sends the selected documents in the format in which they are stored in OnBase(for example, OLE documents such as Word documents and PDFs, uncompressed text documents, most image documents).

    The following limitations apply when using the Native Format option:

    • Overlays are not applied.
    • For multi-page image documents, including TIFFs and GIFs, this option saves the document as a single-file TIFF file.
    • This content type is only available if the selected documents can be successfully saved or mailed in their original formats.

    Rendered Format or AutoDetect Format

    Saves or sends each of the selected documents in the format that most represents a viewable document outside of OnBase. For example, an E-Form or Virtual E-Form is saved as an HTML file.

    PDF (.pdf)

    Saves or sends the selected documents as PDF files. For multiple documents selected, each document is converted to a separate PDF.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • PDF

    • Text report format

    • Text report format with overlay

    • XML with style sheet

    Encrypted PDF (.pdf)

    Sends the selected documents as encrypted PDF files. Each selected document is encrypted as a separate PDF. Upon choosing this content type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • Text report format

    • Text report format with overlay

    Image (.tif)

    Saves or sends the selected documents as TIFF files.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • Text report format

    • Text report format with overlay

    Note:

    If a text document is configured to display an overlay by default, then the text document will be saved as an image with the overlay applied.

    Text (.txt)

    Saves or sends the selected documents in plain text format.

    Available for documents with a text report format.

    Overlays are not applied.

    HTML (.htm;.html)

    Saves or sends the selected documents in .htm or .html format.

    Available for documents using HTML and MHTML (for example, E-Forms, V-Forms).

    ZIP (.zip)

    Saves or sends the selected documents as a ZIP file.

    Available for any document or group of documents.
  3. If you selected a content type of Image (.tif), the following options are displayed:

    Option

    Description

    Annotation and/or Note Icon On Document

    Saves the document with any annotations and note icons displayed on the document. If you move a note before saving the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.

    Note:

    When saved, annotations and icons are the same size as they appear on the document when it is scaled to 100%.

    Note Text On Document

    Saves the document with the title and text of any notes in that note's location on the document, along with the name of the user that created the note and the date and time it was created. If this option is selected with Annotation and/or Note Icon On Document, the text is displayed below the icon. If you move a note before saving the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.

    Note:

    This option is not respected by Overlapped Text annotations.
  4. If you are saving a PDF document from OnBase, the following option is displayed:

    Option

    Description

    Export Notes with Document

    Saves the document and converts any OnBase notes and annotations on the document into Adobe Acrobat comments and drawing markups.
  5. If you selected a content type of Encrypted PDF (.pdf), you must enter a password to encrypt the file.
  6. Select the document pages you want to save.

    Option

    Description

    All

    Saves all pages. This is the only available option for documents saved using the Send To | File option from the Document Search Results list.

    Current Page

    Saves only the current page.

    Pages

    Saves a range of pages. Page ranges can be entered as a compound selection such 1-5,12,22,31-100,200. Selecting a page range in the Image (.tif) format results in a multi-page TIFF file.
  7. Click OK. The Save As dialog box is displayed.
  8. Modify the file's name and location as needed. See File Naming Conventions for more information.
  9. Click Save to save the file. Certain characters will be substituted in the file name upon saving.