The HTML Export feature creates a static index containing the results of searches conducted by Folder Names, Document Descriptions, Folder or Document Indices. The exports are static because the index is not updated as your Document collection grows. In the process, the system copies Documents associated with these results into directories that can be moved to a Web accessible location.
You can, however, add subsequent exports to the destination directory. For each export, the Executive Assistant® either creates or updates a file named "index.html". This file is called the contents file. The contents file contains links to all the export index files in the current directory, creating an index of indices.
In the View Documents module, select the Folder Name option box. Key "B" into the Folder Name text box. If you prefer, you may specify Document Descriptions, Folder or Document Indices as your criteria.
This will retrieve all Documents within Folders whose Folder Names begin with "B". It is a good idea to preview whether the criteria contain the results you're looking for.
To preview the search results, click the Process button to perform a normal search.
After verifying the search results, return to the main search screen by selecting the Search menu item in the File menu. To export the search results, click the HTML Export button.
In the Select Export Folder and type in a File Name dialog, create or select a folder to which the search results will be exported. This is your Export Folder. Try to use the same Export Folder to systematize the process. Then, click the Open button.
In the example shown below, I have choosen a folder named "export" as my Export Folder. The results of the export will be indexed in a file named "folder_name_B.html".
In the HTML File Header dialog, enter whatever information you want to appear at the top of the exported index. Then, click the OK button.
By creating headers that describe the search criteria and date exported, your export will be more valuable.
To view the data you just exported, select the file name in the Files in Folder list.
Your default browser should load the exported index, as shown below.
To view an exported Document, click it's Comment. In the example shown above, you would select "Documentation Excerpt".
To view a list of all exports in the current directory, click the "Contents" link.
The contents file lists the exports in the current directory beneath a heading that reads "HTML Export Files".
To add subsequent exports to this Contents file, set your Export Folder to the directory containing the Contents file you intend to add to.
Try creating an export on your own. In the example shown below, I exported all Documents whose Descriptions begin with "D".
The Contents file now lists both exports.
To gather and move your exports to a Web accessible location, simply copy the contents of the Export Folder to a directory that a web server can access. If no web server is available, copy the contents of the Export Folder to the most convenient location (locally or on the network) and access the HTML files via Windows Explorer.
In the examples discussed above, the Export Folder contains the following:
Copy each file and folder listed above. The Brown,_Jackson folder contains the Documents from the export conducted by Folder Name, as "Jackson, Brown" is the only Folder Name that begins with "B". The Other_Documents folder contains Documents from the export conducted by Document Description.
If you're using the same Export Folder to standardize your workflow, move rather than copy these files.