How workspace managers extract content from their workspace varies depending on the content type.
In this article:
Downloading workspace documents
Downloading forum discussions and comments
Downloading survey questions and responses
Extracting content from workspace homepage and folder dashboards
Extracting web pages, blogs, calendars, web links and tasks
Downloading workspace documents
To download all the documents from your workspace follow the steps below. Documents includes individual files that have been uploaded to the workspace but not your workspace items such as calendars and forums.
- From your workspace homepage, select 'Download all documents' from the Actions menu at the bottom or by clicking the ‘...’ in the top right and selecting from the drop-down list.
- On the next page, select if you would like to download all documents, specific folders, or documents modified within a date range. Click ‘Prepare Download’.
- Once your export is ready, click ‘Download’.
- Your workspace documents will now download onto your device in a zip file. The link will expire after 24 hours.
Please note the download limit of 5gb. if your workspace or individual folder exceeds this limit then items will need to be downloaded separately. To do this, you can select the 'Download all documents' option on individual folders or download your documents individually.
Downloading database entries
- On the database, select ‘Export all entries to Microsoft Excel’ from the Actions menu at the bottom or by clicking the ‘...’ in the top right and selecting from the drop-down list. You can also choose to export to CSV for larger databases.
- Your database entries will now download onto your device in an Excel file.
Downloading forum discussions and document comments
Use the ‘Forum and Document Comments’ report in the Reports tool to download messages created by users in discussion forums and the comments made on documents.
- Select 'Manage This Workspace' (three cogs icon).
- Select 'Reports' from the drop-down options, this will open the Manage Reports page.
- Select the report titled ‘Forum and Document Comments’, which is pinned at the top of the list.
- Select the report output. We recommend Excel.
- Click 'run report'.
Downloading survey questions & responses
To download survey responses:
1. Go to the Survey and go to the ‘Responses’ tab at the top.
2. Then go to the ‘Export’ tab.
3. Excel will be selected by default to be the file type. Leave the dates blank if you want all the responses to the survey. When ready, select ‘Export’ at the bottom and then ‘Download’.
The responses will now download onto your device as an excel file.
To download survey questions:
- Go to the Survey and go to the 'Manage' tab at the top
- Go to the 'Actions' menu at the bottom and select 'Export questions to Microsoft Word'.
The questions will now be downloaded onto your device as a word file.
Downloading picture albums
1. Go to the picture album and select 'Download all pictures' from the Actions menu at the bottom or by clicking the ‘...’ in the top right and selecting from the drop-down list.
2. Select ‘Download’.
The pictures will now download onto your device in a zip file.
Downloading case studies
1. Go to the case study you want to download.
2. Select ‘Download as PDF’ in the top right.
The case study will now download onto your device as a PDF.
Extracting content from the workspace homepage and pages on folder dashboards
There is no functionality to download content from pages built on your workspace homepage or on folder dashboards.
To extract the content from the homepage or folder dashboards, you can either screenshot each page individually and save the images or copy and paste the content directly from the page.
If you have embedded video on a folder dashboard, to save this, click the three dots in the bottom right of the video player, then select 'Download'. Videos uploaded as items in folders will be downloaded as a document, outlined in the first part of this guide. Youtube/Vimeo videos embedded in folder dashboards are external and these will need to be downloaded directly from Youtube/Vimeo.
Downloading web pages, blogs, calendars and events, web links and task lists
There is no functionality to download these workspace items.
The only way to extract the content from these workspace items is to:
- Screenshot them and save the screenshots as images on your computer
- If there are a lots of text and images, such as in blogs and web pages, copy and paste the content into a document on your computer.