Import & export content

The import/export feature allows authors to:

Import documents and folders into the database.
Export documents and folders from the database.

Importing documents and folders

Most text-type documents or files can be imported into the database.

Caution: Upload only the documents mentioned in the list of Approved File Types only. The system no longer accepts uploads of high-risk file types such as Binary files, Script files, Executable files, and non-text formats for security purposes.

Approved File Types

Document Files

Extension	File Type
txt	Text File
rtf	Rich Text Format
csv	Comma Separated Values
xml	Data File (XML)
htm, html	Web Page
eml	Email File

Microsoft Office Files

Extension	File Type
doc, docx	Word Document
dot, dotx	Word Template
xls,xlsx	Excel Spreadsheet
xlsb	Excel Binary Workbook
xlt, xltx	Excel Template
ppt, pptx	PowerPoint Presentation
pot, potx	PowerPoint Template
pps, ppsx	PowerPoint Slideshow

Other Approved Formats

Extension	File Type
pdf	Portable Document Format
chm	Help File (Microsoft)
knt	KeyNote Notes file
xps	XML Paper Specification
pub	MS Publisher Document
mht	Web Archive
msg	Outlook Email Message
oft	Outlook Template
mpp	Project File (MS Project)

Documents and folders that were previously exported in Panviva format (.xml) can also be imported.

Exporting documents

Available Export Formats

Documents can be exported in the following formats:

Word (active support and maintenance discontinued).
HTML (recommended).
Panviva file (XML).

You can export individual documents and entire folders, including subfolders. You can also export other external documents in their native format.

Important: We have discontinued active support and maintenance for Word format exports. While the Word export function remains accessible, it is no longer being updated or maintained due to ongoing compatibility issues.

Recommendation: Use HTML export for all new document export needs.

Document Export purpose

Our document export function is primarily designed to:

Provide exact copies of knowledge documents for compliance and legal purposes
Share ad hoc and single-use content with non-Panviva users

Important: Export is not intended for an external review and approval process. Due to custom formatting elements, exported content may not display exactly as it appears in the Panviva Viewer Viewers are users with Read-only access to documents. They can access documents and submit feedback to editors. Please use our built-in Workflow feature instead, as this is where we concentrate our enhancement efforts for review and approval functionality.

Note: Exported documents represent a point-in-time snapshot and may become outdated as content is updated within the platform.

Importing and exporting documents and files

Importing documents and files

Manager allows authors to import most text-type documents or files into a Panviva folder. The types of documents and files include:

External documents such as Microsoft Word, text files, PDF, Spreadsheets, etc.
Panviva documents

External documents and files

Any external document or file that has been imported into a Panviva folder can be viewed and edited from the folder in the file's native format, provided that the required software is installed on the user's PC.

External documents display with a Panviva icon next to the file name rather than the native format icon. Refer to the Properties menu to see the native file type.

Panviva documents

Panviva documents and folders which were previously exported as XML file(s) can be imported into any folder. This is very useful for transferring Panviva documents from one database to another.

The following options are available when importing XML files:

Option	Description
Do not release native document(s)	Allows the author to select individual documents when importing a folder.
Detach from original database	Removes the Import details from the Properties menu.

Exporting documents

Panviva authors can export documents/folders as HTML or in XML format.

Other documents, such as those originating from Excel, PDF, etc., can only be exported in their native format.

Export to Panviva format

Panviva documents and folders can also be exported into XML format. The documents appear as XML files in the local network location they are saved to.

The options available when exporting Panviva files are:

Option	Description
Templates	All templates the exported documents were created from, are included in the the export.
Parent/branch sources	Parent and branch documents are exported with the document.
Internally linked documents	all documents linked to the documents being exported are included.
Prerequisite (For training documents.) documents	If exporting a training document, the associated prerequisite documents are exported.

Export native version

Documents that were imported to Panviva as Excel, PDF, simulation, etc., can also be exported in their native format.

Note: These files can only be exported in their native format; i.e. they cannot be exported as Word or Panviva files.