Extract content records

Upland Qvidian offers a variety of ways to extract content from content records stored in the library. You might use this function because you want to use the library content for some other purpose, such as making periodic backups of content to meet security policy requirements or to create a library report.

Note: Although theoretically any of these methods can be used to edit a content record, this is not recommended, since those methods do not indicate to other users that you are in the process of editing a record, and require you to manually upload the revised content to the correct location. If revising content to be imported back to the library, it is strongly recommended that you use the Edit function instead.

Summary of options

  • Use Download or Download without Code Replacement to create a local file containing the record's content.
  • Copy the content from a record's preview to paste to another location.
  • Use Export (to single file or Zip file) to create local files with content from multiple content records.
  • Use Create List for Excel to generate a Microsoft Excel file containing content properties such as content title, text and ID, for reporting purposes.

You can download Word and Excel content records that contain Merge Codes and Library References. Depending on your "LibraryMergeCodeDefaultsMode" Global settings, you can choose to have Upland Qvidian automatically insert the text of the referenced content.

Example: Store repeatable Excel questionnaires with library reference codes in the library and download whenever you want to populate them.

  1. Select the Word-formatted content record(s) or bundle of Word-formatted content records.
  2. Click the More Options More Options menu menu and select Download/Export > Download or  Download/Export > Download without Code Replacement:
    • Download: Depending on the "LibraryMergeCodeDefaultsMode" Global Setting, you will either download: a version of the content that includes placeholders for Merge Codes and Library Reference Codes OR a version of the content with both default Merge Codes and referenced content inserted.

      • Tip: To quickly download a record, over over the desired content record and click the Download Download icon icon. You will receive an email with your download.

    • Download without Code Replacement: This will download a version of the content with both default Merge Codes and referenced content inserted.
      • "LibraryMergeCodeDefaultsMode" Global Setting
      ValueDescription
      0Click “Download” to download a version of the content that includes placeholders for Merge Codes and Library Reference Codes.
      1Click “Download” to download a version of the content with both default Merge Codes and referenced content inserted.
      2Click “ Download without Code Replacement” to download a version of the content that includes placeholders for Merge Codes and Library Reference Codes OR click “Download” to download a version of the content with both default Merge Codes and referenced content retained.
  3. When prompted, save the file and work with it as you normally would.

    4. Note: Word-formatted content records downloaded from Qvidian web links include both default Merge Codes and insert referenced content automatically.

You can copy the content from the preview panel of the content record. This may not preserve the formatting of the content. To copy content with formatting, you can download the content record and copy the formatted content by opening it in the proper editor.

  1. Open the desired content record using one of the following methods: 
    • Double-click the desired content record select Preview from the View dropdown menu.
    • Click the More OptionsMore Options menu menu and select Open Details Panel > Preview.
    • Click the More OptionsMore Options menu menu and select Launch Preview in New Window.
  2. Select the HTML tab.

    3. Tip: The HTML preview zoom slider, which defaults at 100% and is available between 50-400% zoom, can be controlled via the zoom control bar or the right/left/up/down keyboard options at 25% increments and will remember the zoom setting last used.

  3. Copy the content to the system clipboard.
  4. Paste the content to the location of your choice.

Content can be exported with two results:

  • all content in the selected content records can be placed in a single document (requires all the content to be of the same file type, for example, all Word files).
  • each selected content record can appear as a separate file within a zip file.

Note: You can export selected records or an entire folder. By default, a maximum of 500 content records, or a maximum of 32 Mb of data, can be exported: these limits can be changed via the MaximumLibraryContentExportSize global setting.

  1. Select the content record(s) you want to export.
    • To export a single content record: Click the More Options More Options menu menu and select Download/Export > Export Content.
    • To export multiple content records: Select the checkboxes of the content records you want to export. Click the More Options More Options menu menu below the Search bar and select Download/Export > Export Content.
  2. Choose your Export Options: 
    • Single File: This assembles a single file out of the selected content.
      1. Select a Sort By option from the dropdown menu to determine the order in which content from multiple records appear in that file and choose between Ascending or Descending order.
      2. If exporting Word files to a single document, to have each exported record start on a new page, check Include a page break between content to preserve section formatting. To have each exported record's metadata start on a new page of the exported file, check Include a page break between properties and content. To understand how the page breaks work, see Page Break options
      3. If exporting Word files to a single document, choose which properties of the content record should also be exported. From the Include Properties section, check the desired properties.
    • Zip File: This creates a compressed zip file containing the selected content. If you selected multiple content records of a different file type, they must be exported to a ZIP file.
  3. If exporting Word files, to ensure all styles from your preferred style template remain available, select the Apply Word Template checkbox and select the Word template from the dropdown list.

Caution: Choosing Apply Word Template does not apply styles to the content, it simply makes the styles in the selected template available for use.

Tip: If exporting multiple records, you can use this function to ensure that all content is formatted with the same style template so it looks consistent, using consistent fonts. Keep in mind that if you do not apply styling, even if the documents use the same style names (for example, "RFP Answer"), they may use different fonts for those styles, resulting in an inconsistent look for the exported content. In addition, if this option is used, Upland Qvidian renames all instances of the style to make them unique ("RFP Answer_1", "RFP Answer_2" and so on).

  1. If you are exporting PowerPoint files, you have the option to reduce the size(s) of presentation files by selecting the Remove Unused Layouts from Slides checkbox.

      Caution: If you plan on customizing your presentation or adding new slides, you may want to keep unused layouts.

  2. To replace merge codes with their default values in the exported files, select the Apply Merge Codes (Default Values) checkbox.

    3. Note: If you are exporting content that is checked out for editing, then a Export Checked Out Content dialog prompts you for confirmation. Click Continue.

  3. Click Export. The Export Content (N records) dialog displays until the export is complete.

Note: To have the export happen in the background, allowing you to continue with other work. Click EMAIL ME to dismiss it. The email you receive contains a link to the exported content. Be aware that the link will expire within the period of time defined for your system. It is advisable to retrieve the exported content as soon as you get the email.

Export an Excel file that includes a full text extract for each selected content record. The exported information depends on which columns of information have been chosen to be displayed and which filters are in effect.

Tip: The "Export to Excel" option is considered a best practice when creating a Library Report. Both standard properties and custom metadata fields are available to add to the grid when creating a Library Report.

  1. Select the content record(s) you want to export to Excel.
    • To export a single content record: Click the More Options More Options menu menu and select Download/Export > Export to Excel.
    • To export multiple content records: Select the checkboxes of the content records you want to export. Click the More Options More Options menu menu below the Search bar and select Download/Export > Export to Excel.
    • To export all records, click the Export all to Excel Export icon icon at the top of the grid.
  2. When prompted, save the Excel file.

Caution: Following the January 2025 release, full text extracts will only be taken when a new piece of content is uploaded or an existing one is edited. Content that has not changed in a long time may not have the full text extract available until that content is updated.