Document Export and Removal

The Document Export and Removal tool enables you to export documents linked to a single entity record from your PIM system to a specified location. You choose to either leave the files in PIM after the export, or remove them, including all associated data.

You create a document export job against a single project, enquiry, contact, or organization. You can choose to export all files from all document pools linked to a record, or you can select a subset of document pools to export files from. By default, all versions and renditions of files are exported to the specified location, but you can choose to export only the latest versions if required.

In addition, you can choose to remove the files from PIM after an export job has finished. When you select to remove files, all file versions, associated entity links, and data are removed from PIM.

How does the process work?

Export jobs are processed in the order they are created. When an export job starts, files are exported in batches outside of your organization's busy hours. By default, the busy hours for an organization is set to Monday to Friday, between 9 and 5pm. Once the documents have been exported to the specified location, the documents are then removed from PIM if you selected the option to remove them.

Both the user and the PIM system administrator receive an email notification when an export job starts, and another when the process completes. In addition, if a job is set to also remove documents, both users receive an email notification when the removal process starts and then when the process finishes.

To assist with finding the documents after an export job, a folder structure is created in the specified export location to match the document pool structure.

For example:

Export Name > Entity Name (e.g., Project X) > Parent Pool > Child Pool.

Note: If you access PIM through the cloud, you must log a case with Deltek Customer Care to request access to the files after an export job has completed.

Export Configuration Settings

There are three configuration settings that relate to the export and removal of documents from PIM.

Setting	How to access
Busy working hours	Admin Zone > System Configuration > Configure PIM
Exported Documents Path	Admin Zone > Document Management > Configure DMS > Document Removal Settings
Email Reminders	Admin Zone > Document Management > Configure DMS > Document Removal Settings

Note: If you access PIM through the cloud, you must log a case with Deltek Customer Care to modify any of these settings.