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Download Files and Folders from Your Company's Documents Tool

Objective

To download files and/or folders from the Documents tool.

Background

There are several ways to download files and contents of folders from the Documents tool. It also shows you how to download previous versions of a file from the file's version log. 

Things to Consider

  • Required User Permission:
    • 'Read-only' or higher on the Documents tool.
      Note: If you are a user with 'Admin' level permission on the Documents tool, you'll also be able to view the file's Download Log. This provides you with a list of users who have downloaded the file from the Documents tool. 
  • Additional Information:

Steps

Download a Single File

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. In the tree view, navigate to and highlight the desired file. 
    This reveals the selected file's details in the center pane. 
  3. Choose from these options:
    1. Right-click the desired file and choose Download from the shortcut menu.

      single-file-download-shortcut.png

      OR
    2. Click the Download button.

      download-button.png

      The system downloads the selected file to the location specified by your web browser's settings. Typically, this is your Downloads folder. 

Download Multiple Files

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. In the tree view, navigate to and expand the folder that contains the desired files. 
  3. Choose of these options to download multiple files:
    1. To select a consecutive group of files in the expanded folder:
      1. Click the first desired file. Then hold down the SHIFT key and click the last desired file.

        consecutive-select.png

         
      2. Click the Download button.

        download-multi-button.png

        OR
         
    2. To select multiple non-consecutive files in the expanded folder:
      1. Hold down the CTRL (Windows) or CMD (Macintosh) key and then click the desired files.

        non-consecutive.png
         
      2. Click the Download button.

        download-multi-button.png


        The system downloads the selected files in a Documents.zip file to the location specified by your web browser's settings. Typically this is your Downloads folder. 

Download the Contents of a Folder

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. In the tree view, navigate to and highlight the desired folder.
    This reveals the folder's details in the center pane.
  3. Choose one of these options:
    1. Right-click the folder and choose Download from the shortcut menu.

      download-folder-shortcut.png

      OR
       
    2. Click the Download button in the right pane. 

      download-folder.png

      The system downloads the selected files in a Documents.zip file to the location specified by your web browser's settings. Typically this is your Downloads folder. 

Download a Previous Version of a File from the Version Log

  1. Navigate to the Documents tool. 
    This reveals the Documents page. 
  2. In the tree view, navigate and highlight the desired file. 
    This reveals the selected file's details in the center pane.
  3. In the file details, scroll to and expand the Version Log

    version log.png

     
  4. Locate the desired version in the log. 
    The Version Log lists files in the order they were uploaded and also shows the upload date and timestamp. 
  5. Click the Download icon. 
    This downloads a copy of the file to the download location specified by your web browser's configuration settings. 
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