When exporting information from a Laserfiche repository, you can choose to export only a part of the document (i.e., images, text, or electronic files) or an entire document with metadata. Briefcases can be encrypted, so that a password is required to open or import them. A single document or folder or a collection of documents and folders can be exported through the use of a briefcase, which will store the following information:
- Name: The name of each document or folder being exported.
- Relative location: Briefcases will preserve the folder structure/relative locations of your selected items. This information will then be used to recreate the folder structure when the briefcase is imported. Search results are an exception to this: they will be stored as they appear in the search results pane. (If you briefcase a set of search results, their original folder structure will not be retained; instead, they will appear in the briefcase in the same format as in the Search Results pane.)
- Content: You can choose whether the images, text, electronic file, or annotations associated with each document will be included in a new briefcase. You can also choose whether to include shortcuts and records management data.
- Field information: All field data associated with a document or folder will be included. Keep security in mind when exporting a briefcase with field information (i.e., users may be briefcasing the same document with different information due to their different rights).
- Tags: Tags associated with a document or folder will be included.
- Link information: If a document shares a document relationship with another document that will be included in the briefcase, or is a member of a link group with other documents that will be included in the briefcase, link information and the link object will also be stored. A briefcase will not keep track of links to documents that are not included in the briefcase.
- Version information: If a document is under version control, its complete version history will be included in the briefcase if you have chosen to include version histories in the briefcase.
- Annotations: All annotations added to the document, their creation date, modification date (which becomes time of import), color, history, creator (with some exceptions) and comments, will be included if you have chosen to include annotations in the briefcase. Private annotations created by Laserfiche trustees will not be included, as they would not be visible to any users in a new repository. Private annotations created by Windows Account or LDAP users will be included.
- Entry Information: Entry creation date, modification date (which becomes time of import), history, creator (with some exceptions) and comments, will be included. The user importing the briefcase becomes the entry owner.
- Document signatures: If your Laserfiche Server supports document signatures, you can choose to retain digital signatures on documents in the briefcase. The signature information can only be imported into repositories that are also licensed for digital signatures; if the destination repository is not licensed for digital signatures, the documents will be imported without signature information.
- Records Management information: Records management information applied to documents can be included in the briefcase if you choose to retain it. This information can only be imported into repositories that are also licensed for records management; if the destination repository is not licensed for records management, the documents will be imported without record information.
Note: If the briefcase is imported back into the same repository, the creator will be retained. If the briefcase is imported into another repository, the creator will be left blank if it is a Laserfiche trustee, but will be retained if it is a Windows or LDAP user.