If you have sufficient privileges, you can save multiple documents as a Zip file to a location outside of OnBase. Saving as a Zip file is performed from the Document Search Results list or from an open envelope.
The Zip file can either be saved as a standard Zip file or an encrypted Zip file. Creating an encrypted Zip file is the same process as creating a standard Zip file, except for an encrypted Zip file, you are required to enter a password at the end of the process.
To save multiple documents as a Zip file outside of OnBase:
- Retrieve and select the appropriate documents in the Document Search Results list or an open envelope.
-
Select one of the following actions:
-
To save the documents as a standard Zip file, do one of the following:
-
Right-click within the list of selected documents and select Send To | Zip File.
-
Select File | Save As Zip File.
-
-
To save the documents as an encrypted Zip file, do one of the following:
-
Right-click within the list of selected documents and select Send To | Encrypted Zip File.
-
Select File | Save As Encrypted Zip File.
-
After selecting one of the above actions, the Windows Save As dialog box is displayed.
-
-
Enter a name for the Zip file and click Save.
If any of the selected documents are images, the Document Options dialog box is displayed for each image.
-
Select the appropriate options to configure how you would like each particular image saved.
Note:
Notes and overlays cannot be saved when saving to a Zip file. They can only be saved from an open document.
Page Range
Description
All
All pages in the selected document will be sent.
Pages
The page(s) specified in the text field will be sent. Enter page numbers and/or page ranges, separated by commas. For example: 1,3,5-12.
Note:This option is only available when sending documents in the Default Format or Native Format.
File Format of Attachment
Description
Default Format
Sends the document as a TIFF file.
Native Format
Sends the document in the format in which it is stored in OnBase(e.g., JPEG, GIF, PNG, etc.).
Unencrypted PDF
Sends the document as a PDF file.
128 bit RC4 Encrypted PDF
Sends the document as a 128-bit Rivest Cipher 4 (RC4) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.
128 bit AES Encrypted PDF
Sends the document as a 128-bit AES (Advanced Encryption Standard) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.
Apply Settings to All Selected Documents
This check box is available when either the Native Format or PDF options are selected. Select this check box when sending multiple image documents to apply either the Native Format or PDF option to all selected documents.
Note:This option only applies to the remaining documents in the list that have not yet been configured. For example, if you choose this option the third time you are presented with the Document Options dialog box, the settings are not applied to the first two documents that prompted the Document Options dialog box.
Note:If the Apply Settings to All Selected Documents check box is selected, the All radio button is automatically selected and the Pages radio button becomes unavailable.
File Format of Attachment
Description
128 bit RC4 Encrypted PDF
Sends the document as a 128-bit Rivest Cipher 4 (RC4) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.
128 bit AES Encrypted PDF
Sends the document as a 128-bit Advanced Encryption Standard (AES) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.
Tip:This option provides greater security than either of the RC4 encryption options.
Note:Adobe Acrobat version 7.0 or greater is required to convert and send documents with 128-bit Advanced Encryption Standard (AES) encryption.
-
Click Send.
-
If you chose to create a standard Zip file, the file is saved and the process is complete.
-
If you chose to create an encrypted Zip file, the Encrypt Document dialog box is displayed.
-
-
Enter a password for the Zip file.
CAUTION:
If you lose or forget the password, it cannot be recovered. It is advisable to keep a list of passwords and their corresponding document names in a safe place. Passwords are case-sensitive.
- Click OK. The encrypted Zip file is saved.