Exporting data from your Legatics lists is a straightforward process that allows you to download list content in various formats, including Word, PDF, Excel, and ZIP files. This flexibility enables you to share information efficiently and maintain comprehensive records. Below is a guide on how to export your lists and files.
Prerequisites: You need to have the view permission for the list
Export to Word, PDF or Excel
Click on the Export button at the top of the list
Select List
In the pop-up that appears, make your configurations (see below) and press Export
Rows to include | By default all rows are selected. If, prior to pressing List you've filtered the list or selected some rows you can choose to only include:
|
Columns to include | By default all columns are selected. Press the x next to the column's name to remove it. Press inside the box to add it back.
Note: File columns can't be selected. |
Format | Word / Excel / PDF |
Location | My computer / iManage / NetDocuments (last two only available if those integrations are turned on) |
Export files
Click on the Export button at the top of the list
Select Files
In the pop-up that appears, make your configurations (see below) and press Export
Include files from | By default all rows are selected. If, prior to pressing Files you've filtered the list or selected some rows you can choose to only include files from:
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Include all versions | Unchecked = only latest version is included Checked = all versions included |
Include a Word index | Includes a Word index as the first file in your zip (With the name |
Columns to include | If you include a Word index, you can decide what columns to include in the Word index.
Note: File columns can't be selected. |
Rename files | Renames files to the text in your title column
Note: This only applies when there is one file in the row. |
Location | My computer / iManage / NetDocuments (last two only available if those integrations are turned on) |
Export considerations
Interaction with file columns
You can include the file column in your export. Whether it displays in your index depends on whether you include the title column. If you:
include the title column, there will be no column in the index for your files. Instead, file names will appear under the text in the title column
exclude the title column, the file column will be called "Documents" and always appear as the first column
File numbering
Every file gets a number in the format 00x, where x is the row number the file is located in (eg 001).
If you've got multiple files in a row, then A, B, C... is added to the file name (eg 001A) by reference to the order the files appear in the row (and by going down each column)
File name reduction and unsupported characters
In Windows, file names (including the full path) can be up to 260 characters by default. This limit includes the drive letter, folder paths, file name, and file extension. In addition, certain characters are restricted from file names.
To resolve this, when you export files in a zip:
All file names are reduced to 75 characters
Any restricted characters are replaced with _
Hyperlinks
The Word index includes hyperlinks to the files. Hyperlinks don't work until you unzip the file (this is a Windows limitations)
Troubleshooting
Word export not opening
If you encounter the error below, it's likely due to an unsupported character in your list. It's highly likely to be the issue if rows in your list were created from legal text or Word tables (because files in document management systems often use unique characters that may not be compatible with our list).
To fix the issue remove any unusual characters or symbols from your list or from the matter details. Then export the list again.
PDF export not generating
If your PDF export isn't generating, it may be due to the number of columns included in the export. When too many columns are selected, the resulting Word file becomes overly compressed, with rows spread across a single page. This formatting can cause issues during the PDF conversion process.
To fix the issue, either:
Export to Word first, then convert to PDF
Instead of exporting directly to PDF, choose the Word export option
Open the Word file and review the formatting
Manually adjust the layout if needed, then save or print as a PDF
Export fewer columns
Reduce the number of columns in your export selection