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Export via IDM Utilities Tool

Document Management

Business Problem

Your organization has a repository containing various document types. However, you now need to export a specific type of document to another repository. Since you manage multiple repositories, you want to transfer all documents of a particular type to a designated repository.

To achieve this, you can use the IDM Utilities tool, which allows you to export the chosen document type along with its metadata and associated files.

📋 Requirements

To follow this guide, you should have:

  • A basic understanding of how to use the command line.
  • IDM-Administrator role
  • User privileges to:
  • ION Desk (IONDeskAdmin).
  • ION API Gateway (IONAPI-Administrator).
  • A local machine with at least 16GB RAM (for large imports/exports).
  • Java 8+ installed on the local machine.

If Java 11+ is used then JavaFX needs to be installed as well (https://openjfx.io/). The Utilities tool can be started from command line where the “module-path” points to the JavaFX directory:

java -Xms1024m -Xmx1024m –module-path “C:\Program Files\Java\javafx-sdk-11.0.1\lib” –add-modules=javafx.controls,javafx.fxml,javafx.web -jar Utilities-.jar

Tutorial: Exporting Documents via IDM Utilities Tool

1

Downloading the IDM Utilities Tool

To access the Export function in IDM:

  1. Navigate to the Control Center.
  2. Select the Tools tab.
  3. Click on Utilities, then Download.

📌 Note: Extensive documentation is available, but this guide focuses on the Bulk Import function.

2

Starting the Tool

After unzipping the downloaded utilities package, you will find two .jar files.

  • Run the file without "sources" at the end of its name.

Running the Tool in Command Line

  1. Navigate to the folder containing the .jar file.
  2. Open the command prompt in that folder by typing cmd in the address bar and pressing Enter.
  3. Run the following command to open the GUI: java -jar <ExecutableJarFileName>.jar Example: java -jar Utilities-2022.08.00-47.20220728T090651Z.jar

3

Setting Up the IONAPI File

To connect the IDM Utilities tool to your environment, generate an IONAPI file:

  1. Navigate to Infor ION API.
  2. Click on Authorized Apps.
  3. In the search bar, type IDM and look for an API labeled Backend Service.

  1. Click on it, scroll down, and select Download Credentials.
  2. Enable Create Service Account, enter your name, and click Download.

4

Running the Export Tool

  • Use the .jar command from earlier to start the tool.
  • Upload the IONAPI file you created.

Export Process

The export consists of two steps:

  1. Exporting Metadata (must complete successfully).
  2. Exporting Files (can be resumed if interrupted).

📌 The exported data is saved in the "export" folder.

Key Settings in the Export Tab

  1. Path: Directory where configuration XML files are saved.
  2. User Access: Ensure your user has permission to access all documents.
  3. Checked-in Documents: Only checked-in documents will be exported; checked-out documents are skipped.
  4. Search Query: Used to specify which documents should be exported.

5

(Optional) Generating XQuery

If you need to refine your document search, use the IDM XQuery Builder:

  1. Open IDM XQuery Builder in IDM.
  2. Input the search criteria.
  3. Click Enter Query Manually at the top to generate the XQuery.
  4. Copy and paste the XQuery into the Batch Update section.

Video Guide

Watch the tutorial video here:

Command Line Arguments

If you prefer running the tool via the command line, use these arguments:

Argument
Description

--path

Path to an existing migration folder. If not empty, the tool resumes an existing export.

--documentType

The document type to export (e.g., "MDS_File").

--allVersions

If specified, all versions of a document will be exported (can significantly increase export time).

--sharepoint

Use this if exporting from SharePoint (otherwise, only the first 5000 documents will be exported).

--xquery

Specify a search query (if used, --documentType and --sharepoint cannot be specified). The query should target a single document type for proper error handling.

Example Command

Bash
java -jar <ExecutableJarFileName>.jar --path /export_folder --documentType "MDS_File"

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