Set Retrieval Options

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Use the Set Retrieval Options tab to modify the Search and Retrieve retrieval process to your needs. Depending on your system, the following options on how to export the retrieved files may or may not be available for you to select. The contents of the tab is dynamic depending on the selection chosen. Work your way through the tab parameters.

Export to Local File System

To set the retrieval parameters for exporting to a local file system, populate the options when Local File System is selected. The options range from setting a scheduled time to execute the retrieval job to assigning a different location to retrieve the files.

Set Retrieval options - Exporting to a Local File System.

Element

Description

Export destination

Define where files are exported to. (Local File System.)

Additional custom options appear when an ExportExtensions.cfg file is in place.

Where to save files

Send the retrieved data back to its original location or to any other location on the network.

Original location - Send retrieved data to its original location.

Different location - Send retrieved data to another location. Use the Browse For Folder window to select the location, and click OK.

How to name files

 

Active only for Different Location and Export to Rimage.

Define how selected data is arranged when retrieved. There are three options:

Include full original pathnames - This option recreates the source file structure. The retrieved data file structure matches that of the source file. For example, if the source is "C:\Accounting\Marketing\...", then the retrieved data is "C:\Accounting\Marketing\...".

Include pathnames starting at selected items - This option creates only the directory structure of the items selected on the Select Files to Retrieve tab. For example, if the source is "C:\Accounting\Marketing\..." and "Marketing" is selected, then the retrieved data includes only "Marketing" and the files beneath it. If the selected "Marketing" folder contains a folder called 2008Q3, then 2008Q3 appears in the retrieved data at the same file level as "Marketing", not beneath it. Finally, if only files are selected, the retrieved data is comprised of only files.

Include filenames only - This option ignores file folders, and the retrieved data is comprised of only files.

Include filenames only does not work correctly if selected files have identical names. When working with identical names, use Include full original pathnames or Include pathnames starting at selected items.

Security settings for retrieved files

Assign the original security settings or the current user’s security settings to the retrieved files.

File times for retrieved files

Assign the original file time or the retrieval time (current time) to the retrieved files.

When to overwrite existing files

Select an option outlining when to overwrite files.

If the files retrieved already reside in some form on the target computer, there is a conflict and the retrieve job does not work.

Generate metadata output file

Generate metadata xml files for output. If selected, a drop-down list appears for you to select Create multiple files or Create a single file.

Create a single file - A single file containing the metadata for all files being exported is generated. A Metadata output file box appears, requiring a name for the metadata file. Click the Browse button to select.
Create multiple files - The metadata file has the same name as its associated file, but with the .xml extension. One metadata file per file is created and they stick together.

At a minimum the data included contains the pathname, file id, size, and the date and time modified.

When to start retrieving files

The Information Repository defaults to an immediate retrieval setting.

To delay the job to a later time, select the correct option from the drop-down list and then click the clock button to set the retrieval time. The Date and Time windows appear combined.

Export to Rimage

To set the retrieval parameters for exporting to Rimage, populate the options when Rimage is selected.

Export to Rimage works only if your Rimage system and Search and Retrieve Rimage export are configured properly. See Rimage Export Configuration.

When exporting to the Rimage, do not stop Search and Retrieve until all jobs have finished. If you do, temporary files are not removed, and those files will have to be removed manually. To manually remove temporary files, go to the Rimage Export Folder, and remove <user name>_<uuid>.

Set Retrieval options - Exporting to a Rimage device.

Element

Description

Export destination

Define where files are exported to. (Rimage.)

How to name files

 

Active only for Different Location and Export to Rimage.

Define how selected data is arranged when retrieved. There are three options:

Include full original pathnames - This option recreates the source file structure. The retrieved data file structure matches that of the source file. For example, if the source is "C:\Accounting\Marketing\...", then the retrieved data is "C\Accounting\Marketing\...".

Include pathnames starting at selected items - This option creates only the directory structure of the items selected on the Select Files to Retrieve tab. For example, if the source is "C:\Accounting\Marketing\..." and "Marketing" is selected, then the retrieved data includes only "Marketing" and the files beneath it. If the selected "Marketing" folder contains a folder called 2008Q3, then 2008Q3 appears in the retrieved data at the same file level as "Marketing", not beneath it. Finally, if only files are selected, the retrieved data is comprised of only files.

Include filenames only - This option ignores file folders, and the retrieved data is comprised of only files.

Include filenames only do not work correctly if selected files have identical names. When working with identical names, use Include full original pathnames or Include pathnames starting at selected items.

E-mail address for job completion notice

Type a valid e-mail address to define where Rimage sends an e-mail when the Rimage job is finished.

Disc type

Define the type of media for Rimage to make.

Number of copies

Define how many copies of the data for Rimage to make.

Disc labeling

Define the information on media labels for the media that Rimage is producing.

The number and titles of the fields available depend on what is entered in the Rimage Export Configuration window.

If a field is not present, add it using the Rimage Export Configuration window.

Generate metadata files

Generate metadata xml files for output along with file. If selected, a drop-down list appears for you to select Create multiple files or Create a single file.

Create multiple files - The metadata file has the same name as its associated file, but with the .xml extension. One metadata file per file is created and they stick together.
Create a single file - A single file containing the metadata for all files being exported is generated. A Metadata output file box appears, requiring a name for the metadata file. Click the Browse button to select.

At a minimum the data included contain pathname, file id, size, and the date and time modified.

When to start retrieving files

The Information Repository defaults to an immediate retrieval setting.

To delay the job to a later time, select the correct option from the drop-down list and then click the clock button to set the retrieval time. The Date and Time windows appear combined.

Export to FTP Site

To set the retrieval parameters for exporting to FTP Site, populate the options when FTP Site is selected. The options range from setting a scheduled time to execute the retrieval job to assigning a different location to retrieve the files.

Set Retrieval Options - Export to FTP site.

Element

Description

Export destination

Define where files are exported to. (FTP Site.)

FTP site address

Type the address of the FTP location.

FTP site user name

Type the user name to log into the FTP site. This is required.

FTP site password

Type the FTP site password to log into the FTP site. This is required.

Destination folder at FTP site

The location of the directory to store files. Type the destination path and directory to export files to.

Generate metadata output file

Generate metadata xml files for output along with file. If selected, a drop-down list appears for you to select Create multiple files or Create a single file.

Create multiple files - The metadata file has the same name as its associated file, but with the .xml extension. One metadata file per file is created and they stick together.
Create a single file - A single file containing the metadata for all files being exported is generated. A Metadata output file box appears, requiring a name for the metadata file. Click the Browse button to select.

At a minimum the data included contain pathname, file id, size, and the date and time modified.

When to start retrieving files

The Information Repository defaults to an immediate retrieval setting.

To delay the job to a later time, select the correct option from the drop-down list and then click the clock button to set the retrieval time. The Date and Time windows appear combined.

Customized Export Options

Parameters for using Customized Export Options are only enabled when an ExportExtensions.cfg file is in place. The options on this tab are defined by your Phoenix EXP administrator and appear when a custom option is available and selected. Consult your Phoenix EXP administrator for details.

Available options are customizable via ExportExtensions.cfg at <install-dir>\Program Files\Phoenix\Config.

Set Retrieval Options - Customize your options.

Element

Description

Export destination

Define where files are exported to. (Custom option.)

Argument <1 - ∞>

These fields are defined in ExportExtensions.cfg by your Phoenix EXP administrator. Consult your Phoenix EXP administrator for details.

Blank fields are ignored.

When to start retrieving files

The Information Repository defaults to an immediate retrieval setting.

To delay the job to a later time, select the correct option from the drop-down list and then click the clock button to set the retrieval time. The Date and Time windows appear combined.

After setting the parameters, click Start to initiate a retrieval job. The job begins based on the retrieval parameters set, the View Retrieval Progress window appears, and Start is replaced by Stop until the retrieval job is completed. Search and Retrieve retrieves the file from its stored location and writes it to the target location specified.

If you opted to delay the retrieval job, the View Retrieval Progress window appears with a note indicating when the job will start. Start is grayed out, but when the job starts, it is replaced by Stop.

Pay attention to Information Repository warnings while retrieving files. If Search and Retrieve runs out of storage space while attempting to write retrieved files, the job fails. When the retrieval job is finished, View History is activated. Click View History to see details about the job and any problems that were encountered.

If a selected file cannot be retrieved, the file name is added to a list, and Search and Retrieve tries a second time to retrieve the file before the retrieval job finishes.

If Stop is clicked while retrieving files, then not all of the files are retrieved, and files that have already been completely retrieved remain on the target computer.

If you are experiencing issues with getting files, see Problems Retrieving Files.