How Do I Download/Export a PDF Backup of My Files?

Issue/Objective

To download in bulk and save a PDF backup of documents stored on PolicyStat

Environment

PolicyStat

Procedure/Resolution

While PolicyStat provides the convenience of anywhere, anytime access to policies, having a local copy of the policies can be beneficial and provide peace of mind for a power or Internet outage. The PDF Backup option allows you to bulk export your documents to PDF download for offline access. PDF Backups include Active policies for the site, with the option to include previous versions of the policy.

Note: Draft and Pending policies are excluded from the PDF backup.

1. Click on Manage and select Admin Console.                                                                     
2. Locate Download a PDF Backup under the Reports column.
3. Filters (explained below) can be used to adjust the number of policies included in the PDF backup. If desired, backup all policies within the site by clicking the Generate button (H). By default, all policies generated by PDF backup will contain a watermark identifying it as a "COPY" (C).
   
    
   • A.  Areas: Narrow the number of policies being backed up by entering the name of Areas to produce backups only from those Areas.
   • B.  Changes Since: Entering a date in this field is required. If the date of onboarding with PolicyStat is known, that can be entered here. If not, pick any additional historical date, such as 1/1/1900. The number of policies being backed up can also be narrowed by only generating backups for policies that have been changed since a more recent date, especially if a copy of all policies are saved (e.g. - a second or third backup).
   • C.  Show Watermark: By default, all backups contain a watermark designating them as a copy. To remove this watermark, uncheck the box.
   • D.  Restricted Documents: By default, all restricted documents are included in a backup. To exclude them, check the box.
   • E.  Include Attachments: By default, policies being backed up will also include any attachments. If no attachments are needed, uncheck the box.
   • F.  All Policy Versions: By default, only the latest version of the policy is generated in the backup. To include all versions of the policy, check this box.
   • G.  Show All Past Approvals: Select to display all past approval dates in the policy footer.
   • H.  Trim File Paths: By default, files in the backup will trim policy names to the 50-character limit that can be unzipped using the default Windows tools. Uncheck this box to download files with the full 200-character maximum allowed by Microsoft.
     • NOTE: Including long file names requires additional tools to successfully unzip. One such tool is 7zip.  Speak with your internal IT resources to select the recommended best option in your organization.
   • I.  Generate: Click the Generate button to begin the process.
     • PolicyStat will notify you via email when your PDF Backup has begun processing as well as when your files are ready for download.
4. After the PDF backups are generated, the final step is to download the compiled file by clicking the Download Here link on the output screen.
   
5. Depending on your local browser settings, save the file or click to open the downloaded location.
   • The files will save as a single zip file. This concludes the backup. To view the individual files, extract and save them.

Note: To get the history and comments for a document open the document in PolicyStat and click Print, then select Show History. This is off by default when printing. For further detail see Can I print a policy with the document history?

Note: If you believe your PDF backup is stuck and you would like to make another attempt, you will need to change the Changes Since date to another value than the first attempt, or PolicyStat will continue with the existing job request.
 

PolicyStat Backup Service Offered

Don't want to mess with running PDF backups? PolicyStat offers an automated Data Backup Service for your convenience. For more details and more information, reach out to your RLDatix Relationship Manager or contact [e-mail].