In this lesson you
- Exported a whole folder as one zip
- Saw which documents were left out, and why
- Found the spreadsheet exports for the documents in view
Transcript
One folder, one zip
Exporting many documents. Once your documents are certified, they have to go somewhere. Back onto your website, or to whoever asked for them. With hundreds of documents, downloading them one by one isn't practical. Proof can bundle them into a single zip file instead. The simplest way is a folder at a time, because a folder usually holds documents that go to the same place. Open the folder's menu, here Newsletters, and choose Download as zip. First, choose what goes in. There are three choices. Deliverables gives each document its own folder, with the fixed PDF and its certificate side by side. That's the usual choice when you're publishing. Remediated PDFs gives you just the fixed files. Certificate PDFs gives you just the certificates, for your records or for an auditor. Here, we only need the certificates. Give the zip a name, so you can tell it apart later, and choose Start export.
Only what is certified
Proof tells you straight away what it left out, and why. The Spring 2027 and Autumn 2026 newsletters aren't certified yet, so their files stay in Proof. That's the rule for every export. A document's fixed file and its certificate are released when it's certified, so nothing unfinished reaches your website by accident. The skipped documents are also listed inside the zip, in a file called MANIFEST.csv, so the zip accounts for everything you asked for.
Picking up the zip
The zip is built in the background, so you can keep working. When it's done, it waits on the Downloads page, in the side bar. Each row says what's in the zip, and what was skipped. This one holds one certificate, for Riverside Park Reopens. Its status reads Ready. To save it to your computer, choose Download. If someone without a Proof account needs it, your web team for example, choose Share. It copies a link that downloads the zip for seven days, with no sign-in. Exports stay on this page for thirty days.
Exporting exactly what you see
A folder isn't the only way to choose. The Library's Export menu has Download zip too, and it exports whatever the Library is showing right now. So you could filter to the compliant documents, and export just those. Or, in the Table view, select the rows you want, and choose Download zip. One export holds up to two hundred documents. For more, split it by folder or by filter.
A list instead of files
Sometimes you need a list, not files. To track progress in a spreadsheet, or to show someone where things stand. Documents (CSV) gives one row per document, with its status, how many problems it has and how many checks need review, and details like pages and language. Documents plus WCAG rules adds a column for every check, with that document's result. That's the one to use when someone asks which documents fail a particular requirement. Both follow the Library's current filter, so filter first, then export. Now you can send a whole folder of certified documents where it needs to go, know what was left out, and pull a spreadsheet of where every document stands.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.