Export the complete list of media
Click on the total number of media, which appears in the left-hand column, to export the list of media available in the KB.
An Excel file whose name begins with ‘Export-media’ will download. It lists all the media (archived and current) found in the knowledge base under all groups.
Export a list of specific media
The list of resources is exported from the results page displayed. You can use the search tool and apply filters to be able to export a specific set of media of the knowledge base.
To know more about the searching tool, click here to read the full article: How to search for content in the knowledge base?
Formatting the table
After it downloads, open the file with your usual spreadsheet program (usual Microsoft Excel), then follow the steps below:
- Click on ‘Enable editing’ so that you can modify the table.
- Click on the button at the top left of the spreadsheet to automatically select all of the cells.
- Place the mouse cursor between two columns: the cursor should appear as a black cross.
- Double click, the width of all columns is automatically adjusted.
- Make any changes to the layout that you wish (borders, headings, etc.)
Understanding the results
Each line of the table corresponds to one media item. Media properties are divided between columns A to Q. There are two different types of properties:
- Automatic properties that must be filled automatically listed for each media item:
- Name - column A
- Type - column C
- Weight - column D
- Group - column E
- Date created - column G
- Date updated - column H
- Date new version sent - column I
- Number of versions – column J
- Modifiable - colonne K
- Created by - column O
- Number of masters concerned - column Q
If the checkbox ‘Include the use in the masters’ was ticked in the search filter, the column ‘Number of masters used in’ appears. The number of masters in which the media is used is displayed in this column.
- Additional properties, entered only where applicable:
- Description - column B
- Tags - column F
- Date archived - column L
- Date valid from - column M
- Date valid until - column N
- Manager – column P
Below is an example of export:
- in salmon pink, automatic properties,
- in green, additional properties.