Summary:
Checklist before you begin:
Make sure you are on the latest version: Update eNoteFile here
Make sure you are logged in as an eNoteFile Administrator (you can't access the bulk export feature if you are a standard user)
Make sure you have enough storage to export your database (large hard disk drive like 200GB+)
If needed, restore any deleted patient files from recycle bin as deleted clients will be skipped in the export (Click on the E button ➡ Tools ➡ Recycle bin)
Make sure you don’t need access to eNoteFile on the export computer as the computer will have to remain on when the export is running and will lock eNoteFile
Make sure that all your devices have synchronised the latest notes (connected to the internet)
Make sure you have either updated or removed any Clients that have special characters like this
\ / : * ? " < > |in their name: More info below.
Begin Bulk Export
Click on the E button ➡ Tools ➡ Options
Click Export Clients ➡ Export all clients
Create and name a folder like ‘EXPORT’ with enough space on the disk (this example has 300GB+).
Click ok to start the bulk export process.
Once you have clicked the OK button (above) you will be returned to the main export screen.
DO NOT USE ENOTEFILE WHILE THE EXPORT IS RUNNING. Please do not click anything on this screen including the OK or Cancel buttons or try to close this window.
Please do not click anything on this screen including the OK or Cancel buttons or try to close this window. If you do click on the window and see the following alert (below), click the OK button to dismiss the panel so that it goes away.
The export process will lock eNoteFile and can take several hours to complete depending on the size of your database (DO NOT USE ENOTEFILE WHILE THE EXPORT IS RUNNING).
When the process is complete you have exported a structured patient folder with all your Active Patient notes as PDF's, Patient Attachments and a CSV list of all your client data. Here is a sample export to illustrate the folder structure of the export folder.
Troubleshooting
Some clients did not export
If you have any issues, please email the "FailedExportPorjects.txt", that is located in the export folder you created, to [email protected] and we can help rectify any issues.
Remove Special Characters in your clients first and last name
You or your team might have added a special character in a clients name like a Question Mark (?) which will be skipped during the export (This is a limitation of Windows as a folder or PDF can't be named with these characters). Before you start the bulk export you should remove special characters from the clients first and last name.
List of special characters not accepted by Microsoft Windows:
\ / : * ? " < > |
Search and remove any special characters using %SpecialCharacter% in eNoteFile.
What are the special Characters in my CSV
When the CSV export is completed, you can use Microsoft Excel Replace Feature to replace any special characters with the actual symbol. We've listed the main ones below:
Special Character in CSV | Replace with actual symbol |
+ | SPACE |
%2F | / (Forward Slash) |
%5C | \ (Back Slash) |
%2C | , (Comma) |
%09 | TAB |
%3A | : (Colon) |
%27 | ' (Single Apostrophe) |
%3F | ? (Question Mark) |
%40 | @ (Email at symbol) |
%0D%0A | NEWLINE |
%23 | # |
%3B | ; |
%22 | " |
%26 | & |
%2B | + |
Re-running the export
If you've had a failed export, you can re-run the export from the start. Or you can skip any successful exports an only export the remaining clients.
To run the export from where it stopped, follow the steps above and select the same export folder as you did previously. When you select a folder that has a "FailedExportProject.txt", you'll be asked to run the export again, click Yes.
This will only export the remaining clients.
Computer restarted during export?
You'll need to re-export the clients.
You can prevent your computer doing updated by pausing Microsoft Windows Updates for 7days.
Make sure the computer doesn't go to sleep
Use Awake by Microsoft Power Toys for a more advanced option.
Am I an Admin?
You are a Standard user and unable to Bulk Export if the export button is greyed out on the export tab.
Storing and securing notes during and after export
Storage
Please make sure the storage medium (external hard drive) has sufficient space when selecting the destination folder for the export.
Security
Notes stored within eNoteFile are encrypted and backed-up. However, this export of your database contains un-encrypted PDFs and is not backed-up. We recommend you have measures in place to secure this data once you export it on site, including contacting your local IT to ensure this data is securely stored.
NOTE: As with any further electronic use of your eNoteFile exported notes, attachments, and CSV file, no matter what alternative you choose, we recommend you engage your own IT support to ensure you always keep, maintain, backup and store a separate copy of your eNoteFile export securely as is, and only ever use a copy to integrate with another program.
Dropbox reconciliation message asking to remove/delete files
Please tick ‘Don’t ask me this again’ and click ‘Move out of Dropbox’, similar to this:
