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Downloading, Reviewing, and Tracking Document Holders

How to download content, review, and track Cognidox Document Holders. Generate PDFs or ZIPs, compare versions, and monitor changes with watches and notifications.

Once a Document Holder is created and approved, it becomes a valuable, traceable record. Cognidox provides several tools for downloading content, viewing differences, and watching Document Holders—so you can maintain control and visibility over the documents in your workflow or product lifecycle.

 

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Downloading a Document Holder XML file

You can download a Document Holder's XML file. This is useful if you want to copy the Document Holder to another server.

Note: For the document holder to work as-is on another server, that server will also need to have the files referenced by the Document Holder. 

To download a Document Holder XML file:

  1. Open its Document Details page.

  2. Right-click on the HTML icon to and choose Save As.

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Downloading the Index PDF

On an Intranet (i.e. your company's internal Cognidox server, rather than the Extranet), you can generate a readable index of a Document Holder without downloading the documents themselves.

  • Display the web view by clicking on the HTML icon.

  • Click Download Index PDF from the web view.
    The option is available in both Standard View and Compound View.

  • The result is a PDF version of the Document Holder's structure: titles, sections, descriptions, and referenced documents.

This is ideal for audits, sharing internal reviews, or keeping a snapshot of the structure.

💡 Requires htmldoc to be installed by your Cognidox administrator.

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Downloading a Zip File of Contents

This only works if you are viewing the Document Holder on an Intranet.

To download all or selected contents:

  1. Display the web view by clicking on the HTML icon.
  2. Click Zip and choose one of the following:
    • Zip Documents (for source files like Word, Excel, etc.)
    • Zip PDFs (for converted PDF versions)

The download includes:

  • An HTML index file (like the web view)

  • All selected documents in the chosen format

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Viewing Related Documents

To see details of and links to Document Holder contents:

  • Go to the Document Details page of the holder.

  • Choose Document Operations → View related documents.

To check if a document is included in any Document Holders:

  • Go to the document’s Details page.

  • Choose Document Operations → View related documents. 
    In the resulting list view, the Relation column will show Contained by for any related Document Holders.

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Reviewing Changes Between Versions

You can compare two versions of a Document Holder:

  1. On the Document Holder's Details page, choose:
    Document Operations → Compare document versions

  2. Select two versions to compare.

  3. View differences side-by-side.

This helps reviewers spot changes in referenced documents or section structure.

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Watching for Updates on the Extranet

Just like any document in Cognidox, you can watch a published Document Holder on the Extranet:

  • Display the Document Holder's Details page.

  • Choose Watch this document on the Extranet. You can access this option from the Extranet entry in the sidebar menu, or by clicking on the Extranet dropdown on the details page.

  • Get notified about:

    • New versions of the Document Holder

    • Updates to any contained documents

You can monitor updates via the Watched Documents portlet on your homepage.

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Further information

Other articles in this series:

Online help pages:

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