DocBox

The DocBox allows users to gather documents from various repositories and folders to either download or extract information. Files can be added from Helios Search and Helios Explorer.

Helios DocBox

Actions can be performed on individual files or on all the files in the DocBox.

  • Download Documents – To download a single file, click the Download icon associated with that file. To download all the files in the DocBox, click the Download All button at the top of the DocBox. The file(s) will be downloaded to the user's local computer.

    Note

    If a file is no longer available (e.g., if it has been deleted by another user), a "file no longer available" notification will be displayed when attempting to download the file.

  • Info – Click the Info icon Helios Summary Icon to read the summarized document content in a popup dialog window.

  • Extract Data – Helios uses built-in Optical Character Recognition (OCR) for data extractions. By extracting data, users are pulling tables of data from documents and placing them in a Microsoft Excel file.

    To extract any tabular data from a single file, click the Extract Data icon Helios Extract Data Icon associated with that file. To extract tabular data from all the files in the DocBox, click the Extract Data button at the top of the DocBox. The user will receive an email containing a download URL link. Upon clicking the URL link, they will be brought to the Helios site and can download a .zip file containing the extracted data in an Excel file. The URL link will expire in 60 minutes.

    Note
    • Extract Data functionality is only enabled for supported file types (".pdf", ".jpg", ".jpeg", ".png", ".bmp", ".tiff", ".docx", ".pptx", ".htm", ".html").
    • If the selected file(s) does not contain any extractable data, the downloaded zip file will be empty rather than containing an Excel file.

  • Extract Metadata – Metadata are data that describes documents such as file names, date creation, etc. To extract metadata from a single file, click the Extract Metadata icon Helios Extract Metadata Icon associated with that file. To extract metadata from all the files in the DocBox, click the Metadata button at the top of the DocBox. The user will receive an email containing a download URL link. Upon clicking the URL link, they will be brought to the Helios site and can download a .CSV file containing the metadata. The URL link will expire in 60 minutes.

    Note

    Recently uploaded documents will contain basic metadata at extraction if the document has not yet been summarized and processed by the indexer.

  • Clear Files – To remove a single file from the DocBox, click the Remove from DocBox icon Helios Remove from DocBox Icon associated with that file. To remove all files from the DocBox, click the Clear Cart button.


Important

A warning message will be displayed when using Extract Data or Extract Metadata if a document has been deleted after being added to the DocBox (e.g., another user deletes the document) or if the document has not yet been indexed. Please reach out to your administrator to restore a file or determine its indexing status.