With exports, you can compile selected case documents, export them, and securely share them with external parties.
What does an export do?
An export creates a compiled PDF document from selected case documents. You can download it or share it securely with recipients directly.
Start an export
Open a case
Switch to Document study and click the Exports button that appears beneath the Document study icon in the left navigation bar
Enter the recipient’s name in the text field and confirm with Enter or the send button
Select a template
If your workspace has more than one export template, a template selection appears first. Choose a pre-made template that automatically compiles the appropriate documents. The Standard Export is the free option without a template, where you manually compile the documents.
Configure settings
The gear icon opens the export configuration:
Cover page / table of contents — toggle the cover page and table of contents on or off
Page numbering — enable continuous page numbering (this is the Art. 8 ATSV pagination described below, which is what locks the included documents)
Filename format — set the format of the exported filename, built from placeholders such as the page range, your initials, the date, and the case reference
Sorting and grouping have their own menu — see Sorting and grouping below.
Sorting and grouping
The sort button in the export toolbar opens the sort menu, which controls the order in which the documents appear in the export.
The seven sort modes:
Manual sorting — you set the order yourself by drag-and-drop.
By document date (oldest first)
By document date (newest first)
By receipt date (oldest first)
By receipt date (newest first)
By pagination number (descending)
By pagination number (ascending)
Which sort is active: The sort icon itself shows the active mode, and hovering over it reveals a tooltip with the mode's name — including whether it sorts ascending or descending.
What happens when you move a document manually: If you move a document by drag-and-drop while an automatic sort is active, amaise switches to Manual sorting automatically. You'll then see the message "Switched to manual sorting".
Automatic headings (document type grouping): When you turn grouping on, amaise inserts an automatic heading for each document type and regroups the documents under those headings — so the documents are reordered into type groups, not just labeled. When you turn it off, the automatic headings are removed. Named headings that you created or renamed yourself stay in place.
What switches grouping back to manual: Moving a document so it breaks the grouping logic switches amaise back to manual headings. Adding your own heading — or removing an automatic one — first asks you to confirm ("Switch to manual headings?") before turning automatic grouping off; the documents then keep their current order. If an automatic sort was also active, it's switched to manual too, and you'll see "Switched to manual headings and sorting"; if sorting was already manual, you'll only see "Switched to manual headings".
How new documents are placed: Documents you add to an export in progress are inserted at the right position according to the active sort order. Documents that tie on the active sort key — the same document date, the same receipt date, or the same pagination number — keep a stable order, even after reloading.
Documents without a date: A document that has no document date shows No date in the date column. Under a date-based sort, these documents are grouped together.
Filter documents
The filter icon in the export toolbar helps you keep the overview. Its menu holds two filters:
Only show documents in the document storage that have not been exported yet — narrows the document list on the left down to what's still missing from the export.
Document types contained in this export — pick a type to show only its documents in the export list.
The filter changes what you see, not what's in the export:
Spotting an active filter: When a filter is on, the filter icon is highlighted (it turns orange and shows a small dot), and a notice above the list reports, for example, 1 document hidden by filter.
Nothing is deleted: Documents that don't match the filter are hidden, not removed — and documents already added to the export stay in it regardless of the filter.
Sorting is paused: While a filter is active you can't reorder documents — the notice reads Sorting is not available while a filter is active.
Bringing them back: Choose the red Reset filters option (in the filter menu, or right in the notice) and the hidden documents reappear immediately.
Pagination per Art. 8 ATSV
Turn on “Paginate pages according to Art. 8 ATSV” to give the export fixed, continuous page numbers in the legally required form. So those page numbers stay valid, the included documents are locked once you create the export.
A locked document shows a “Paginated” badge. You can no longer change its document type or data, move it, split or merge it, mark it as a duplicate, or delete it. Only an administrator can unlock it by removing the pagination (“Delete pagination” in the document’s “…” menu). Saving a draft does not lock anything — the lock takes effect when you create the export.
Add documents
Drag individual documents into the export area.
Drag a document type to add every document of that type at once.
Drag a label to add every document that carries that label.
Open the "..." menu and select "Add all visible documents from the document storage" — a counter on the entry shows how many that is. The same menu holds the red Remove all documents from export option; amaise asks for confirmation first.
While the export is still empty, you'll see To add documents: with the three ways to get started. The drop area itself reads Drop document or label here.
An export can hold at most 1,800 documents, and at most 2,000 entries in total (documents and headings combined). If you reach a limit, amaise asks you to split the selection into smaller exports — see Exports: limits and large cases.
Create export
Optional: Click Create preview to generate a draft PDF and check the result first. Larger exports take a moment — amaise shows an estimated wait time, and the button label becomes Update preview once a preview exists. You can keep working in another browser tab; when the preview is ready, the tab title shows ✓ Preview ready and a green Preview ready note appears, so you don't have to watch the dialog.
Click Create export and confirm the prompt Create export? — an export can't be changed afterwards, so review the list first. With Art. 8 ATSV pagination switched on, the prompt also warns that the included documents will be paginated and locked. If any documents became invalid since you last edited the export, amaise removes them and asks you to review the list again before continuing.
Download export
After creation, you can download the export directly via the download button.
Share export
Sharing via link may be disabled in your workspace. If the "Share export securely via link" section doesn't appear, share by email with a one-time code instead — both ways offer the same protection.
You have two secure ways to share:
By email — Enter the email address. The recipient receives an email with a one-time code (OTP). After entering the code, the export can be viewed — the PDF is not sent directly by email.
By link — Enable "Share export securely via link" and share the generated link along with the password.
Track who accessed an export
Every export keeps a history of what happened to it. Open the share dialog and click History to see the full timeline.
At a glance: the top of the history shows the Number of accesses and the Last access time, so you can tell whether a recipient has already opened the documents.
The timeline lists each event with who triggered it and when — for example Draft created, Export created, Export shared, Export viewed, Preview generated, Export downloaded, Access code requested, Access denied (a failed access attempt, such as a wrong password or an expired code), Link deactivated, and Link has expired. Steps that amaise performs itself are attributed to the system.
The history is a quick way to confirm that the right person received and opened an export.
Export overview
All created exports are shown in the export list. You can download or share previous exports at any time.
Retention and re-downloading
Created exports stay in the export list. You can delete your own drafts at any time; deleting a published export requires administrator rights. Deleting a shared export also revokes the recipient's access — amaise warns about this first.
Updates to an existing export (via the Create update button) keep the same recipient; documents already sent in an earlier export to that recipient are skipped automatically. The pagination of the previous version is kept — with continuous pagination, page numbering carries on across versions.
Shared links are valid for 30 days. After they expire, open the share dialog and click Renew link access to extend them — you don't have to recreate the export.
You can re-download the export yourself at any time. Recipients you shared with have access for 30 days; once that has expired, open the share dialog and click Renew access. The one-time code is only the login step: it's valid for 60 minutes and can be requested again at any time.
If a shared link isn't working or an email doesn't arrive, you'll find solutions in the article Exports: problems and solutions.