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Librarian UI Does Not Show a Complete List of Label Design Documents in a Folder – BarTender Problem Article

Summary

This article describes the problem of looking at a complete list of label design documents or files in the Librarian UI and how to use SQL Management studio to export a complete list.

Situation and Symptoms

  • User stores a long list of label design files / documents in one folder in Librarian
  • Librarian UI will only shows a limited number design files / documents at once
  • User wants to see a complete list of documents (label files templates), revision and status stored in the specific folder

Explanation

The Librarian UI does not seem to provide an easy way to view a complete list of label design documents / files with revisions. Nor does there seem to be any export function.

Solution

The list can be pulled directly from the database using a SQL query. Here is how to do it:

Prerequisites:

  • Access to SQL Management Studio and know how to use it
  • Sufficient permissions to the SystemDB (BarTender database)

Steps:

  1. Locate the folder which you want to get the document listing from
    1. Run the following SQL query:
      1. SELECT [name], [NodeID], [ParentID],[IsDirectory] FROM [SystemDB].[dbo].[LibFileNodes] order by Name
    2. In Name column, locate the name of the folder you want
    3. Make note of the NodeID for that folder (in this case -2147481199)
  2. Run the following query – substituting -2147481199 with the NodeID from previous step.
    1. select libfilenodes.Name, libitemrevisions.Revisionnumber, libfilestates.name
      from LibFileNodes
      full outer join libitems on libitems.nodeid=libfilenodes.NodeID
      Full outer join libitemrevisions on LibItemRevisions.itemid = libitems.itemid
      full outer join libfilestates on libitems.stateid = libfilestates.filestateid
      where libfilenodes.parentid = ‘-2147481199’
      order by libfilenodes.name
    2. The result is a 3-column listing with Filename, Revision Number and Status.  Depending on how the values are setup in document status (libfilestates table), the values may be different from the sample above.
    3. You can copy the results and paste it to another program (Words, Excel, etc)

Note:

The result contains all version of the documents. If the documents has 3 versions, all 3 will be listed.

Author

Dave Klement

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