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Some files may appear in the search results with an OFFLINE indicator in an images thumbnail cell. This can be the result of the Administrator intentionally restricting access to volumes on which those files are located or it can be the result of those files being no longer immediately available to the Digital Storage Manager or Virtual Ticket with Digital Storage Manager system (for instance, they may have been archived to offline storage).
Files that are not immediately available will be marked as OFFLINE and before they will be available for downloading, you will have to create a Retrieval Request that must be fulfilled by the Archivist before the files will be available for downloading through the Web Client.
Note: Previews, Properties, Workspace, and Search functionality is retained for Offline files.
Creating a Retrieval Request for Offline files
1. In the search results or the workspace page, select the OFFLINE files you would like to create a Retrieval Request for.
2. Click DOWNLOAD on the left side of the page. A Retrieval Request window will appear, allowing you to create a Retrieval Request to be fulfilled by the Archivist user(s) assigned to retrieve offline files in Digital Storage Manager and/or Virtual Ticket with Digital Storage Manager.
3. Type an archive name for the files you wish to download.
4. Select an archive type for the files you wish to download.
5. S*elect the “Submit retrieval request for unavailable files”* checkbox. Selecting the checkbox will create the retrieval request for unavailable files. Clearing the checkbox will allow you download any available files, but will not create a retrieval request for unavailable files.
6. Select or clear the “Notify by e-mail” checkbox. If enabled, and email notifications have been configured, you will receive an email notification when the retrieval request is fulfilled by the Archivist.
7. Deselect any files you do not want to retrieve. By default, all files selected for selected for download will be selected. If you would like to remove any files from your request, you can do so by clearing their associated checkboxes.
8. Type a note to the Archivist responsible for fulfilling your retrieval request (optional).
9. Click Retrieve and Download when finished. A confirmation window will appear, indicating the whether the retrieval request has been successfully submitted or not.
10. Close the Confirmation window
At this point, you have successfully submitted a Retrieval Request using Image Portal. Before you can download your files, an Archivist in the Digital Storage Manager or Virtual Ticket with Digital Storage Manager system must complete the Retrieval Request by moving the requested files to the Image Portal retrieval root directory and marking the retrieval request as complete. When an Archivist does this, the Image Portal will create an archive file that will be ready for you to download. To check the status of your retrieval request, see ‘Viewing Retrieval Requests’. To download files that have been retrieved by an Archivist, see ‘Downloading Retrieved Files’.