Gridbank For Sharepoint 4.1 User Manual: Gridbank Data Management Platform

GridBank for SharePoint 4.
1
User Manual
GridBank Data Management Platform

GridBank for SharePoint 2013: User Manual
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Revision 4.1.1 January 2016 Created by AS
II
Preface
This chapter provides an overview of the user manual.
Section Page
Overview 2
Audience 2
Additional Documentation 2
Summary of Chapters 3
Conventions 3
Abbreviations 3
1
Overview
This manual provides all the information necessary to use GridBank for SharePoint Server 2013. It includes
comprehensive step-by-step instructions on important tasks, such as how to launch GridBank for SharePoint,
use GridBank web parts, archive data from selected SharePoint applications in GridBank or retrieve it back.
Audience
This manual is intended for use by end users wishing to maintain and manage their files in GridBank for
SharePoint. It assumes familiarity with SharePoint Server 2013, Microsoft Windows or other client OS, Internet
Explorer or other Web browsers.
Additional Documentation
See the following documentation for information about GridBank related subjects.
“GridBank 4.1 Web Access User Manual”

It provides comprehensive information about the operations that can be performed in GridBank Web Access.
2
Summary of Chapters
Chapter Summary
1. Introduction to GridBank Introduces GridBank for SharePoint and its key

for SharePoint advantages.
2. Use GridBank Web Parts Provides comprehensive information on how to use

GridBank Web Parts: Explore GridBank, and Search
GridBank in a SharePoint site.
3. Use GridBank Archive Describes how to use GridBank options: Archive on

Options Creation, Manual Archiving and Retrieve for SharePoint.
Appendix A: Glossary Provides a glossary of terms and abbreviations related to

GridBank for SharePoint.
Index Provides an alphabetical list with specific information and

its location in the present document.
Conventions
Convention Description
Bold Names of applications, wizard screens, buttons, field

names, menu items, dialog boxes, notes, tips, and
emphasized text.
Italic Book, white paper and published vendor papers.
Bold, italic, underlined Chapter or section name cross-reference.
Abbreviations
Abbreviation Description
GWA GridBank Web Access
GridBank GridBank Data Management Platform
GridBank FAN GridBank File Area Network
3
Contents
PREFACE .......................................................................................................................................................................................1
OVERVIEW ............................................................................................................................................................................................ 2
AUDIENCE............................................................................................................................................................................................. 2
ADDITIONAL DOCUMENTATION................................................................................................................................................................ 2
SUMMARY OF CHAPTERS......................................................................................................................................................................... 3
CONVENTIONS ....................................................................................................................................................................................... 3
ABBREVIATIONS ..................................................................................................................................................................................... 3
1. INTRODUCTION TO GRIDBANK FOR SHAREPOINT ..................................................................................................................6
INTRODUCTION TO GRIDBANK FOR SHAREPOINT ........................................................................................................................................ 7

KEY BENEFITS OF GRIDBANK FOR SHAREPOINT........................................................................................................................................... 7
SOFTWARE REQUIREMENTS ..................................................................................................................................................................... 7
IMPORTANT NOTE.................................................................................................................................................................................. 8
2. USE GRIDBANK WEB PARTS .....................................................................................................................................................9
INTRODUCTION TO GRIDBANK WEB PARTS.............................................................................................................................................. 10

EXPLORE GRIDBANK ............................................................................................................................................................................. 10
View the Content of a GridBank Dataset .................................................................................................................................. 11
Open a GridBank Dataset File.................................................................................................................................................... 11
SEARCH GRIDBANK .............................................................................................................................................................................. 13
Perform a Quick Search.............................................................................................................................................................. 13
Save Quick Search Results .......................................................................................................................................................... 15
View File Information of a Quick Search Result ........................................................................................................................ 16
Download a File of a Quick Search Result ................................................................................................................................. 16
Add Files of a Quick Search Result to a Briefc ........................................................................................................................... 17
3. USE GRIDBANK ARCHIVE OPTIONS ........................................................................................................................................18
INTRODUCTION TO GRIDBANK ARCHIVE OPTIONS ..................................................................................................................................... 19

ARCHIVE A FILE ON CREATION ................................................................................................................................................................ 19
ARCHIVE A FILE MANUALLY ................................................................................................................................................................... 20
RETRIEVE AN ARCHIVED IN GRIDBANK FILE .............................................................................................................................................. 21
APPENDIX A: GLOSSARY ............................................................................................................................................................22
INDEX..........................................................................................................................................................................................23
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5
1. Introduction to
GridBank for SharePoint
Section Page
Introduction to GridBank for SharePoint 7
Key Benefits of GridBank for SharePoint 7
Software Requirements 7
Important Note 8
6
Introduction to GridBank for SharePoint

GridBank for SharePoint integration helps you to archive and protect your important SharePoint files in
GridBank. This application facilitates data transfer from GridBank to SharePoint and vise versa. It helps you to
choose which files in the SharePoint site to be archived in GridBank. These files will be only stored in GridBank
and this will free up space on the SharePoint Server where the site is created. Archived in GridBank files will still
be accessible in the SharePoint site where they were created. After you archive a file in GridBank, you can
decide at any time to retrieve it back to its SharePoint site. As a result the selected file will be removed from
GridBank and will be only available in the SharePoint site.
In addition to archiving and retrieving files to and from GridBank, you can also access what has been already
stored by you in the platform from the SharePoint site you use. You can explore and search your GridBank files
through the GridBank web parts integrated in the SharePoint site. You can not only browse your GridBank
datasets content in the SharePoint site but also perform a quick search for files in your own datasets or Global
Catalog. Searching of GridBank files in SharePoint helps you to find the information you are looking for without
leaving SharePoint. The results of your search can be opened, downloaded, explored, saved in datasets and
legal hold protection can be applied to them. Search results with applied legal hold will be protected from
deletion in GridBank and can be used for internal or external compliance.
Key Benefits of GridBank for SharePoint

GridBank for SharePoint is an easy-to-use application, which helps you to manage effectively your important
SharePoint files. It also helps you to:
 Archive your SharePoint files in GridBank, which enables you to protect them from deletion.
 Access your archived files in GridBank from the SharePoint site transparently as if they are still physically
in the location they were created.
 Retrieve files which have been archived in GridBank to SharePoint.
 Access your GridBank datasets and files from the SharePoint site.
 Browse your GridBank datasets from the Explore GridBank web part in SharePoint.
 Search for important files in your GridBank datasets and Global Catalog from the Search GridBank web
part in SharePoint.
Software Requirements
The following is required in order to start using GridBank for SharePoint.
 Web Browser: Internet Explorer 9, 10 or 11, Chrome 17.x or later version, Mozilla Firefox 10.x or later
version, Apple Safari 5.x or later version, Opera 11.x or later version.
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Important Note
Currently, when a file is checked out in a SharePoint site with enabled GridBank Integration, this file will not
be archived in GridBank.
8
2. Use GridBank Web

Parts
This chapter describes how to use GridBank Web Parts in a selected SharePoint site.
Section Page
Introduction to GridBank Web Parts 10
Explore GridBank 10
View the Content of a GridBank Dataset 11
Open a GridBank Dataset File 11
Search GridBank 13
Perform a Quick Search 13
Save Quick Search Results 15
View File Information of a Quick Search Result 16
Download a File of a Quick Search Result 16
Add Files of a Quick Search Result to a Briefcase 17
9
Introduction to GridBank Web Parts

GridBank web parts allow you to view your GridBank datasets and files from a configured SharePoint site.
GridBank Web Parts for SharePoint include the following:
 Explore GridBank – This web part enables you to view your GridBank datasets and files from a SharePoint
site. Your datasets and files are hierarchically displayed and you can navigate through them using the
familiar interface of GridBank FAN.
 Search GridBank – This web part helps you to search for files stored in your GridBank datasets or in your
Global Catalog via GridBank Web Access, view information about the files within a search results, download
files, and add them to a briefcase.
Explore GridBank
As a GridBank user, you can access your datasets in a SharePoint site after the GridBank Integration has been
activated and you have been added to a SharePoint group by a site owner or an administrator. Configured MS
SharePoint application in the Management Console must also have been created before you start browsing
within your GridBank datasets in a SharePoint site. Once you log in to a SharePoint site with activated GridBank
Integration, you will be presented with the following view:
 Libraries - Stores all your libraries that you own in GridBank.

 Archives - Stores the archives that you own in GridBank.
 Repositories - Stores the repositories that you own in GridBank.
 Briefcases - Stores the briefcases that you own in GridBank.
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 Search Results - Stores your saved search results returned in GridBank Web Access and grouped in
datasets.
View the Content of a GridBank Dataset

Viewing the content of a GridBank dataset helps you to explore its files and find the information you are looking
for by opening a file or saving it.
To view the content of a GridBank dataset:
1. Click Explore GridBank web part.

2. Double-click a top-level folder to explore its content, e.g. Libraries.
3. Double-click a dataset name within the Libraries top-level folder to display its content.
Open a GridBank Dataset File

While in SharePoint, you can open a file of a GridBank dataset to view or edit its content, and then save it back.
Follow the below steps to open a file.
To open a file of a GridBank dataset:
1. Click Explore GridBank web part.

2. Double-click a top-level folder to explore its content, e.g. Libraries.
3. Double-click a dataset name within the Libraries top-level folder to display its content.
4. Click a file within the selected dataset and in the dialog that opens, select one of the following options:
 Read Only - You will only be able to view the content of the selected file without being able to edit it.
 Edit - You will be able to open the selected file and edit it.
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Note: All files archived in GridBank, will be displayed by the WebDAV protocol and will open the
file in its native application.
5. Select the option you wish to use and click OK to submit your selection.
If you wish to exit this dialog window without performing any of the suggested options, click Cancel.
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Search GridBank
Search GridBank web part option helps you to find quickly and easily the files you are searching for. The quick
search for files uses the keywords, entered by you, so that it returns results. The specified keywords are
checked in the files’ names, extension and content.
Perform a Quick Search

To perform a quick search for files ingested in GridBank from your SharePoint site, click Search GridBank web
part. This web part enables you to perform a quick search for files archived in GridBank to which you have
access. The search will return results that match the specified criteria, after searching in the name, extension
and the body of the files that are the scope of the search, e.g. files in your own datasets.
To search for files in Search GridBank web part:
1. Click the Search GridBank web part.

2. Enter the search term(s) into the search box. You can use any the following search formats together with
your search term although this is optional:
 Search by a String – The syntax of this search pattern is the following: keyword1 keyword2, as
returned search results will satisfy either the keyword1 or the keyword2, depending on which one of the
keywords is true. If both keywords are true, then the search will return results for both of them. For
example, if you type in the search field: net cost, the results returned will be either one or the other term
(net or cost), depending on which one is true. If both net and cost keywords exist in your files, then the
search will return all files that contain the keyword net and the files that contain the keyword cost. If both
partial keywords are true, then the search will return files that contain net cost as well.
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 Search Expressions –This search format uses search terms that are typed between double inverted
commas – “keyword1 keyword2”. For example, if you want to search for files containing information
about annual sales, you should simply type in the search field “annual sales” and GridBank search will
return all files containing the exact combination of the specified keywords.
 Group Expression – This is another search format that uses double inverted commas for separating
search keywords. The syntax of the group expression format is the following: “keyword1 keyword2”
keyword3. The search performed on the basis of the keywords between the double inverted commas
will return results that contain the exact combination of the specified keywords. Keywords that are not
within the double inverted commas will be treated as an alternative search condition. If the search
expression “keyword1 keyword2” is true and the alternative keyword3 is also true, then the search will
return results for both the expression “keyword1 keyword2” and the alternative search term keyword3.
For example, if you want to search for files, containing “direct costs” investments, the search will
return those containing the exact combination of the words “direct” and “costs” or the word
“investments”, depending on which one is true. If the expression direct costs exists and the word
investments also exists in your files, then the search will return all those that contain direct costs and all
that contain investments. If both direct costs and investments are true (exist in your files), then the
search will return files that contain the expression direct costs and files that contain the keyword
investments.
Note: GridBank Web Access Search does not satisfy search queries including any of the following
characters : "-", "/", "\", ",", ";", ":", "#", "[", "]", "!", "£", "$", "%", "^", "&", "(", ")", "+", "=", "{", "}",
"@", "'", "~", "?", "<", ">", "|", "`".
Note: In Quick Search mode, to speed up the search process, both manually entered and automatic
wildcards are not allowed.
3. Select where you wish to search.

 My Datasets – This option allows you to search for files in your own datasets.
 Global Catalog –This option allows you to search for files in the datasets of your Global Catalog. This
catalog contains datasets that have been shared with you in GridBank or for which you have Win access
control permissions and they are preserved in GridBank.
4. Click Search to start the search. The search results are displayed shortly.
14
Note: If you add a wildcard symbol in the search box, a message window prompts you to check your
search criteria. Click OK and change your criteria accordingly to continue the search.
Save Quick Search Results

After you perform a quick search, you can save your search results and access them later without the need to
perform the same search twice.
To save your file search results:
1. Perform a Quick Search in GridBank Search web part. See the Perform a Quick Search section for more
information on the Quick Search option.
2. In the display panel, under returned search results, click Save Results.
3. In the Dataset Name dialog, do the following:
 Name - Specify a name for the archive that will be created for the file search results. The allowed number
of characters for the name is from 1 to 100 inclusive. The name cannot contain only numerical
characters. The following characters are not accepted as well: " < > | : ? * \ /. The field is mandatory.
 Create search results archive managed by legal hold (optional) - Check this option if you want these
search results to be retained from deletion.
4. Click OK to create the archive.
5. Click OK on the message dialog. Wait until the message window, showing the progress, closes.
More information about the GridBank Web Access quick search option you can find in GridBank Web
Access 4.1User Manual.
15
View File Information of a Quick Search Result

Once you perform a quick search, you can see the information about each file returned as a search result.
To view information of a file result from a quick search:
2. In the display panel, next to the file you wish to explore, click the icon. A new window opens, giving you
detailed information about the file.
The information provided in this window helps you to identify file name, creation and ingestion data, file
owner, dataset to which the file belongs to, etc.
Download a File of a Quick Search Result

After a quick search is performed, you can download your selected results to a desired directory.
To download a result from a quick search:
2. In the display panel, next to the file you wish to download, click the Download icon.
3. In the dialog that appears, click the arrow next to Save, and then click Save as.
Note: Depending on the browser and the browser settings used, the pop-up window may have
different appearance.
4. Select a folder where to download your file.

5. Click Open to open the selected folder.
16
6. Click Save to save your file to the selected folder.
Add Files of a Quick Search Result to a Briefc

After you perform a quick search and have a list of search result items, there is an option to save either all of
them or just selected ones to a briefcase.
To add all or selected search result items to briefcase:
2. In the Search Results table, do any of the following:
 Above the returned search results, click the Add all items to briefcase icon. All returned search
results will be added to a briefcase.
 Next to the files you wish to add to a briefcase, tick the corresponding checkboxes, and then click the
Add checked items to briefcase icon above the returned search results. Only these selected files
will be added to a briefcase.
3. In the Select Briefcase dialog, do any of the following:
 Select the briefcase you wish to add the file to.
 Create a new briefcase to add a file to.
4. Wait until a message dialog appears. Click OK on the message, informing you that the item was
successfully added to the selected briefcase.
17
3. Use GridBank Archive

Options
This chapter describes how to use GridBank options - Archive on Creation, Manual
Archiving, and Retrieving in a SharePoint site.
Section Page
Introduction to GridBank Archive Options 19

Archive a File on Creation 19
Archive a File Manually 20
Retrieve an Archived in GridBank File 21
18
Introduction to GridBank Archive Options

GridBank archive options allow you to archive files from a configured SharePoint site to GridBank or retrieve
them back to the site. To use GridBank options for archiving and retrieving files, their settings must be
configured for the SharePoint site or the site collection. These configurations can be performed on a site level by
a site owner or an administrator of the site collection.
Available GridBank Archive Options are as follows:

 Archive on Creation - This option allows you to automatically archive the newly created or uploaded files
immediately after they are created or uploaded in the SharePoint site. Each file archived in GridBank will be
substituted with a link in the SharePoint site. This file will still be accessible from the SharePoint site by this
Internet shortcut that displays the file from its GridBank location through the WebDAV protocol.
 Manual Archiving - This option allows you to manually archive selected SharePoint files in GridBank. In
other words, you can select a file in the SharePoint site and choose from the context menu the GridBank
Manual Archive option. As a result, the selected SharePoint file will be archived in GridBank, and an Internet
shortcut will be left in its place. You will still be able to access archived in GridBank file from the SharePoint
site by clicking on this shortcut. The archived in GridBank file will be displayed in the SharePoint site by the
WebDAV protocol.
 Retrieving - This option enables you to retrieve archived in GridBank files back to the SharePoint at any
time. As a result, this file will be removed from its GridBank dataset and it will be only available in the
SharePoint site.
Note: Check your current GridBank Archive options with the site owner, or the site administrator.
Archive a File on Creation

GridBank Archive on Creation option enables SharePoint files to be archived in GridBank immediately after they
are created in the SharePoint site.
To archive a file on creation:
1. Open the SharePoint site on which GridBank Integration is activated, and then log in with your user
credentials.
2. On the left-side navigation, click Documents, and then create or upload a file.
If the site owner or the administrator has enabled in GridBank Settings the Archive on Creation option,
then when you upload a file to the SharePoint site, it will be immediately archived in GridBank. An Internet
shortcut (.url) will be left in the place of the original file in the SharePoint site. This shortcut will display the
archived in GridBank file trough the WebDAV protocol. Files archived immediately after they were created
will be stored in the SharePoint application library in GridBank: ArchiveonCreationLibrary.
19
Archive a File Manually

GridBank Manual Archiving option for SharePoint enables users to manually archive selected SharePoint files
in GridBank. SharePoint files are only archived in GridBank if Manual Archiving is enabled on a site level by the
site owner or an administrator of the site collection.
To archive a file manually:
1. Open the SharePoint site with activated GridBank Integration, and then log in with your user credentials.
2. Next to a SharePoint file that you wish to archive in GridBank, e.g. a file from Documents library, click the
icon.
3. In the dialog that appears, click the icon and from the context menu, select Archive to GridBank.
See the following picture.
The file is immediately archived in GridBank. An Internet shortcut (.url) will be left on the place of the original
file in the SharePoint site. This shortcut will display the archived in GridBank file through the WebDAV
protocol. The archived file in GridBank will appear in the SharePoint application library WebManualLibrary.
20
Retrieve an Archived in GridBank File

GridBank Retrieving in SharePoint enables you to manually retrieve selected SharePoint files from GridBank.
SharePoint files are only retrieved from GridBank if the Administrator has enabled the Retrieving option on a site
level in GridBank Settings.
To retrieve an archived in GridBank file:
1. Open the SharePoint site with activated GridBank Integration, and then log in with your user credentials.
Users who will be able to use GridBank options for SharePoint and web parts need to be added to the
SharePoint site with activated GridBank Integration.
2. Next to a file that has been archived in GridBank, e.g. a file from the Documents library, click the icon.
3. In the dialog that appears, click the icon and from the context menu, select Retrieve from GridBank.
The selected SharePoint file will now be retrieved from GridBank, which means that this file will be removed
from its GridBank dataset and will be only available in the SharePoint site.
21
Appendix A: Glossary
Archive
GridBank archives are datasets that cannot be deleted except by administrators and policy management.
Archive use cases include retention for governance and regulatory requirements, reference Information stores,
legal hold, e-discovery and records management.
Briefcase
Briefcases in GridBank are used to keep files and emails from different datasets, mailbox and PST archives in
one place. Files and emails in briefcases can be added, deleted, open and saved.
Library
A library dataset contains files that user has saved to GridBank. Libraries are the equivalent of snapshots and
are static datasets that can be dynamically managed by users and applications. Library use cases include
snapshots of source data, application data in time such as video surveillance, document management system
snapshots, CMS (content management portals) and departmental intranets. Individual data items can be
deleted, but cannot be modified. Libraries are viewed as a dataset, which is a snapshot in time from a source.
Repository
Repositories are working datasets that can be deleted and managed by users, sources and applications.
Individual items can be deleted in repositories. The size of a repository changes over time. Repositories can be
accessed many times and individual items within repositories can be modified or deleted.
Search Results
Search results datasets comprise all search results that you save in GridBank Web Access. Each search result
represents a folder with a list of result items, returned by the search engine in response to your keyword query.
All items include a title, which is a reference to the full file version.
WebDAV
A set of methods based on the Hypertext Transfer Protocol (HTTP) that facilitates collaboration between users
in editing and managing documents and files stored on World Wide Web servers. WebDAV provides a
framework for users to create, change and move documents on a server (typically a web server or "web
share").
22
Index
A M
Add Files of a Quick Search Result to a Briefcase ............. 17 Manual Archiving ......................................................... 19, 20
Archive on Creation............................................................ 19
O
D
Open a GridBank Dataset File ........................................... 11
Download a File of a Quick Search Result......................... 16
P
E
Preform a Quick Search ..................................................... 13
Explore GridBank................................................................ 10
R
I
Retrieve an Archived in GridBank File ........................ 19, 21
Important Notes................................................................... 8
S
Introduction to GridBank Archive Options ....................... 19
Introduction to GridBank for SharePoint ............................ 7 Save Quick Search Results ................................................. 15
Introduction to GridBank Web Parts................................. 10 Search GridBank ................................................................ 13
Software Requirements ...................................................... 7
K
V
Key Benefits of GridBank for SharePoint ............................ 7
View File Information of a Quick Search Result ............... 16
View the Content of a GridBank Dataset ......................... 11
23

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Revision 4.1.1 January 2016 Created by AS

This chapter provides an overview of the user manual.

“GridBank 4.1 Web Access User Manual”

1. Introduction to GridBank Introduces GridBank for SharePoint and its key

2. Use GridBank Web Parts Provides comprehensive information on how to use

3. Use GridBank Archive Describes how to use GridBank options: Archive on

Appendix A: Glossary Provides a glossary of terms and abbreviations related to

Index Provides an alphabetical list with specific information and

Bold Names of applications, wizard screens, buttons, field

Italic Book, white paper and published vendor papers.

Bold, italic, underlined Chapter or section name cross-reference.

GWA GridBank Web Access

GridBank GridBank Data Management Platform

GridBank FAN GridBank File Area Network

1. INTRODUCTION TO GRIDBANK FOR SHAREPOINT ..................................................................................................................6

INTRODUCTION TO GRIDBANK FOR SHAREPOINT ........................................................................................................................................ 7

2. USE GRIDBANK WEB PARTS .....................................................................................................................................................9

INTRODUCTION TO GRIDBANK WEB PARTS.............................................................................................................................................. 10

3. USE GRIDBANK ARCHIVE OPTIONS ........................................................................................................................................18

INTRODUCTION TO GRIDBANK ARCHIVE OPTIONS ..................................................................................................................................... 19

APPENDIX A: GLOSSARY ............................................................................................................................................................22

This page is intentionally left blank.

Introduction to GridBank for SharePoint 7

Key Benefits of GridBank for SharePoint 7

Introduction to GridBank for SharePoint

Key Benefits of GridBank for SharePoint

2. Use GridBank Web

Introduction to GridBank Web Parts 10

View the Content of a GridBank Dataset 11

Open a GridBank Dataset File 11

Perform a Quick Search 13

Save Quick Search Results 15

View File Information of a Quick Search Result 16

Download a File of a Quick Search Result 16

Add Files of a Quick Search Result to a Briefcase 17

Introduction to GridBank Web Parts

 Libraries - Stores all your libraries that you own in GridBank.

View the Content of a GridBank Dataset

To view the content of a GridBank dataset:

1. Click Explore GridBank web part.

Open a GridBank Dataset File

To open a file of a GridBank dataset:

1. Click Explore GridBank web part.

Perform a Quick Search

To search for files in Search GridBank web part:

1. Click the Search GridBank web part.

3. Select where you wish to search.

Save Quick Search Results

To save your file search results:

View File Information of a Quick Search Result

To view information of a file result from a quick search:

Download a File of a Quick Search Result

To download a result from a quick search:

4. Select a folder where to download your file.

6. Click Save to save your file to the selected folder.

Add Files of a Quick Search Result to a Briefc

To add all or selected search result items to briefcase:

3. Use GridBank Archive

Introduction to GridBank Archive Options 19

Archive a File Manually 20