ZBDocuments.exe is a tool that allows stand-alone access to the content of the Documents database.

A second tool (DocExtract.exe) is used for extracting the full content of the Documents database to a file named ZBDocuments.docarchive. This archive file can be sent together with the ZBDocuments.exe to anybody who needs access to the documents in the Documents database without having and needing access to the ZeeBORN system.

## Extended Features

While the ZBDocuments tool is intended as a pure reading tool, pressing the key combination `Ctrl`+`Shift`+`F12` enables the extended menu `More Tools`.

The `More Tools` menu contains the following functions:

| | | {class="compact"}
|---|---|
|Delete|Deletes the current selected document or folder, including all sub-folders and documents in sub-folders.<br>Instead of using the menu entry, also the `Del` key can be used.|
|Optimize|Especially after deleting huge parts of the archive content, the `Optimize` function reduces the size of the .docarchive file|

## Preparing a documentation for publishing

1. Run the DocExtract tool for creating the initial .docarchive file
2. Run ZBDocuments
3. Press `Ctrl`+`Shift`+`F12` for enabling the additional editing features.
4. Delete all folders and documents you don't want to publish.
5. Use the `Optimize` function in `more tools` menu for reducing the size of the .docarchive file.
5. Optional: Set an expiry date with the `Lock` function (see [Setting an Expiry Date](#setting-an-expiry-date))
6. Send the .docarchive file together with the ZBDocuments.exe.

## Setting an Expiry Date

If the content of the documentation shall be accessible only for a limited time, you can use the `Lock` function in the `more tools` menu. With the `lock` function you can set the expiry date of the documentation.

!!!WARNING Please consider creating a backup of the documents archive before setting the expiry date.
!!!

As soon as an expiry date is set, the document archive can no longer be edited via the `more tools` menu. If the expiry date is reached, the archive can no longer be opened.

!!!INFO
This tool or feature is not part of the standard installation package.  
Please contact [Support](/support.md) for further assistance with download and implementation.
!!!

*[PO]: Purchase Order  
*[AZA]: local folder
*[(PO]: Purchase Order  
*[RQ]: Requisition  
*[(RQ]: Requisition  
*[RfQ]: Request for Quotation  
*[(RfQ]: Request for Quotation  
*[SO]: Service Order  
*[(SO]: Service Order  
*[SQ]: Service Requisition  
*[(SQ]: Service Requisition  
*[SRfQ]: Service Request for Quotation  
*[OoB]: Open on Board  
*[(OoB]: Open on Board 
*[ART]: Average Running Time (operation hours per day) 
*[MC]: Master Contract
*[ADS]: Advantage Database Server (database engine used in previous versions of the ZeeBORN software)
*[.replic]: file extension for replication files (aka data transfer files)