Running Data Exports
The Data Export tool is designed to display reports to you in a data rich format, meaning that it often is opened in Excel and offers none of the PDF like qualities of the system reports. This can sometimes be quite a powerful tool, especially if you want to look at in depth statistics and be able to manipulate figures.
It is possible to build your own data exports, but typically those you produce will have already been created for you by a consultant or a member of the Support Team. This article shows the basics of running a Data Export which has already been created for you.
- Ensure you have to correct permissions to access the Data Export area of the system with you login
- Navigate to Settings > Data Export
- Use the dropdown at the top of the screen to select the name of the export you want to run. The name of the export is set by the user in the creation process
- Exports can be built with a number of Filter options such as Date, or Group for which to show data between. Fill in the desired Filter options.
- Use the ‘…’ button beside the Save location bar to allow you to select where you wish to save the exported file to
- Ensure that you use the File Type dropdown in the Save Properties box and select .CSV if you want to be able to open the file with Excel.
- Using a text file will create a file to opened in Notepad (or similar). The same information will be displayed by separated with commas instead of in columns like Excel
- Once the desired Filters and Save location have been set, click Run in the bottom right of the screen to perform the export
- Text on the screen will inform you if the export has performed successfully
Note: A common cause of failed exports is the inability to write to the chosen file Save location. Ensure you have correct access permissions and that the file is not already open
Template Options - Once a template is selected with the dropdown bar at the top of the screen, the lower left button Template Options allows you to do the following things:
Create – Begin creation of an export template from scratch
Delete – Permanently remove the template
Properties – See and amend the configuration of a template
Install from file – Install a template from an external XML file
Save to file – Save a template to and external XML file