Add Export Processes

The export process helps you extract data from the program to use in other applications. For example, you may want to export data to send to a mailing house to update addresses. Once you create an export process, you can edit and reuse it as you update your data. When you add an export process, you assign it a name and description and specify the records to export.  You can export the output from ad-hoc or smart queries, or a selection of records. When you export a selection, you also identify an export definition so the program knows the output fields to include in the file.

Click to expand dropdownHow to Add an Export Process

  1. From Administration, select Export. The Exports page appears.

  2. On the action bar of the Exports grid, click Add. The Add export process screen appears.

  3. Enter a unique name and description to help identify the export process.

  4. In the Export type field, select whether to export the output of an ad-hoc query or export definition.

    • An Ad-hoc query can include numerous output fields and enables you to browse through a specific set of records. If you select this option, the Ad-hoc query field appears.

    • An export definition defines fields to export. When you use this export type, you select a query to export. The export outputs data from the query based on the definition. For information about export definitions, refer to Export Definitions. If you select this option, the Selection and Export definition fields appear

  5. In the field or fields that appear, select the query or selection and export definition to use.

  6. Click Save. You return to the Exports page.

Screen Item

Description

Name

Enter a unique name to help identify the export process. For example, for an export of constituents who are married, enter “Married constituents”. You can enter up to 100 characters in this field.

Description

Enter a more detailed description of what data is included in the export. For example, “All constituents with a Marital status of Married”. You can enter up to 255 characters in this field.

Export type

Select whether to export the output of an ad-hoc query or export definition.

An ad-hoc query is a tool that enables you to select, group, and list records that meet a set of conditions you define. It provides access to all of your data and helps you answer specific organizational questions.

An export definition defines the fields to export. When you use this export type, you first specify a selection of records to export and then the export definition to determine the fields to include in the output.

Ad-hoc query

If, in the Export type field, you select “Ad-hoc query,” this field appears. Click the magnifying glass and use the Ad-hoc Query Search screen to search for the query to use. If necessary, you can add the query from the Ad-hoc Query Search screen.

To update the selected ad-hoc query, click Edit query. The Query screen appears so you can update the query as necessary.

Selection

If, in the Export type field, you select "Export definition, " this field appears. Click the magnifying glass and use the Selection Search screen to search for a selection to export.

Export definition

If, in the Export type field, you select "Export definition," this field appears. After you specify the selection to export, click the magnifying glass and use the Export Definition Search Form to search for the export definition to determine the fields to use in the output for the selection of records you specified.

To update the selected export definition, click Edit export definition. The Query screen appears so you can update the definition as necessary.

 

 

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