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.

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

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

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

4. To restrict use of the process to a specific site at your organization, in the Site field, select the site to use the process. For information about sites, refer to Sites and Site Security.

5. In the Export type field, select whether to export the output of an ad-hoc query or a smart query instance. You can also specify a selection of records to use in combination with an 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. If you select this option, the Ad-hoc query field appears.

   • A smart query is a tool that enables you to use a previously defined query, known as a definition, to generate an instance of the results for parameters you specify. They are typically created to perform complex calculations that use business logic. The program includes a number of default definitions, but users who are familiar with the organization's data model can use ad-hoc query within the program to create them. Also, Infinity SDK software developers can create them and add them to your database. If you select this option, the Smart query instance field appears.

     Note: For information about ad-hoc queries and smart query instances, refer to Query.

   • An export definition is a tool you use to specify the fields, but not the records, to include in an 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. For information about export definitions, refer to Export Definitions. If you select this option, the Selection and Export definition fields appear.

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

7. Select Save. You return to the Exports page.