Add an export definition

1. From Marketing and Communications, select Export definitions. The Export Definitions page appears.

2. On the action bar, select Add and select the export definition type. The New Export Definition screen appears.

   Under Browse for fields in, you can view the types of fields available to output for marketing efforts. You can expand a node to drill-down to a specific group of fields.

   The middle pane lists the Fields and System Fields for the selected group.

   Tip: To quickly search for a field, enter the field name in Find field and press Enter on your keyboard. Applicable fields display in the middle pane. Use your arrow keys to browse through the list. If you select a group and select Search up, the search applies to only fields in the selected node.

3. To specify output fields for the export, select them in the middle pane and drag them into the Selected Fields pane. Selected fields correspond to the information you want to see in the export. These fields appear as column headings in the export output. You can rename the column headings if necessary. You must specify at least one output field.

   When you select a one-to-many field, the Criteria screen appears. For more information about how to set criteria for a one-to-many field, seeExport Definitions Criteria.

4. Select the Column order tab. From this tab, you can reorder and rename column headings for the export file. Column headings identity the type of system field included in the column.

   • To reorder the column names, use the up and down arrows.

   • To change the column header name, select the field name and select Change column header. Enter a new name in the field. If you do not change the column name, the column header uses the system field name. For example, <DIRECTMARKETINGEFFORTEXPORT_SOURCECODE>.

5. Select the Set sort order for rows tab. From this tab you can specify a sort order for the export. The sort order helps ensure that mail merge documents, such as envelopes or labels, are in the necessary order.

   • To add a sort field, double-select or drag and drop a field to the Sort records by box.

   • To change the sort order, select a field and select the up or down arrow.

   • To reverse the sort order within a column, select the Sort Ascending or Sort Descending button.

6. Select the Set save options tab.

7. Enter a name and description for the export definition.

8. If your organization uses sites, in the Sites field, select which site to associate with the export definition.

9. To make this definition available for constituent letter templates, select Allow definition to be used by other areas of the application.

10. To use the field name as the column header for one-to-one fields, select Use field names for one to one column headers. For example, with this option selected, the column header for Source code is SOURCECODE. If you do not select this option, the program uses the longer, less "friendly" system field name <DIRECTMARKETINGEFFORTEXPORT_SOURCECODE>.

11. To use a shortened version of the system field name as the column header, select Use short column headers. For example, DirMktEffExp_SOURCECODE.

    Note: If you select both options, the column header for one-to-one fields is the friendly field name and the column header for one-to-many fields is the shortened system field name. If you entered a custom name for a field on the Column order tab, the column header uses the custom name in some manner no matter which options you select. For example, if you select Use short column headers, the column header for a custom field name is DirMktEffExp_Custom Field Name.

12. Select Save. You return to the Export Definitions page.