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Exporting Reports

3,551 bytes removed, 21:40, 13 February 2020
→‎Export to SmartFolder or SFTP
__TOC__
 
 
=Overview=
{{SeqReportPageHeader}}
==Custom File Export Configuration==* Click the '''Custom Export''' tab (formerly Advanced Export Settings). The '''Custom Export''' window is displayed. [[Image:Reps200.png]] This window consists of the following settings: * '''Header''' - Static or variables that you need to display at the top of the export file.* '''Fields''' - A list of fields taken from the report that is being used to create the report. In addition, you can select two special settings – {tab} – used to add a tab character to the specification and {break} – used to add a line feed to the specification.* '''Detail''' - You construct the actual record layout for the specification in this area. This section can consist of multiple lines.* '''Footer''' - Static or variables that you need to display at the bottom of the export file.* '''File Extension''' - The extension that you wish to associate with the export specifications. By setting this value to any valid Windows file extension, the appropriate [[Application|application]] will be launched when the data is exported.  Other settings: * '''Delimiter''' - tab character ('''''{TAB}'''''), comma, semi-colon, colon* '''Line breaks''' - use either a UNIX line break ('''''{LINEFEED}''''')  or a Windows line break ('''''{BREAK}''''')<!--56598 - Create custom export with UNIX breaks-->* '''Aggregate Functions in Header or Footer'''** '''COUNT''' - count the total rows per report. '''''@COUNT('''''column_name''''')@'''''** '''SUM''' - sum of a column in the report. '''''@SUM('''''column_name''''')@ '''''<!--56482 - Ability to Sum and Count in report custom export header--> 
==File Extension==
By setting A report can be exported into a flat file with the following file extension, you define which program on your computer should be used to process the exported report data. Some common extensions that are useful for exporting data are:
* '''txt''' – Windows Notepad.
* '''csv''' - Comma Separated Values.
* '''xml''' - Extensible Markup Language (can be opened in Notepad).
 
1. Set the '''Extension''' to '''txt'''.
7. Close the '''Notepad''' [[Application|application]].
 
==Export to Excel==
If you change the extension to '''xls''', then the file will be opened with MS-Excel.
 
1. Click the '''Reports''' tab.
 
2. Click the '''Edit''' button for the '''Employee List''' report.
 
3. Click the''' Custom Export''' tab.<br />
[[image:Advanced export settings.png]]
 
You can specify the layout of the report to be exported in the next screen
 
[[image:Advanced export settings2.png]]
 
'''Header''' section : you specify the column headings for your report to be exported.
 
'''Fields''' drop down : gives a list of variables that correspond to the fields selected in the report through report builder.
 
'''Details''' section : you specify the fields for the report to be exported. The fields that you select will be displayed right to left in exported report so select the field for the last column first.
 
4. Change the '''Extension''' to '''XLS''' or '''CSV'''.
 
5. Save the '''Layout'''.
 
6. Return to the '''Report''' list and click the '''Export''' button.
 
[[Image:Advanced export settings3.png|thumb|none|900px]]
 
 
The '''File''' is opened in MS-Excel.
 
[[Image:Excel report.png]]
 
'''IMPORTANT:''' In order to support '''special characters''' such as French accented letters, euro symbols etc [[SmartSimple]] uses UTF-8 encoding. When opening exported files Microsoft Excel always imports using ASCII, so special characters do not appear correctly. This is a flaw with Excel. In order to export data containing special characters to Excel use one of the procedures outlined on the [[Exporting Reports with Special Characters to Excel]] article.
1. In the '''Header''' section enter the XML declaration and open the root element, ''details'':
<pre><!--?xml version="1.0" encoding="ISO-8859-1"?-->{BREAK}<details>{BREAK}
</pre>
 
 
<details>{BREAK} </details>
 
 
The {TAB}s and {BREAK}s will give the XML document proper indentation:
<pre>{TAB}<employee>{BREAK}{TAB}{TAB}<firstname>@Users - First name@</firstname>{BREAK}{TAB}{TAB}<lastname>@Users - Last name@</lastname>{BREAK}{TAB}{TAB}<salary>@Users - Salary@</salary>{BREAK}{TAB}{TAB}<startdate>@Users - Start Date@</startdate>{BREAK}{TAB}</employee>{BREAK}
</pre>
3. In the '''Footer''' section, close the root element:
<pre> </details> </pre>
4. The Export XML document opened in Notepad:
<pre>
<?xml version="1.0" encoding="ISO-8859-1"?>
<details>
<employee>
<firstname>Peter</firstname>
<lastname>Jahl</lastname>
<salary>25000</salary>
<startdate>11/05/2003</startdate>
</employee>
<employee>
<firstname>Herry</firstname>
<lastname>Lee</lastname>
<salary>55000</salary>
<startdate>27/02/2005</startdate>
</employee>
<employee>
<firstname>Peter</firstname>
<lastname>Manlee</lastname>
<salary>75000</salary>
<startdate>12/05/2001</startdate>
</employee>
</details>
</pre>
==Exporting with Subreports==
In order to export a report that contains subreports or merged reports you must define the Advanced Export Settings for the subreports, as well as the main report.
<!--54913 - Ability to store report export to specified SmartFolder-->
<!--67965 - Extend schedule report export to custom template-->
'''Example:'''
* The following would export a report and subreport in Comma Separated Values format (CSV):
<pre>
@Companies/Accounts - Company name@,
@Companies/Accounts - Address 1@,
@Companies/Accounts - City@,
@Companies/Accounts - State@,
@Companies/Accounts - Company ID@,
@subreport_0@
{BREAK}
</pre>
=Custom Export=
* Click the '''Custom Export''' tab (formerly Advanced Export Settings).
The '''Custom Export''' window is displayed.
<details> Peter Jahl 25000 11/05/2003 Herry Lee 55000 27/02/2005 Peter Manlee 75000 12/05/2001 </details>[[Image:Reps200.png]]
This window consists of the following settings:
* '''Header''' - Static or variables that you need to display at the top of the export file.
* '''Fields''' - A list of fields taken from the report that is being used to create the report. In addition, you can select two special settings – {tab} – used to add a tab character to the specification and {break} – used to add a line feed to the specification.
* '''Detail''' - You construct the actual record layout for the specification in this area. This section can consist of multiple lines.
* '''Footer''' - Static or variables that you need to display at the bottom of the export file.
* '''File Extension''' - The extension that you wish to associate with the export specifications. By setting this value to any valid Windows file extension, the appropriate [[Application|application]] will be launched when the data is exported.
Other settings:
* '''Delimiter''' - tab character ('''''{TAB}'''''), comma, semi-colon, colon
* '''Line breaks''' - use either a UNIX line break ('''''{LINEFEED}''''')  or a Windows line break ('''''{BREAK}''''')
<!--56598 - Create custom export with UNIX breaks-->
* '''Aggregate Functions in Header or Footer'''
** '''COUNT''' - count the total rows per report. '''''@COUNT('''''column_name''''')@'''''
** '''SUM''' - sum of a column in the report. '''''@SUM('''''column_name''''')@ '''''
<!--56482 - Ability to Sum and Count in report custom export header-->
=Export to SmartFolder or SFTP=
A report can now be automated to export as report as per schedule on a daily, weekly, or monthly basis to a SmartFolder or an external SFTP site.
Go to  [[Scheduled Report Export]] on how to configure scheduled report exports.
 
==Exporting with Subreports==
In order to export a report that contains subreports or merged reports you must define the Advanced Export Settings for the subreports, as well as the main report.
<!--54913 - Ability to store report export to specified SmartFolder-->
<!--67965 - Extend schedule report export to custom template-->
'''Example:'''
 
* The following would export a report and subreport in Comma Separated Values format (CSV):
 
@Companies/Accounts - Company name@,
@Companies/Accounts - Address 1@,
@Companies/Accounts - City@,
@Companies/Accounts - State@,
@Companies/Accounts - Company ID@,
@subreport_0@
{BREAK}
 
 
==Export to SmartFolder or SFTP==
A report can now be automated to export to a SmartFolder or an external SFTP site. You can now schedule a recurring task on a daily, weekly, or monthly basis to automatically run a report and export the contents.
The file will be exported based the normal ''File Export''' and no option for '''Custom Export'''  is currently available.
<!--54913 - Ability to store report export to specified SmartFolder-->
<!--67965 - Extend schedule report export to custom template-->
  
'''See Also'''
From the report configuration, go to '''FILE EXPORT''' tab and under '''Scheduled Export''', configure desired settings: [[File:ScheduledExport.PNG|800px]] * '''Export Type '''- specify the type of export for the scheduled export : ''Options:'':* File Export - export file based on settings from [wiki/Exporting_Reports '''File Export'''] tab:* Custom Export - export file based on settings from [wiki/Custom_Export '''Custom Export''']* '''Frequency''' - choose the frequency of the export:* Disabled:* Daily :* Weekly:* Monthly:* Quarterly:* Yearly:* On Demand - used when report is linked to an autoloader.* '''At (Start Date)''' - specify time for the scheduled export* '''Starting''' - specify the start date for the scheduled export* '''Export To''' - select where to export the file:* '''SFTP''':** '''URL''' - enter the url of the sftp site:** '''Username''' - username to allow access to the sftp:** '''Password''' - password to allow access to the sftp:** '''Path''' - sftp folder location where the files will be pushed i.e. ''/in'' or ''/out'':* '''Configuration Folder''':* '''SmartFolder''':** '''SmartFolder''' - select the SmartFolder where the files will be pushed* '''Update Status After Export''' - status of the records will changed to the selected status after export.* '''Trigger Workflow After Export''' - workflow selected will be triggered to all records after export.* '''Export File Name''' - file name of the file can be specified including stamp date. It is recommended to append a timestamp. To stamp the date, use [YYYY],[YY],[MM],[DD],[HH],[mm]. i.e. MyExportedReport_[YYYY]-[MM]-[DD]* '''Last Exported''' - date and time of the last export.===Examples===:* Export Every Monday of the week @ 0900::Choose a future date that falls on a Monday for the '''Start Date''', '''Weekly''' for the '''Frequency''' and select the '''Time of Export''' dropdown list.:* Export Every 15th of the month::Choose '''15th''' (future date) for the '''Start Date''' and '''Monthly''' for the '''Frequency''' and select the '''Time of Export''' dropdown list. ===Troubleshooting=== :* This won't work for reports that have any criteria, or reports with any other variables that require a user session or user input - for instance, the setting that allows you to select a template from a SmartFolder before exporting. Reports violating these will either not be exported, or have no data when exported, or maybe some other unpredictable result.:* To reset/change the schedule, '''Disabled''' the '''Frequency''' then save it. This will delete the current setting configurations from the database. Then, enter new schedule settings and save.:* No option for '''Custom Export'''  is currently available ==See Also==* [[Exporting List View Results to Microsoft Excel]]:** [[Report Variables]]:** [[Exporting Reports with Special Characters to Excel]]:** [[Exporting Multiple Lines Text Fields to HTML]]:** [[Using ReportProperty with a Word Merge Document]] 
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Lalaine Songalia
Smartstaff
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