__TOC__
=File Export=
[[Image:ReportExport.PNG]]
* '''Export Format''' - a dropdown list of different file format you can export the report to.
* '''Folder Type''' - can be exported to either a [[SmartFolders_Overview|SmartFolder]] or a [[SmartFolders_Overview#Configuration_-_Advanced|Configuration Folder]]
* '''Folder''' - choose the subfolder where you want to export the file to.
* '''Data Position''' - determines the starting position of your list view results (the "data").
* '''Meta Data Position''' - determines the starting position of the report criteria (the "metadata"). If your report does not utilize [wiki/Criteria criteria], the Meta Data will be blank.
* '''Export File Name''' - set a filename that is applied when the report is exported. If left empty then the default name for exported file is "Book".
<pre>
Note: The syntax for both the "Data Position" and "Meta Data Position" fields is ''worksheet'';''column'';''row''
The default setting is 0;0;0 for both fields. This means that your list view results will be exported, with the topmost, leftmost value appearing in the first worksheet, in cell A1.
The numbering begins at zero, so the first worksheet, first column or first row would be referenced with a 0, as opposed to 1.<br /> Therefore, if you wanted either the list view results or the metadata to be placed in the<br /> third worksheet of your Excel file, starting in cell B4, you would enter ''2;1;3''<br /> The syntax for the first worksheet, cell A1 would be ''0;0;0''
</pre>
==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.
'''Note:''' If the report has sub reports attached then you must set up the Custom Export settings for each of the sub report attached.
==Export to XML==
==Export to XML==
If you change the '''File extension''' to '''xml''', then the report will construct an XML document from the report results.
<details>{BREAK}
</pre>
2. In the '''Detail''' section add the child elements, in the sample below the child is ''employee'' with subchildren ''firstname'', ''lastname'', ''salary'' and ''startdate''.
* 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 '''The Custom Export''' tab (formerly Advanced Export Settings)settings allows users to configure the information they wish to export from SmartSimple to external applications such as MS Word, MS Excel or Quickbooks.
The '''Custom Export''' window is displayed. [[Image:Reps200.png|800px]]
This window consists of the following settings:
** '''SUM''' - sum of a column in the report. '''''@SUM('''''column_name''''')@ '''''
<!--56482 - Ability to Sum and Count in report custom export header-->
* Please refer to '''[[Exporting Reports with Total Group By]]''' when exporting reports when [[Using Total Group Options in Report Builder]]
==Using Custom Export to export in 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.
=Export to SmartFolder or SFTP=A report can now be automated to [[Image:Advanced export to a SmartFolder or an external SFTP sitesettings3. 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-->png|thumb|none|900px]]
From the report configuration, go to The '''FILE EXPORTFile''' tab and under '''Scheduled Export''', configure desired settings:is opened in MS-Excel.
[[FileImage:ScheduledExportExcel report.PNG|800pxpng]]
* '''=Export Type '''- specify the type of export for the scheduled to SmartFolder or SFTP=A report can now be automated to exportas report as per schedule on a daily, weekly, or monthly basis to a SmartFolder or an external SFTP site.
: ''Options:'':* File Export - export file based on settings from Go to [[wiki/Exporting_Reports '''File Scheduled Report 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 on how to an autoloader.'''At (Start Date)''' - specify time for the configure 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 exportreport exports.:*
===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 <!--54913 - for instance, the setting that allows you Ability to select a template from a store report export to specified 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 <!--67965 - Extend 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 availablereport export to custom template-->
*
==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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