IMMS offers an immense amount of information to Users. Earlier in this guide we discussed ways that Users can select and shape that information to be more useful through Using Saved Views and Configuring Grid Views. Through each, the User defines which specific records are displayed in the IMMS viewing pane. While it is useful to access these records in the application, sometimes there is reason to export those selected data records from IMMS into an external format. For example, a client may request monthly Case handling reports or a service manager may export weekly Timecard Summary reports for his/her team. For purposes like these, IMMS offers the Export All feature.
The Export All feature can be initiated according to a User-specified schedule or simply on demand, as discussed in detail below.
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Identifying Data Records for Export
The IMMS data export functionality closely integrates with standard views that present data in tabular format (e.g., All Cases, Issue Monitor, All Work Tickets, etc.) and provides an intuitive ability to export the data presented in the view. Therefore, one of the easiest ways to identify the records to be exported is to start by opening the standard view appropriate for the desired data records and use the view capabilities to select the records and the record fields to be export. Specifically, you may employ one or a combination of the following to identify and configure the records:
- Loading a Saved View. Users often save a custom view configuration to meet their unique operational requirements. Sometimes, these Saved Views will align with the data export requirements. In that case, the export can be scheduled from that Saved View. For more information on Saved Views, see Using Saved Views.
- Manually selecting and rearranging columns and sorting the records. Most IMMS views provide the ability to add/remove the data columns to be displayed and to choose the order of the columns, as discussed in Configuring Grid Views.
- Applying filters to refine the records by eliminating those that do not match your filtered criteria. For more information on filters, see Using Filters.
Data Export Using the Default Layout
Once you have narrowed the displayed records down to those to be extracted, you can initiate the data export. To do this:
- Click the Export All button at the top of the view grid
- Select one of the desired export file formats, CSV or MS Excel, from the drop-down menu.
Upon selecting the export file type, you will next indicate when you wish to perform your data export. Select Now.
Click the Create button to perform the export immediately.
The export file will be downloaded to your default download folder.
Note: When using the default layout ("As Shown"), the records and columns included in the export, as well as the order of the records, will match records, columns, and the order displayed in the grid view. No custom formatting will be applied in the exported file.
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You may notice a third file type, the Import Friendly (CSV), listed in the Export All drop-down menu. This file type is intended to support bulk-data import templates when exporting records for update. This scenario is discussed below in the Exporting for Update section. |
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The exported CSV file will include export information at the top, followed by data columns/fields for the exported records. Please note that the export information (the top seven rows) must be deleted prior to importing the data back into the system. The file will include the UUID for all exported records.
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The Import Friendly (CSV) file automatically includes the Action column with data field value "UPDATE" for the User's subsequent Import data file. You can delete the unnecessary export information rows at the top of the file (Rows 1-7 in the sample below) and Save As your subsequent Import data file template. Data field values can be edited to reflect the desired updates to be imported. |
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Not all exported data columns can be updated with certain Import features. To be updated, the attribute |
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must be a direct attribute of the data record being updated. For example, an export of selected Assets may include data columns for Manufacturer and Type. Manufacturer and Type are attributes of the Model and cannot be updated with an Assets Import. Those updates would have to be made at the Model level. |
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