IMMS InfraLink 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 InfraLink 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 InfraLink 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 InfraLink offers the Export All feature.
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Identifying Data Records for Export
The IMMS InfraLink 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:
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- 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 InfraLink 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.
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- 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.
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When using the default |
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(i.e., "As Shown") layout , the records and columns included in the export, as well as the order of the records, will match the records, columns, and |
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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. |
Data Export Using a Custom
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Template
In some IMMS InfraLink Instances, formatted data export templates are configured by the Instance Administrator, based on the needs of that organization. Export templates are located in the Export All drop-down menu. For example, as shown below, this Instance has configured two templates for Users, the "Audit Input Export Template" and the "Master Issue Tracker".
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To generate an export using a custom template, complete the following steps:
- Identify the data to be exported, as discussed earlier in this article.
- Click on the Export All button
Select the desired template from the Templates section of the drop-down menu.
Note Please note that the templates available for selection depend on your specific IMMS InfraLink instance configuration. Please contact your Instance Administrator or refer to the related User Guide article for information on how to configure custom export templates.
- Select Export All.
- Select Now.
- Click the Create button.
- The export file will be loaded to your default download folder.
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To set a schedule for your data export, select the Schedule option. With this selection, IMMS InfraLink prompts you to provide more information about your desired export schedule.
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To review scheduled data exports in IMMSInfraLink:
- Click the Export All button at the top of the grid view.
- Select Manage Scheduled Exports to open the Scheduled Exports window, which lists all Scheduled Exports created for that view.
- From the Scheduled Exports window, you can:
- Filter and search Scheduled Exports
- View details for a Scheduled Export
- Rename a Scheduled Export
- Modify the schedule for a Scheduled Export
- Edit recipients of a Scheduled Export
- Delete a Scheduled Export
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A User can edit the recipients for a Scheduled Export by using the buttons above the Scheduled Exports list or via the Scheduled Export Details panel. To add a new recipient from the Scheduled Export Details panel:
To delete a recipient via the Scheduled Export Details panel,
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The Export All feature is also the starting point for most bulk record updates in IMMSInfraLink.
When preparing a bulk data import for the purpose of updating records in IMMSInfraLink, the User must identify the UUID, the unique record identifier in IMMSInfraLink, for each record being updated. IMMS InfraLink assigns a UUID to each new data record at the time it is created. The UUID, however, is not typically displayed in standard IMMS InfraLink views or details panels. The UUIDs can be easily obtained by exporting data for the desired records. Additionally, the data export file will provide column headers for other record attributes, which can be used in the subsequent Import data file.
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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 planned 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. Not all exported data columns can be updated with certain Import features. To be updated, the attribute 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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