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.

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:

1. Click the Export All button at the top of the view grid 
2. Select one of the desired export file formats, CSV or MS Excel, from the drop-down menu.

3. Upon selecting the export file type, you will next indicate when you wish to perform your data export. Select Now. 

4. Click the Create button to perform the export immediately. 

5. 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. 

Data Export Using a Custom Templates

In some IMMS 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".  

To generate an export using a custom template, complete the following steps:

1. Identify the data to be exported, as discussed earlier in this article.
2. Click on the Export All button 

3. Select the desired template from the Templates section of the drop-down menu. 

   Please note that the templates available for selection depend on your specific IMMS instance configuration. Please contact your Instance Administrator or refer to the related User Guide article for information on how to configure custom export templates.

4. Select Export All.
5. Select Now.
6. Click the Create button. 
7. The export file will be loaded to your default download folder. 

Recurring Data Exports

Scheduling a Recurring Data Export

To set a schedule for your data export, select the Schedule option. With this selection, IMMS prompts you to provide more information about your desired export schedule. 

1. Click the Export All button at the top of the view grid 
2. Select one of the desired export file formats (e.g., CSV, MS Excel) or the desired export template from the drop-down menu.

3. Upon selecting the export file type, you will next indicate when you wish to perform your data export. Select Schedule.

4. You will be asked to:
   1. Name the data export
   2. List export recipients
   3. Select export schedule type (e.g.,daily, weekly, etc.)
   4. Define export schedule date range
5. Once you have entered all required details for your data export, click the Create button to schedule your data export(s).

Managing Scheduled Exports

To review scheduled data exports in IMMS:

1. Click the Export All button at the top of the grid view. 
2. Select Manage Scheduled Exports to open the Scheduled Exports window, which lists all Scheduled Exports created for that view.
3. 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

Exporting Data for Update (Import)

The Export All feature is also the starting point for most bulk record updates in IMMS.

When preparing a bulk data import for the purpose of updating records in IMMS, the User must identify the UUID, the unique record identifier in IMMS, for each record being updated. IMMS assigns a UUID to each new data record at the time it is created. The UUID, however, is not typically displayed in standard IMMS 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.

1. To export data for the purpose of update, you start by selecting the desired records. Follow the same steps provided above for Identifying Data Records to Export.
2. Once you have filtered the list down to your desired records, click on the Export All button at the top of the view.  
3. From the Export All drop-down menu, select the Import Friendly (CSV) option.  
4. Select Now
5. Click the Create button.

Import Friendly CSV file

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.