Export records to a file

When working with a database, it is sometimes necessary to export data in a distinct file. Doing so can aid in reporting on activities, although, WindoorERP provides a precise reporting tool with each available application.

With WindoorERP, the values can be exported from any field in any record. To do so, activate the list view (List) icon, on the items that need to be exported, and then select the records that should be exported. To select a record, tick the checkbox next to the corresponding record. Finally, click the Action button, and select Export.

When clicking on Export, a Export Data pop-over window appears, with several options for the data to export:

1. With the I want to update data (import-compatable export) option ticked, the system only shows the fields that can be imported. This is helpful in the case where the existing records need to be updated. This works like a filter. Leaving the box unticked, gives many more field options because it shows all the fields, not only the ones that can be imported.
2. When exporting, there is the option to export in two formats: .csv and .xls. With .csv, items are separated by a comma, while .xls holds information about all the worksheets in a file, including both content and formatting.
3. These are the items that can be exported. Use the (Show sub-fields) icon to display more sub-field options. Use the Search bar to find specific fields. To use the Search option more efficiently, click on all the (Show sub-fields) icon to display all fields.
4. The (Select field) icon button is present to add fields to the Fields to export list.
5. The (Sort) icon to the left of the selected fields can be used to move the fields up and down, to change the order in which they are displayed in the exported file. Drag-and-drop using the (Sort) icon.
6. The (Remove field) icon is used to remove fields. Click the (Remove field) icon to remove the field.
7. For recurring reports, it is helpful to save export presets. Select all the needed fields, and click on the template drop-down menu. Once there, click on New template, and give a unique name to the export template. Click the (floppy drive) icon to save the configuration. The next time the same list needs to be exported, select the related template that was previously saved from the drop-down menu.

Tick I want to update data (import-compatible export) and the field list narrows to what can be imported again, and the External ID of every record travels with the file. That ID is what turns a second import into an update instead of a pile of duplicates.

For a report you produce every month, open the template dropdown, click New template, name it, and save with the (save) icon. Next time, pick the template and the whole field list comes back.