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Exporting Assignment-Related Data

This topic is part of Exporting and Importing Assignment-Related Data.

Follow the procedure below to export assignment-related data.

NOTE:  Top-level assignment-related data cannot be exported if there are no associated child records. When you are exporting data for positions, make sure there are associated skills and skill items. When you are exporting data for an assignment rule, make sure there are associated criteria and criteria items or associated position candidates. See also Limitations for Importing Assignment-Related Data.

To export assignment-related data to a spreadsheet file

1. Navigate to one of the views that supports exporting assignment-related data:
   • To export data for positions and associated skills and skill items, navigate to the Administration - Group screen, Positions view. Drill down on a position record to go to the list view and display associated skill and skill item data. Note the button in the top applet labeled Export Skill Data.
   • Alternatively, to export data for skills and associated positions and skill items, navigate to the Administration - Group screen, Skills view, which displays associated position and skill item data below. Note the button in the top and bottom applets labeled Export Skill Data. (This view does not support importing data; use the Positions view for that task instead.)
   • To export data for a single assignment rule and associated criteria and criteria items, navigate to the Administration - Assignment screen, Assignment Rules List view. Drill down on an assignment rule record to go to the form view, then click the Criteria tab to display associated criteria. Note the button in the top applet labeled Export Assignment Data.
   • To export data for a single assignment rule and associated position candidates, navigate to the Administration - Assignment screen, Assignment Rules List view. Drill down on an assignment rule record to go to the form view, then click the Position Candidates tab to display associated position candidates. Note the button in the top applet labeled Export Assignment Data.
2. Perform queries, as necessary, to display a subset of the available data.

   For example, when exporting data associated with an assignment rule, you might use a query to locate the specific assignment rule of interest. Or, when exporting data associated with positions, you might use a query to display the particular subset of positions of interest to you.

3. Click the appropriate export button (noted in Step 1) to begin the process of exporting data.
4. In the dialog box that appears, enter a name for the spreadsheet file you are exporting, excluding the file extension.

   The file will be saved as a comma-separated values file (CSV file), which can be opened in a spreadsheet program. The .csv file extension is added when the export file is created.

5. (Optional) Enter some descriptive text for the Export Process Description field. This value is helpful if you need to review log data from the export operation.

   NOTE:  In the Transaction Logs view, in the record associated with the export operation, the Description field contains a string that is derived from the string value you provided in the Export Process Description field. For more information, see Transaction Log Data for Export and Import Operations.

6. Click OK to begin exporting. Or click Cancel to cancel the export operation.
7. Navigate to the Administration - Assignment screen, Transaction Logs view.

   The CSV file you exported is available as an attachment to the transaction log record for the export operation.

8. Click to save the exported file or open it in a spreadsheet program like Microsoft Excel.
9. Save a copy of the spreadsheet file, or copy the file, into a folder you can access from your current machine or from the machine where further changes may be made.

   NOTE:  For reference, keep a copy of the original CSV file with the original name. Make another copy of the file that you will modify, naming it as appropriate for your business needs.

10. Modify the data in the spreadsheet file, as appropriate, and prepare the file for import. For more information, see Preparing Assignment-Related Data for Import.