22 Manage Bulk Data Export

This chapter contains the following:

Manage Export Objects

FAQs for Data Export

Manage Export Objects

Bulk Export: Overview

The Bulk Export application provides a mechanism to extract large volumes of data from Fusion CRM objects. These extracts can be the full set of records for an object or incremental extracts. For example, data extracted for a specific period of time, from the hosted CRM system to an on-premise database that resides behind a user's fire-wall. The system will create comma separated variable or tab delimited files with the extracted data, which will be available to users as attachments to the batch records that have been executed.

The following figure depicts the process of selecting data for export, scheduling and finally delivering the exported data file.

Bulk Export Process Definition: Explained

This solution provides a mechanism to extract large volumes of data from Fusion CRM objects, both as extracts of a full set of records for an object as well as incremental extracts. The system will create comma or tab delimited files with the extracted data which will be available to users as attachments to the batch records that have been executed.

In order to create the extracts, two steps must be completed. First, mapping files for the full and incremental extract processes must be defined in the Fusion CRM system. These maps will specify which columns and filters will be applied to each export process for each export object. For the incremental extracts, filters can be created that leverage time stamps to determine which rows will be queried out of the system. All mapping files will be saved in the system and reused for each extract.

Next, the hourly and weekly data export processes are scheduled in the Fusion export tool. For any required incremental and scheduled export, the export task should either exist or created through the UI. Oracle Web Services would only be used to schedule the export and start it. After each export process executes and completes, a comma or tab delimited data file will be created and stored in the Fusion system as an attachment. The formatted file can be downloaded by using the getAttachment() web service or by using the interactive UI in the export tool.

There are no transactional steps for this process in the Fusion CRM application, there are only prerequisite setup steps. Once these steps are complete the process should run automatically. The prerequisite steps in Fusion are to create an export map and export job schedule for each object to be extracted (this only needs to be done once).

The Bulk Export Process Definition is made up of the Export Map and the processing schedule. See the steps below.

Select the Export Object

The export object is the Fusion data base object where the data resides. It is made up of attributes. If you need to export data from a custom table, you must register the object as an export object. This is accomplished from the Manage Export Process UI, Manage Export Objects action. All the delivered tables and their attributes are available for export.

Select Attributes

The export object is made up of attributes. These attribute may be selected for export or not included. You can edit the header text of the attribute to make its meaning more clear to other users of this process.

Filter Criteria

Each attribute may have limits or conditions enforced. Various operators are available for selecting the data to precisely select the data required for the export. You can save the filter criteria and then modify the criteria and save it under a new name. You can then change the filter by coming here to select an alternate filter name. Because the filters are related to the export object, if you reuse a map and change the filter, you are changing it for any Export Process Definition that uses that map. The attributes you use for the map have no bearing on what is available in the filter. All fields from the VO are available for use in the filter. For example, you can filter by TYPE but not show TYPE in the output.

Schedule the Export Process

Once defined, the export process is scheduled. You can run the process immediately or at the time and date of your choosing. If you decide to schedule the job at a later date you can also choose to set up a recurring schedule of extracts.

Activate the Job

By clicking on the Activate button, you make the job available to be run. It does not start an export process.

Bulk Export Process Components: How They Work Together

In the two step process used by Oracle Fusion Bulk Export, the first is the mapping of files for the full and incremental extract processes. The second step is the scheduling of the export. You create a process definition that includes both of these steps.

The process definition has three components that together make exporting data easier by leveraging the export maps that you have already built. The process name, the export process ID and the export map ID all serve to identify the specific process definition as well as leverage your work with reusable export maps

Process Name

A user-supplied, natural language way to refer to the Export Process Definition. This enables you to refer to the export process definition easily rather than using the machine generated ID. For example, use Customer or some other meaningful name as the export process name instead of the export process ID 100000019897192.

Export Process ID

A unique, system generated identifier for the export process definition that ties together the export map, with its export objects and filters, and the defined export schedule.

Export Map ID

A unique identifier for the export map itself. You can name the export map or leave the field blank for a system generated map name to be entered. You can reuse the export map in different process definitions. For example, you could create a process definition to export all the data from the Customer export object. You could then reuse that export map and apply a new filter on the data to create an incremental export, such as data accrued since the last export date.

FAQs for Data Export

How can I tell which objects to select?

Review the requirements for the data to be exported and determine the source view object that holds the attributes you want.

How can I create a subset of data for export?

Full sets of data are not always required for export. To create a subset of data, use filter criteria to determine the time frame or scope of data, based on values of the attributes. For example, to find activities for a certain period, use a project start date from 1/1/11 through 3/31/11, navigate to the Export Objects Detail Sub Page and click the filter icon. Fill in the filter criteria dialog for the project start dates to select the data to be exported.You run the export by navigating to the Setup and Maintenance menu, selecting Manage Task Lists and Tasks. Then, search for Schedule Export Processes and click the Go to Task icon on the line for this task.

How can I see my exported data?

You can look on the Schedule Export Processes, Overview page to see the History subpage. The column Exported Data File shows a hyperlink to your output file This file will be a comma separated variable or a tab delimited file. Click that link to open the file and see the exported data.

How can I use my own View Object for export?

You can use your own defined view objects as a source for Bulk Export. To register your view objects for export, select Setup and Maintenance from the Tools menu and search for the Manage Export Objects task. Click the Go to Task icon and on the Manage Export Objects page click the Create icon to add your View Object, making it available for use.

What happens if I change the sequence number or header text?

Changing the sequence number changes the order of the attributes in the exported data file. Changing the header text enables you to give a more intuitive meaning to the attribute and the associated data.

What happens if I need data from more than one view object?

Select as many view objects as required to be export objects for the export process. Choose the individual attributes required from each export object.