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Getting Started > Working with Records > Working with Lists > Exporting Records in Lists

Exporting Records in Lists

You can export the records that meet the criteria you set up in a list. After Oracle CRM On Demand exports the list of records, you can save it by downloading the file.

You can export up to 250 records from a list immediately. When you select this option, the top records from the list (based on the current sort order of the list) up to a maximum of 250 are exported. Or, you can export all of the records in a list. When you export all of the records in a list, your export request is queued and executed as a batch job.

NOTE: In the standard application, there is no limit to the number of records that you can export in a list. However, your administrator can restrict the number of records that you can export at one time by entering a value in the Maximum Number of Records per List Export field in your user role. If a restriction is specified for your role, then you cannot export more than the allowed number of records, either through an immediate export or through an export request that is executed as a batch job. For example, if your role specifies that you can export a maximum of 100 records at one time, then the top records from the list (based on the current sort order of the list) up to a maximum of 100 are exported.

To export records from a list, your user role must include either the List - Export All Fields privilege or the List - Export Displayed Fields privilege. When you export a list of records, your user role determines which fields you can export, as follows:

• If the List - Export All Fields privilege is enabled on your user role, then you can choose to export all of the fields on the records, or to export only the fields that are displayed in your list.
• If the List - Export Displayed Fields privilege is enabled on your user role, but the List - Export All Fields privilege is not enabled, then you can export only the fields that are displayed in your list.

The following procedure describes how to export up to 250 records in a list.

To export up to 250 records in a list

1. Open the list of records that you want to export.
2. If necessary, sort the list so that the records that you want to export appear at the top of the list.

   TIP: To sort the list by column, click the column heading. To sort the list by the same column but in reverse order, click the column heading again.

3. On the record List page, click Menu, and select Export List.
4. On the Export List page:
   • In the List Export Type section, select the Immediate Export option.
   • In the Fields to Export and Field Delimiter sections, select the options that you want.

     NOTE: The Fields to Export section is available only if your user role has the List - Export All Fields privilege.

5. Click Export.
6. Click Download to download the file.

NOTE: If you select Immediate Export in the List Export Type section, then no email notification is sent when the export process is complete.

The following procedure describes how to export all of the records in a list.

To export all of the records in a list

1. Open the list of records that you want to export.
2. On the record List page, click Menu, and select Export List.
3. On the Export List page:
   • In the List Export Type section, select the Queued Export option.
   • In the Fields to Export and Field Delimiter sections, select the options that you want.

     NOTE: The Fields to Export section is available only if your user role has the List - Export All Fields privilege.

   • Select the Enable Email Notification (applicable to Queued Export only) check box if you want an email notification to be sent after the export process is complete.

     NOTE: This check box is selected by default and is only applicable if you perform a queued export.

   • Select the Include Weblink URL in Export Files check box if you want URLs to be included in the exported CSV file.

     The default value of the Include Weblink URL in Export Files check box is controlled by the Include Weblink URL in Export Files check box in the company profile. You can choose to select or to deselect this setting for each export request. For more information about this check box, see Configuring Integration Settings.

4. Click Export.

   The Personal Export Request Queue page appears.

5. If the export request is in the Pending Requests section of the page, click Refresh to see if your update request has completed.
6. When your export request appears in the Completed Requests section of the Personal Export Request Queue page, click the List or Record Type link to open the List Export Request Detail page.
7. In the Export Request Attachment section of the page, select Download from the record-level menu for the attachment, and then save the ZIP file.

   The ZIP file consists of an export summary text file and a CSV file containing the records that you exported.

Details of the export request are available in your Personal Export Request Queue page until the retention period that is specified for export requests for your company expires. The ZIP file containing the output from the export request is available through your Personal Export Request Queue page until the retention period that is specified for export request attachments for your company expires. For more information about the Personal Export Request Queue page, see Viewing Your Export Requests.