Export Data File

Certain list views include the option to export the full record contents to a data file. This is currently available for:

  • Suppliers and Sites

The extracts of Process Briefs and Assessments are based on a similar export process.

The options are available to users with Advanced Reporting Administrator access rights. The export is submitted to run as a batch job. It generates a CSV data file within a folder in the Report Outputs area.

The data file contains the records that are present in the grid. The view can be filtered to export just a subset of records. The columns of the data file are specific to the type of record.

To run the export:

  1. If required, filter the grid using Query Builder to create a subset of records to export.
  2. Select the Export/Data File option from the list view Actions menu.
  3. Optionally select an alternative Language, to be used for the output of translatable values.
  4. Select a folder to Save Output To, where the data file will be located. New folders can be created in the Report Outputs area, within the Data Extracts group.
  5. Click OK and confirm the submission, or click Cancel to exit.

    You will receive a notification email on the start and completion of the export.

  6. Locate the generated file within the specified folder in the Data Extracts group of the Report Outputs area. The report name is the same as the file name.

    The file name is based on the type of extract with the batch job number appended, for example, SupplierExtract_99999.csv or SiteExtract_99999.csv.

Note:

  • The view must be filtered using the Query Builder advanced search; the QBE quick search and filter tiles are not effective.
  • The data file is a fixed, predefined layout.
  • The column headings show the system text key plus the system text field label.
  • If the data file exceeds the maximum permitted size of a file attachment (set by the File Attachment Size Limit (MB) system parameter), it is truncated accordingly.