Difference between revisions of "Common functions:Exporting and Merging Data"

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{{Header_ProDon | | 4.6.5.5 | Nadia Carrier | | 2011/07/11 }}
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{{Header_TOC}}<br>
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== Introduction  ==
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The data export/merge consists in exporting data from '''''ProDon''''' to '''''Word'''''<b>,</b> '''''Excel''''' or '''''Text''''' files in order to process or organize data based on different needs (e.g. special reports, lists for verification purposes, etc.). This function is available in many of the software managements (e.g. Client management, Donation occasion management, Analysis &amp; History, etc.). The data can be exported in full or following the result of a search.
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'''IMPORTANT: '''The modifications made in the merge files are not applied in '''''ProDon'''''.
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== Export/Merge  ==
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From a management screen, search the data to export, and click on the "[[Image:Button Exportation merge.png]] Export and merge" button.<br>
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{| cellspacing="1" cellpadding="1" border="1" style="width: 456px; height: 326px;" class="wikitable"
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|-
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| colspan="2" | This window opens.
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|-
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| colspan="2" | [[Image:Export and merge data 001.png]]<br>
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose the selection of data to export or merge.
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''Choose to which type of file ('''''Word''''', '''''Excel''''' or '''''Text''''') the data will be exported or merged.
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 +
|}
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== In a ''Word'' Merge File  ==
 +
 
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This merge feature in '''''Word''''' is useful in the software sections where it is not possible to create a master document (e.g. in the Participants tab of Analysis &amp; History). When creating a merge document, the fields available on the software screen will then be available in '''''Word'''''.<br>
 +
 
 +
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 454px; height: 452px;"
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|-
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| colspan="2" | [[Image:Export and merge data 002.png]]
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a '''''Word''''' merge file.
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''If the merge file has already been created, select it using the drop-down arrow.
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''After selecting the right merge document, click on "Merge &amp; edit" or on "Merge &amp; print".
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">D: </span>'''To add or modify a merge document, click on the "Merge document management" button.
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|-
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| colspan="2" |
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'''NOTE:''' The "Merge &amp; edit" button allows you to consult the merged documents prior to printing, whereas the "Merge &amp; print" button prints the merged documents directly.
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|}
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<br>
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<br>
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=== Editing a Merge File  ===
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 439px; height: 390px;"
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|-
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| colspan="2" | After clicking on the "Merge document management" button, this window opens.
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|-
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| colspan="2" | [[Image:Export and merge data 003.png]]
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''To create a new merge document, click on "[[Image:Button add plus.png]] Add".
 +
 
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''To edit a master document, select the document to be modified, then click on the appropriate button.
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|-
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| colspan="2" |
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'''NOTE: '''The merge fields related to that part of the software will automatically be exported in '''''Word''''' to create the document.
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|}
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== In an ''Excel'' File <br>  ==
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{| cellspacing="1" cellpadding="1" border="1" style="width: 457px; height: 469px;" class="wikitable"
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|-
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| colspan="2" | [[Image:Export and merge data 004.png]]
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in an '''''Excel''''' file.
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">B: </span>'''The software names the '''''Excel''''' file by default. However, it is possible to manually rename it, as in this example.
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">C: </span>'''To export or add data in an existing file, you have to name the file in step <span style="color: rgb(255, 0, 0);">'''B '''</span>in the same way as a source file. To see the names of the previously created files, click on "Generate &amp; explore".
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">D: </span>'''This box allows you to export only the columns visible in the configured view.
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">E: </span>'''This box allows you to export all the available columns for that part of the software.
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">F: </span>'''This function allows you to transform every field format into "standard" format so that it is ignored during the data exportation.
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">G: </span>'''After choosing all the wanted options, click on "Generate &amp; open" or on "Generate &amp; explore".
 +
 
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| width="50%" |
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'''NOTE: '''The "Generate &amp; open" button generates the merge document onscreen, whereas the "Generate &amp; explore" button generates the file without opening it. The latter option is useful when there are many merge documents to generate and that there is no need to open them all.
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|}
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== In a ''Text ''File  ==
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{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 456px; height: 472px;"
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|-
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| colspan="2" | [[Image:Export and merge data 005.png]]
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|-
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| width="50%" |
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'''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a '''''Text''''' file.
 +
 
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">B: </span>'''The software names the '''''Text''''' file by default. However, it is possible to manually rename it, as in this example.
 +
 
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">C: </span>'''To export or add data in an existing file, you have to name the file in step <span style="color: rgb(255, 0, 0);">'''B'''</span> in the same way as a source file. To see the names of the previously created files, click on "Generate &amp; explore".
 +
 
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">D: </span>'''This box allows you to see only the columns visible in the configured view.
 +
 
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">E: </span>'''This box allows you to export all the available columns for that part of the software.
 +
 
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">F: </span>'''This function allows you to transform every field format into "standard" format so that it is ignored during the data exportation.
 +
 
 +
|-
 +
| width="50%" |
 +
'''<span style="color: rgb(255, 0, 0);">G: </span>'''After choosing all the wanted options, click on "Generate &amp; open" or on "Generate &amp; explore".
 +
 
 +
| width="50%" |
 +
'''NOTE: '''The "Generate &amp; open" button generates the merge document onscreen, whereas the "Generate &amp; explore" button generates the file without opening it. The latter option is useful when there are many merge documents to generate and that there is no need to open them all.
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 +
|}
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<br>
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{{Footer_Common_Functions}}<br>

Latest revision as of 07:42, 5 May 2016

Exporting and Merging Data

Introduction

The data export/merge consists in exporting data from ProDon to Word, Excel or Text files in order to process or organize data based on different needs (e.g. special reports, lists for verification purposes, etc.). This function is available in many of the software managements (e.g. Client management, Donation occasion management, Analysis & History, etc.). The data can be exported in full or following the result of a search.

IMPORTANT: The modifications made in the merge files are not applied in ProDon.

Export/Merge

From a management screen, search the data to export, and click on the "Button Exportation merge.png Export and merge" button.

This window opens.
Export and merge data 001.png

A: Choose the selection of data to export or merge.

B: Choose to which type of file (Word, Excel or Text) the data will be exported or merged.

In a Word Merge File

This merge feature in Word is useful in the software sections where it is not possible to create a master document (e.g. in the Participants tab of Analysis & History). When creating a merge document, the fields available on the software screen will then be available in Word.

Export and merge data 002.png

A: Choose to export data in a Word merge file.

B: If the merge file has already been created, select it using the drop-down arrow.

C: After selecting the right merge document, click on "Merge & edit" or on "Merge & print".

D: To add or modify a merge document, click on the "Merge document management" button.

NOTE: The "Merge & edit" button allows you to consult the merged documents prior to printing, whereas the "Merge & print" button prints the merged documents directly.



Editing a Merge File

After clicking on the "Merge document management" button, this window opens.
Export and merge data 003.png

A: To create a new merge document, click on "Button add plus.png Add".

B: To edit a master document, select the document to be modified, then click on the appropriate button.

NOTE: The merge fields related to that part of the software will automatically be exported in Word to create the document.

In an Excel File

Export and merge data 004.png

A: Choose to export data in an Excel file.

B: The software names the Excel file by default. However, it is possible to manually rename it, as in this example.

C: To export or add data in an existing file, you have to name the file in step B in the same way as a source file. To see the names of the previously created files, click on "Generate & explore".

D: This box allows you to export only the columns visible in the configured view.

E: This box allows you to export all the available columns for that part of the software.

F: This function allows you to transform every field format into "standard" format so that it is ignored during the data exportation.

G: After choosing all the wanted options, click on "Generate & open" or on "Generate & explore".

NOTE: The "Generate & open" button generates the merge document onscreen, whereas the "Generate & explore" button generates the file without opening it. The latter option is useful when there are many merge documents to generate and that there is no need to open them all.

In a Text File

Export and merge data 005.png

A: Choose to export data in a Text file.

B: The software names the Text file by default. However, it is possible to manually rename it, as in this example.

C: To export or add data in an existing file, you have to name the file in step B in the same way as a source file. To see the names of the previously created files, click on "Generate & explore".

D: This box allows you to see only the columns visible in the configured view.

E: This box allows you to export all the available columns for that part of the software.

F: This function allows you to transform every field format into "standard" format so that it is ignored during the data exportation.

G: After choosing all the wanted options, click on "Generate & open" or on "Generate & explore".

NOTE: The "Generate & open" button generates the merge document onscreen, whereas the "Generate & explore" button generates the file without opening it. The latter option is useful when there are many merge documents to generate and that there is no need to open them all.


Document name: Common functions:Exporting and Merging Data


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