Difference between revisions of "Common functions:Exporting and Merging Data"
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| − | {{ | + | {{Header_TOC}}<br> |
== Introduction == | == 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. | + | 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 & 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'''. | + | '''IMPORTANT: '''The modifications made in the merge files are not applied in '''''ProDon'''''. |
== Export/Merge == | == Export/Merge == | ||
| − | From a management screen, search the data to export, and click on the "[[Image:Button Exportation merge.png]] Export and merge" button. | + | From a management screen, search the data to export, and click on the "[[Image:Button Exportation merge.png]] Export and merge" button.<br> |
| − | + | {| cellspacing="1" cellpadding="1" border="1" style="width: 456px; height: 326px;" class="wikitable" | |
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| − | {| cellspacing="1" cellpadding="1" border="1 | ||
|- | |- | ||
| colspan="2" | This window opens. | | colspan="2" | This window opens. | ||
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| width="50%" | | | width="50%" | | ||
| − | '''<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. | + | '''<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. |
|} | |} | ||
| − | == In a ''Word'' | + | == 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 | + | 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'''''.<br> |
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| − | {| cellspacing="1" cellpadding="1" border="1" style="width: 454px; height: 452px; | ||
|- | |- | ||
| colspan="2" | [[Image:Export and merge data 002.png]] | | colspan="2" | [[Image:Export and merge data 002.png]] | ||
|- | |- | ||
| width="50%" | | | width="50%" | | ||
| − | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a ''Word'' merge file. | + | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a '''''Word''''' merge file. |
| width="50%" | | | width="50%" | | ||
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|- | |- | ||
| colspan="2" | | | colspan="2" | | ||
| − | '''NOTE:''' The | + | '''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. |
|} | |} | ||
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<br> | <br> | ||
| − | === | + | === Editing a Merge File === |
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 439px; height: 390px;" | {| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 439px; height: 390px;" | ||
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| colspan="2" | | | colspan="2" | | ||
| − | '''NOTE: '''The merge fields related to that part of the software will automatically be exported in ''Word'' to create the document. | + | '''NOTE: '''The merge fields related to that part of the software will automatically be exported in '''''Word''''' to create the document. |
|} | |} | ||
| − | == In an ''Excel'' | + | == In an ''Excel'' File <br> == |
{| cellspacing="1" cellpadding="1" border="1" style="width: 457px; height: 469px;" class="wikitable" | {| cellspacing="1" cellpadding="1" border="1" style="width: 457px; height: 469px;" class="wikitable" | ||
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| width="50%" | | | width="50%" | | ||
| − | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in an ''Excel ''file. | + | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in an '''''Excel''''' file. |
| width="50%" | | | width="50%" | | ||
| − | '''<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. | + | '''<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. |
|- | |- | ||
| width="50%" | | | 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 | + | '''<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 & explore". |
| width="50%" | | | width="50%" | | ||
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| width="50%" | | | width="50%" | | ||
| − | '''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 | + | '''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 '' | + | == In a ''Text ''File == |
{| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 456px; height: 472px;" | {| cellspacing="1" cellpadding="1" border="1" class="wikitable" style="width: 456px; height: 472px;" | ||
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| width="50%" | | | width="50%" | | ||
| − | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a ''Text'' file. | + | '''<span style="color: rgb(255, 0, 0);">A: </span>'''Choose to export data in a '''''Text''''' file. |
| width="50%" | | | 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. | + | '''<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%" | | | 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 | + | '''<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 & explore". |
| width="50%" | | | width="50%" | | ||
| − | '''<span style="color: rgb(255, 0, 0);">D: </span>'''This box allows to see only the columns visible in the configured view. | + | '''<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%" | | | 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. | + | '''<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%" | | | 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. | + | '''<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%" | | | width="50%" | | ||
| − | '''<span style="color: rgb(255, 0, 0);">G: </span>'''After choosing all the wanted options, click on " | + | '''<span style="color: rgb(255, 0, 0);">G: </span>'''After choosing all the wanted options, click on "Generate & open" or on "Generate & explore". |
| width="50%" | | | width="50%" | | ||
| − | '''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 | + | '''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. |
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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 "
Export and merge" button.
| This window opens. | |
 | |
|
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.
| |
|
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. | |
| |
|
A: To create a new merge document, click on " |
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
| |
|
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
| |
|
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
