Create an export definition
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From Administration, click Export definitions. The Export Definitions page appears |
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Click Add. The Select a Source View screen appears. |
Note: The Select a Source View onscreen text refers to queries. This is because the screen is shared with that feature.
On this screen you select the view containing the type of record you want to group in the export definition. For more information about source views, see Source Views.
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Select the source view for the export definition and click OK. The New Export Definition screen appears, displaying the Fields and criteria tab. |
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Select the fields for each record in the export output. |
The Field Explorer pane shows the tables available for the selected type of export definition. You can expand a table to see its available fields. If you hide the field explorer, you can select a table from the dropdown at the top of the screen.
Tip: To quickly search and find a field, click CTRL + F. The Find field appears at the bottom of the Field Explorer pane. When you enter a field in the Find field and press Enter on your keyboard, the program searches through Field Explorer and displays applicable fields in the field list. Use your Enter button to scroll through the list to the next applicable field.
In the middle pane, titled based on the Source View you selected, the Fields and System fields for the table you selected are available. All fields from the selected source view are available.
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To specify output fields for the export, select them in the middle pane and drag them into the Selected fields and criteria frame. Selected fields correspond to the information you want to see in the export. These fields appear as column headings on the export output. You can rename the column headings if necessary. You must specify at least one output field. |
When you select a one-to-many field, the Criteria screen appears. For more information about how to set criteria for a one-to-many field, see Export Definitions Criteria. When you select a field from Address Processing, the Criteria for Address Processing screen appears. For more information about address processing, see Export Definitions Address Processing.
Note: Depending on the source view of the export definition, some fields may default into the Selected Fields frame. These are only defaults and you can remove them if necessary.
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Select the Column order tab. From this tab you can reorder and rename column headings for the export file. |
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To reorder the column names, use the up and down arrows. |
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To change the column header name, right-click the field name and select Change Column Heading. Enter the new name in the field. |
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Select the Sort order for rows tab. From this tab you can specify a sort order for the export. The sort order helps ensure that mail merge documents, such as envelopes or labels, are in the necessary order. |
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To add a sort field, double-click or drag and drop a field from the Available fields pane. |
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To change the sort order, use the up and down arrows. |
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To reverse the sort order within a column, click the Sort Ascending or Sort Descending buttons. |
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When the export definition is complete, click Save. The Save Export Definition As screen appears. On this screen you can add a description about the export definition. |
You can also select which sites to associate with the export definition.