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Data export: Configuration and use

Engracia Villar

Engracia Villar

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How to retrieve the metadata you want to export from your documents.

This tutorial shows how to easily export the metadata of your documents and files.

Work easily with these data on an Excel sheet in order to draw graphs and statistics to your liking.

Now that you know what your data is for, you will see how to configure a new export format and apply it to a set of documents.

The first step to follow in order to create the export format is to select the documents from which you want to extract the data. Do it from the library in two different ways:
 
  • Choose an existing filter to get those documents.
  • Select them manually.

Create data export

The first step to follow to create the export format will be to select the documents from which you want to extract the data. To do this, from the library you have two ways:

 

 

  • Choose an existing filter to get those documents.
  • Select them manually.

When you have selected the documents, click on the «Predefined exports» icon on the top right to open the configuration menu.

Within the menu you have three sections:

 

1. Select a data export format: 

This section allows you to create a data export format or select an existing one. As we want to know how to create the export format, we will explain this section later.

2. Select on which elements you want to apply the export.

  • Apply to all filter elements: It will take the data from the documents returned by the filter.
  • Apply to the current page: It will take the data from all the documents that are currently in the library.
  • Apply to selected items:  It will pick up the data of the selected documents in the library.

3. Now choose the format you prefer for the data:

  • XLS: XLS file for Excel.
  • HTML: HTML file that contains a table with the data.
  • CSV: The data will be generated separated by «;«
  • View graph online: Check this option to display the export data online.

Create the data export format

In this section we will deepen the creation and configuration of the data export format. (Remember that it is the first section of the Export menu «Select a data export format«).

 

 

If you click on «Create a data extraction format» a separate menu will open to start creating the format.


 

It will have the following sections:

General data

In the first section, «General data» you can choose an initial configuration for the export format:

  • Name: Name of the export.
  • Headers: You can choose if you want to include the general header and /or the header of each field with its name.
  • Calculations: You can choose whether to display the data of the fields, the subtotals or/and the totals.

Documents & Files

In documents and files you can specify the information the export will contain:

 

  • Name: Indicate if you want to export the name of the document or the file.
  • Upload date: Indicate if you want to export the document upload date or file creation date.
  • Owner: Indicate if you want to export who uploaded the document or created the file.
  • Size: Indicates the weight of the document.
  • Type: Indicates if it is a file or a document.
  • Number of documents: Indicates the number of documents contained in the file.
  • Number of pages: Indicates the number of pages contained in the document.

Tags & Forms

In this section you will have to add the tags from which you want to extract data.

 
By clicking «Add tag information» you can open the menu to add the tags you want to use.
 
Each tag has two symbols, an X and a Configuration icon. You can remove a tag from this export by clicking the «X«. If you click on its settings icon, you will open the tag configuration menu.
 
 
In the tag configuration menu you can choose which elements of the tag you want to export as data, whether its current status, the value and/or each of the form fields.
 
Additionally, you have the option «Show if the label is assigned».

Rows

In the «Rows» section you can add order criteria, either with general data or form fields:

 

    • Object: Here you choose the scope (General data, Tags, etc.). If you want to use the fields of a tag, select the tag you want.
    • Field: If you have selected a tag, this drop-down will appear to choose the field of the tag you want to order.
    • Order: Ascending or descending type. 
    • Subtotal: Check this box if you want a subtotal of all the data of this field on this label.
You can delete an order criteria by clicking the recycle bin icon to the right of it.
In the tag configuration menu you can choose which elements of the tag you want to export as data, whether its current status, the value and/or each of the form fields.
 
Additionally, you have the option «Show if the label is assigned».

Columns

The last section «Columns» allows you to configure the parameters of the export columns, both the name and the calculation.

In each field of the export you will see the section «Column Name» where you can change the name of the column if you wish. Otherwise, the one that already appears in the field will be left by default.

You will also find the «Calculation» section that will let you choose, by means of a drop-down, the type of calculation that all the data in that column will do (Without calculation, Maximum, Minimum, Average, Add and Count). Remember that calculation can only be chosen if the field referred to in the column deals with numeric data.

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