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 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:
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.
3. Now choose the format you prefer for the data:
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:
In the first section, «General data» you can choose an initial configuration for the export format:
In documents and files you can specify the information the export will contain:
In this section you will have to add the tags from which you want to extract data.
In the «Rows» section you can add order criteria, either with general data or form fields:
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.